Ohio Adm.Code 3358:17 | Ohio Administrative Code 3358:17 — State Community Colleges | Washington State Community College

Chapter 3358:17-1 Members and Officers of the Board; Responsibilities

Ohio Adm.Code 3358:17-1-01 Members of the board and their duties and responsibilities.

(A) Composition.

The board of trustees' duties and responsibilities are based on authority found in Chapter 3358. of the Revised Code. The board of trustees shall consist of nine qualified electors residing within Washington and Morgan counties.

(1) Appointees.

(a) Trustees are appointed by the governor with the advice and consent of the Ohio senate.

(b) The term of office for each trustee shall be six years.

(d) No new trustee may be appointed who is a member of any board of education.

(B) Duties and responsibilities.

The board members have authority only when acting as a board of trustees legally in session with the powers granted in Chapter 3358. of the Revised Code. No member or employee of the board of trustees shall have the power to act in the name of the board outside of board meetings unless authorized to do so by the board of trustees.

It will be the duty of the board of trustees to;

(1) Represent the people of the entire Washington-Morgan state community college district in providing community college programs that best serve the needs of the citizens within the limits of the budget;

(2) Attend all regular and special board meetings. If a board member fails to attend at least three-fifths of meetings in any two-year period, his position on the board shall be forfeited;

(3) Trustees shall not deliberate, vote or otherwise involve themselves in a college contract or other official action when the trustees have interests, financial or fiduciary that are prohibited under section 102.03 of the Revised Code. Trustees having prohibited interests under section 102.03 of the Revised Code shall disclose that such prohibited interests exist to the secretary or chair of the board and shall abstain from any deliberations or votes on that contract or official action;

(4) Establish policies, procedures, rules, and regulations for its own governance and for control and governance of the Washington-Morgan state community college district;

(5) Select and appoint a president of the community college and conduct annual performance evaluations of the president;

(6) Review and approve the recommendations of the president regarding the appointment of full time faculty, strategic team, administrators, and professional staff positions and the establishment of salary and personnel policies;

(7) Elect a treasurer, who is not a member of the board, to serve at its pleasure;

(8) Review and approve financial matters including the annual budget, capital expenditures relative to facilities or major repairs, modifications and replacement to established facilities;

(9) Review and approve areas of curriculum;

(10) Establish schedules of fees and tuition for state residents and out-of-state residents;

(11) Authorize persons to sign payroll and operating checks;

(12) Grant appropriate associate degrees to students successfully completing the community college programs and certificates of achievement to those students who complete other programs;

(13) Keep the people of the Washington state community college district intelligently informed of the purpose, value, and condition, of program and course offerings of the state community college;

(14) Conduct a board self-evaluation no less than bi-annually on odd numbered years, at the first regular meeting of each calendar year for the purpose of monitoring and discussing board processes and performance;

(15) Each calendar year, a board annual calendar shall be developed. The board annual calendar shall be established in the month of November and brought before the board for approval at the December meeting and posted on the college's website. The calendar may be updated periodically at the discretion of the board.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-1-02 Officers of the board and their duties.

(A) Officers

A nominating committee shall be appointed by the chair at the November meeting for the purpose of nominating officers. The officers of the board of trustees shall consist of a chairman and a vice-chairman. The president of the college shall serve as secretary to the board.

(1) Election of officers.

Election of officers shall be held at the first regular meeting of each calendar year, and each elected officer shall hold office for the period of one year or until his or her successor shall be duly elected or qualified. The vote of a majority of all trustees then in office shall be necessary to elect an officer of the board.

(2) Removal of officers.

Any officer of the board may be removed at any time, either with or without cause, by resolution adopted by the board at any meeting of the board, the notice of which having specified that such removal action was to be considered.

(3) Election of the chair.

Each voting trustee shall be eligible for election as chair of the board. The chair shall be elected to a one-year term, and subject to the review provided by this paragraph, the incumbent, if eligible under his or her term as trustee, may serve a second and a third year. Before the end of the first year, and as applicable, before the end of the second year of the term of the chair, the board committee on trusteeship shall conduct a review of the chair, and after consultation with the members of the board, shall recommend to the board whether the chair should be the only candidate for election as chair for the next year.

(B) Duties of officers.

The duties of the officers of the board shall be as follows:

(1) Duties of the chair.

The chair shall preside at all meetings of the board of trustees, appoint or provide for the election of individuals to serve in advisory capacities for special objectives on an ad-hoc basis, and perform such other duties as may be prescribed by law or action of the board of trustees. The chair shall review and approve meeting agendas provided by the college president.

(2) Duties of the vice chair.

The vice-chair shall preside at meetings of the board of trustees in the absence of the chair, and perform such other duties as may be assigned to him/her by the board of trustees.

(3) Duties of the secretary.

The secretary of the board shall be the custodian of and responsible for the official books, records, and all transactions of the board, and such books, records, and transactions shall be open to public inspection in accordance with Ohio law. The secretary shall be the custodian of the college seal and cause its imprint to be placed whenever and wherever appropriate; and shall sign, execute and deliver in the name of the college any documents as authorized by the board. The secretary shall keep the minutes of all meetings of the board and of committees of the board and shall see that all notices are duly given in accordance with the provision of these rules. In addition, the secretary shall perform such other duties as from time to time may be assigned to him or her by the board or by the chair.

(4) Presiding officer, chairman and vice-chair absent.

In the absence of the chair and the vice-chair, the board shall by majority vote, choose a chair pro tem.

(5) Duties of the treasurer.

The treasurer shall be the fiscal officer of the college and shall receive and disburse all funds of the college under the direction of the president and the board. No contract of the board involving the expenditure of money shall become effective until the treasurer certifies that there are funds of the college otherwise unappropriated sufficient to provide therefore. The treasurer shall keep the accounts of the college in the manner required by law or requested by the Ohio board of regents or by the state department of education, the board or the president.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-1-03 Committees of the board.

Standing committees.

The Washington state community college board of trustees has three standing committees. Each committee has three members from the full board serving with one individual serving as chair. The members of the committees are appointed by the chairperson of the board. 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 between the president and the committee chair. The standing committees are:

(A) Finance.

The finance committee reviews and monitors the budget development process, and advises the college administration prior to a budget being brought to the board for approval.

(B) Facilities.

The facilities committee annually reviews the college facilities plan, and provides advice on the overall capital maintenance of the physical plant.

The marketing and public relations committee reviews the college marketing plan, and advises on strategies related to overall marketing of the college and effective public relations.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-1-04 Meetings of the board.

(A) Meetings.

The board of trustees will normally meet once a month throughout the calendar year. In the event there should be no pressing business to transact, any regular meeting may be omitted by common consent of the majority of the board members.

(1) Regular meeting.

The regular meetings of the board of trustees shall be at the Washington state community college on a date and time to be determined at the first regular meeting of the board each calendar year. The chairman may change any date, time and/or place of any regular meeting by giving a five-day written notice to each member of the board, or board members may make such change by agreement at the prior regular meeting and giving a five-day written notice to each board member absent at such prior regular meeting.

(2) Special meeting.

Special meetings may be called by the chairman or at the request of not less than three members of the board of trustees. Written notice of such special meetings shall be given to each member at least three days prior to the date of said meeting, stating the time and place of such meeting and the purpose or purposes for which the same is called. Any trustee may waive such notice and by attendance at any special meeting, shall be deemed to have waived notice thereof.

(3) Emergency meetings (a subset of "special meetings")

In the event of an emergency requiring immediate official action by the board, the chair or a majority of the members of the board may convene to consider action of specific items for which the meeting was called. All news media, or people who have requested notice of the meetings, shall be immediately notified of the time, place and purpose of the meeting. In giving the notices required by this section the board secretary may rely on assistance provided by any member of the board of trustee's staff and any such notice is complete if given by such member in the manner provided in this rule.

(B) Quorum.

A majority of the board shall constitute a quorum, but a majority vote of its whole membership shall be required to act on any matter. Should a quorum not be present, a roll call shall be made and a notation made for the record of those absent and present.

The normal order of business shall be as shown. The board may, however, alter the order of business by common consent of the members in order to accommodate the time schedule of guests or individual members of the board:

(1) Call to order;

(2) Roll call;

(3) Adjustments to agenda;

(4) Recognition of guests;

(5) Diposition of minutes of previous meeting;

(6) Open discussion with public;

(7) Treasurer's report;

(8) Administrative staff reports;

(9) President's report;

(10) Old business;

(11) New business;

(12) Executive session;

(13) Adjournment.

(D) Rules of Order.

Robert's rules of order shall be taken as the authority in the transaction of business should a specific procedure not be defined elsewhere by the board of trustees, the Ohio board of regents, or state statute.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-1-04.1 Open meetings.

(A) All regular, special, emergency and committee meetings of the board of trustees shall be held in accordance with Ohio law governing public meetings. The act requires all public officials to take official actions and to conduct all deliberations upon official business only in open meetings, unless the subject matter is specifically excepted by law. The act is to be liberally construed with these goals in mind.

(B) Any person may determine the time and place of all regularly scheduled meetings and the time, place and purpose of all special meetings; persons so indicated will be placed on a list for future notification of meetings by:

(1) Writing to the following address: Washington state community college, 710 colegate drive, Marietta, Ohio 45750.

(2) Calling the following telephone number during normal business hours: 740.374.8716.

(C) Any representative of the news media may obtain notice of all special meetings by requesting that such notice be provided. A request for such notification should be addressed to: president, Washington state community college, 710 colegate drive, Marietta, Ohio 45750.

The request shall provide the name of the individual media representative to be contacted, the mailing address and telephone numbers where the media representative may be contacted.

(D) The board secretary shall maintain a list of all representatives of the news media who have requested notice of such special meetings pursuant to this action.

(E) In the event of a special meeting not of an emergency nature, the board secretary shall notify all media representatives on the list of such meeting by doing at least one of the following:

(1) Notifying such representatives by telephone no later than twenty four hours prior to the special meeting; such telephone notice shall be complete if a message has been left for the representative, or if, after reasonable effort the board secretary has been unable to provide such telephone notice.

(2) Informing such media personally no later than twenty-four hours prior to the special meeting.

(F) The board secretary shall maintain a list of all persons who have requested, orally or in writing, notice of all meetings of the board of trustees at which specific subject matters designated by such persons are scheduled to be discussed. Any person may have his or her name placed on such a list and paying a reasonable fee to receive such notice. The board secretary shall, follow the notification rules as described for a regular meeting.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-1-04.2 Executive sessions.

There are six valid reasons for holding an executive session. The vote to go into executive sessions must be a roll call vote.

(A) The motion and vote must specify the purpose(s) of the executive session, i.e., "To consider the purchase of property." If the specified purpose is to discuss one of the personnel - related matters governed by division (G)(1) of section 121.22 of the Revised Code - listed in paragraph (A)(1) of this rule - the public body must specify which of the listed purposes it is going into executive session to discuss, i.e., "To discuss the dismissal of an employee." The motion need not name the person who is to be discussed. It is not sufficient to move for executive session to discuss "personnel." The motion or vote should specify one or more of the purposes set forth in paragraph (A)(1) of this rule.

(1) To consider the appointment, employment, dismissal, discipline, promotion, demotion or compensation of a public employee or official, or the investigation of charges or complaints against a public employee, official, licensee, or regulated individual, unless the employee, official, licensee, or regulated individual requests a public hearing by division (G)(1) of section 121.22 of the Revised Code.

(2) To consider the purchase of property (both real and personal, tangible or intangible), or to consider the sale of property (either real or personal) by competitive bid if disclosure of the information would give a competitive advantage to the other side by division (G)(2) of section 121.22 of the Revised Code.

(3) Conferences with the public body's attorney concerning pending or imminent court action by division (G)(3) of section 121.22 of the Revised Code. Court action is "pending" if a suit has been commenced; court action is "imminent" if it is on the point of happening or impending.

(4) Preparing for, conducting, or reviewing collective bargaining strategy by division (G)(4) of section 121.22 of the Revised Code.

(5) Matters required to be kept confidential by federal law, federal rules, or state statutes by division (G)(5) of section 121.22 of the Revised Code.

(6) Specialized details of security arrangements where disclosure of the information to be discussed in executive session might reveal information that could be used to commit, or avoid prosecution for, a violation of the law by division (G)(6) of section 121.22 of the Revised Code.

(B) Restrictions on the use of executive sessions.

(1) Provisions allowing executive sessions are to be strictly construed in favor of openness.

(2) The public body has the burden of demonstrating that one of the statutory exceptions allows the executive session.

(3) Only deliberation upon the excepted subjects can be held in executive session. Decision - making must still be carried out in public.

(4) Even where non - excepted matters are so "intertwined" with matters allowed to be discussed in executive session, the non - excepted matters may not be discussed in secret.

(5) A court may look beyond the expressly stated reason for holding an executive session in order to find an implied or circumstantial violation.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Chapter 3358:17-7 Policies on Concealed Weapons; Public Records; Legal Advisor

Ohio Adm.Code 3358:17-7-01 Legal advisor.

The attorney general is the attorney for the college and shall provide legal advice in all matters relating to its powers and duties pursuant to section 3358.02 of the Revised Code.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-7-01.1 Public records policy.

Openness leads to a better informed citizenry, which leads to better government and better public policy. Consistent with the premise that government at all levels exists first and foremost to serve the interests of the people, it is the mission and intent of Washington state community college to at all times fully comply with and abide by both the spirit and the letter of Ohio's public records act.

(A) Defining public records.

(1) All records kept by the college are public unless they are exempt from disclosure under Ohio law. All public records must be organized and maintained in such a way that they can be made available for inspection and copying.

(2) A record is defined to include the following: A document in any format - paper, electronic (including, but not limited to, business e-mail) - that is created, received by, or comes under the jurisdiction of the college that documents the organization, functions, policies, decisions, procedures, operations, or other activities of the college.

(B) Response time frame.

(1) Public records are to be available for inspection during regular business hours, with the exception of published holidays. Public records must be made available for inspection promptly. Copies of public records must be made available within a reasonable period of time. "Prompt" and "reasonable" take into account the volume of records requested; the proximity of the location where the records are stored; and the necessity for any legal review and redaction of the records requested.

(2) It is the goal of the college that all requests for public records should be acknowledged in writing or, if possible, satisfied within five college business days following the college's receipt of the request.

(1) No specific language is required to make a request for public records. However, the requester must at least identify the records requested with sufficient clarity to allow the college to identify, retrieve, and review the records. If it is not clear what records are being sought, the college must contact the requester for clarification, and should assist the requester in revising the request by informing the requester of the manner in which the college keeps its public records.

(2) The requester does not have to put a records request in writing, and does not have to provide his or her identity or the intended use of the requested public record. It is the college's general policy that this information is not to be requested. However, the law does permit the college to ask for a written request, the requestor's identity, and/or the intended use of the information requested, but only:

(a) If a written request or disclosure of identity or intended use would benefit the requestor by enhancing the college's ability to identify, locate, or deliver the public records that have been requested; and

(b) After telling the requestor that a written request is not required and that the requester may decline to reveal the requestor's identity or intended use.

(3) In processing the request, the college does not have an obligation to create new records or perform new analysis of existing information. An electronic record is deemed to exist so long as a computer is already programmed to produce the record through simple sorting, filtering, or querying. Although not required by law, the college may accommodate the requestor by generating new records when it makes sense and is practical under the circumstances.

(4) In processing a request for inspection of a public record, a college employee must accompany the requester during inspection to make certain original records are not taken or altered.

(5) A copy of the most recent edition of the Ohio sunshine laws manual is available via the attorney general's internet website (www.ohioattorneygeneral.gov) for the purpose of keeping employees of the college and the public educated as to the college's obligations under the Ohio public records act, open meetings act, records retention laws and personal information systems act.

(D) Electronic records.

(1) Records in the form of e-mail, text messaging, and instant messaging, including those sent and received via a hand-held communications device (such as a blackberry) are to be treated in the same fashion as records in other formats, such as paper or audiotape.

(2) Public record content transmitted to or from private accounts or personal devices is subject to disclosure. All employees or representatives of the college are required to retain their e-mail records and other electronic records in accordance with applicable records retention schedules.

(E) Denial or redaction of records.

(1) If the requester makes an ambiguous or overly broad request or has difficulty in making a request for public records, the request may be denied, but the denial must provide the requester an opportunity to revise the request by informing the requester of the manner in which records are maintained and accessed by the college.

(2) Any denial of public records requested must include an explanation, including legal authority. If the initial request was made in writing, the explanation must also be in writing. If portions of a record are public and portions are exempt, the exempt portions may be redacted and the rest released. When making public records available for public inspection or copying, the college shall notify the requestor of any redaction or make the redaction plainly visible. If there are redactions, each redaction must be accompanied by a supporting explanation, including legal authority.

(F) Copying and mailing costs.

(1) Those seeking public records may be charged only the actual cost of making copies, not labor. The charge for paper copies is ten cents per page. The charge for electronic files downloaded to a compact disc is five dollars per disc.

(2) A requester may be required to pay in advance for costs involved in providing the copy. The requester may choose whether to have the record duplicated upon paper, upon the same medium in which the public record is kept, or upon any other medium on which the college determines that the record can reasonably be duplicated as an integral part of the college's normal operations.

(3) If a requester asks that documents be mailed, he or she may be charged the actual cost of the postage and mailing supplies. There is no charge for documents e-mailed.

(G) Managing records.

College records are subject to records retention schedules. The college's current schedules are available on the college's website, a location readily available to the public as required by division (B)(2) of section 149.43 of the Revised Code.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-7-02 Concealed weapons policy.

(A) Concealed weapons policy

Except as provided in this rule, the use, possession or carrying of a firearm /handgun or other prohibited weapon of any kind on property owned or leased by the college or in college vehicles, by any person other than a qualified law enforcement officer as defined in division (A)(11) of section 2901.01 of the Revised Code, is prohibited.

(1) Pursuant to division (B)(5) of section 2923.126 of the Revised Code, any person licensed to carry a concealed handgun may have a handgun on property owned by the college only if it is in a locked motor vehicle or the licensee is in the immediate process of placing the handgun in a locked motor vehicle, and the person is otherwise in compliance of section 2923.16 of the Revised Code.

(2) Students enrolled in the Washington state community college peace officer training academy may possess unloaded firearms on property owned or leased by the college when authorized college personnel specifically direct the students to possess the unloaded firearms for training or instructional purposes only. The chief firearms Instructor or his/her designee will deliver the firearms and must remove the firearms from property owned or leased by the college immediately upon conclusion of the training or instructional session for which the firearm was required.

(3) Any person found to be in violation of this policy will be ordered to immediately remove the firearm /handgun or other prohibited weapon from property owned or leased by the college or the college vehicle, whichever are applicable, and will be subject to the following: discipline, up to and including termination; dismissal from college classes; criminal charges and prosecution; arrest; removal from property owned or leased by the college. This in no way limits the college from taking any other action permitted by applicable laws, rules, regulations, and college policies.

This policy shall not be construed to create any duty or obligation on the part of the college to take any actions beyond those required of an employer by existing law.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Chapter 3358:17-9 Employees In General

Ohio Adm.Code 3358:17-9-01 Employee categories.

It may be possible for an employee to hold more than one position or appointment and thus be assigned to more than one occupational category.

(A) Administrative - This category consists of three major position types:

(1) Executive administration: primary responsibilities include planning, organizing, controlling and supervising an instructional or operational area within the college.

(2) Academic administration: responsible for directing the activities of an instructional area.

(3) Professional: primary responsibilities require a functional knowledge of advanced theoretical principles and practices in a specific professional area other than instruction.

(B) Instructional - primary responsibility is instructing students. This includes such activities as classroom and laboratory instruction, individual student performance and field experience supervision, and student advising.

(1) Full-time faculty - those individuals employed to provide full-time instructional service to the college. Full-time faculty will be given one of the following titles:

Instructor.

Assistant professor.

Associate professor.

Professor.

(2) Part-time faculty-those individuals employed to provide part-time instructional service to the college. Part-time faculty will be given one of the following titles:

Lecturer - level one.

Lecturer - level two.

Lecturer - level three.

Adjunct - level four.

Adjunct - level five.

Adjunct - level six.

(3) Support staff - This category consists of three major position types:

(a) Technical - responsible for computer support including solving practical problems encountered in this specialization and requiring the use of theoretical or scientific knowledge and manual skills acquired through on-the job or formal training.

(b) Service/clerical - primary responsibilities involve providing childcare; or requires the preparing, transcribing, transferring, systematizing, or preserving of written communications and records; the preparing, compiling, manipulating, storing, and retrieving of records, and data; and the operating of various office machines.

(c) Custodial/maintenance - covers service and maintenance positions which may require specialized training in trades, crafts and manual skills. This category also includes semi-skilled and unskilled positions which require the performance of physical effort and/or the manual skills normally learned through on-the job apprenticeship training.

(4) Full-time employee:

Administrative, instructional, and support staff employees may also be full-time employees. In the administrative and support staff categories, a full-time employee works forty hours per week. In the instructional category, a full-time faculty member carries the workload defined in paragraph (A) of rule 3358:17-20-03 of the Administrative Code.

(5) Regularly scheduled part-time:

These positions are half-time or more and include the same specialization requirements of their respective full-time categories. They include regularly scheduled hours, but this category does not include casual labor, student workers, work-study, or any part-time work of a short-term or temporary nature.

(6) Casual labor:

This applies to positions that are intended to be temporary. No credit is awarded for experience or degrees in this category. These positions may be requested by a budget unit manager, with approval by the senior administrator of that area, the human resources director and the president. Rationale for the position, a description of duties, and adequate funds must be included in the request. Casual labor positions may be approved for the initial duration of up to one year, to coincide with the end of the fiscal year. Thereafter, a review of the position will be conducted at the time of the annual budget requests. The rate of pay is determined by the schedule of salaries and wages maintained by human resources.

(7) Exempt employee:

An employee who is paid on a salary basis and exempt from overtime pay, in accordance with the Fair Labor Standards Act ("FLSA).

(8) Non-exempt employee:

An employee who is paid for actual hours worked, and is eligible for overtime pay, in accordance with the Fair Labor Standards Act ("FLSA").

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-20-03

The following guidelines for faculty workload are aimed at providing equity for both the college and the faculty member consistent with sound educational and economic practices.

(A) Full-time faculty instructional load.

Full-time faculty instructional load shall consist of fourteen to sixteen teaching load units per term or a minimum of thirty teaching load units in total for the academic year (fall and spring terms) where one teaching load unit equals one fifty minute class hour. Faculty will maintain ten office hours per week where at most five may be scheduled by appointment. Some of these office hours may be fulfilled by other required duties. Faculty will spend an additional fourteen to sixteen hours per week in class preparation, class maintenance, and assessment of student academic achievement. Faculty are committed to a forty hour work week.

(B) Non-instructional duties.

Full-time faculty will:

(1) Advise students and assist students during office hours.

(2) Participate actively on at least one committee annually.

(3) Participate in new course and program design.

(4) Perform assessment of students' learning at the college, program and course levels.

(5) Participate in a minimum of three recruiting activities annually (generally from scheduled office hours).

(6) Participate in a total of fourteen days in-service per year: five prior to each term and two following each term plus attending graduation.

(7) Participate in appropriate professional development.

Depending on specific instructional assignments and departmental requirements other duties may include the following:

(1) Learning new technology or software;

(2) Teaching independent studies;

(3) Team teaching;

(4) Mentoring faculty;

(5) Overseeing internships, directed practice, clinicals or practicums;

(6) Participating in program accreditation and program approvals;

(7) Performing lab maintenance or lab preparations;

(8) Supervising studio hours;

(9) Working on special projects (may include community service as appropriate to the discipline);

(10) Participating in grant writing.

(D) Other hours.

In addition to teaching duties, each full-time faculty member will maintain a minimum of ten (clock) hours per week for student conferences and noninstructional duties. Up to five of those office hours may be by appointment. In general, department chairs and program directors will schedule a total of fourteen to eighteen office hours and on-campus time in addition to their teaching duties. A schedule of office hours will be posted outside of the faculty member's office and provided to the division administrative assistant by the end of the first week of classes each term. In special cases, a portion of this time may be scheduled at other instructional sites (clinical sites, off-site course locations, etc.). With the permission of the academic dean, some of the scheduled on-campus time may be used for college related, off-campus activities (science fair judging, recruiting, etc.). Faculty will post any changes in their schedule, including during final exam week.

(E) Practicums.

Faculty who coordinate practicums are expected to visit the student at the practicum site at least once every two weeks during the term. The teaching load units for practicum courses are calculated on a ratio of three students to one teaching load unit for the first twelve students and two students to one teaching load unit for students beyond twelve.

(F) Clinical supervision.

Each fifty minutes of clinical supervision equals one teaching load unit.

(G) Directed practice.

Directors of clinical education/directed practice receive eight teaching load units for directing clinical practice. Duties may include teaching students at clinical site, discussions/quizzes on campus or online, and site visits.

(H) Reduced teaching load duties.

Department chairs will spend fifty per cent of their work load duties dedicated to department administrative duties on a term basis and the other fifty per cent on teaching duties. Program directors will have a reduction in teaching load of six to eight teaching load units per term for administrative purposes. Program coordinators may have a reduction of up to six teaching load units, depending upon the program, for administrative purposes.

The faculty senate president will receive a reduction of three teaching load units per term.

With the approval of the vice president for academic affairs, deans may allow teaching load reductions of up to three teaching load units to compensate for special projects and duties on an as needed, term-by-term basis.

(I) Overloads.

Overload contracts during the fall term will be awarded for any excess of sixteen teaching load units. Overload during the spring term will be awarded once the expected workload of fourteen to sixteen teaching load units for the term is met and the annual minimum workload of thirty teaching load units has been met. Overloads for a partial class will be paid (for example, two of three load units for a particular class may be counted toward overload once the minimum has been met). Faculty may not teach more than six overload units in any term without prior approval by the vice president of academic affairs. Faculty may not teach more than one half of their total load online without the prior approval of the vice president of academic affairs. Full-time faculty who teach classes during the intersession between fall and spring terms will do so as an overload. Full-time faculty on a nine month contract who teach classes during the summer term will do so as an overload.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-9-02 Concealed weapons policy.

The introductory period is a trial period of employment for the employee and the college.

(A) All new full-time and regularly scheduled part-time employees, including administrative and instructional employees, will begin employment in an introductory period. A casual labor employee, as defined in paragraph (B)(6) of rule 3358:17-9-01 of the Administrative Code, upon accepting a full-time or regularly scheduled part-time position with the college, is subject to an introductory period.

(B) During the introductory period, the college may end the employee's employment at any time, for any reason or no reason, by providing notice in any form to the employee. Termination of the employee during the introductory period is effective the day of notification. Any employee terminated during his/her introductory period cannot appeal the termination decision. In addition, the employee is not entitled to any of the protections provided for in rule 3358:17-20-04 of the Administrative Code, or rule 3358:17-22-04 of the Administrative Code.

(C) The employee's immediate supervisor may, but is not required to provide a performance review of the employee's work during the introductory period.

(D) At any point prior to the end of the introductory period, the employee's immediate supervisor, with concurrence from the senior administrator for the department or academic division where the employee works, will recommend one of the following: that the introductory period be concluded, employment continued, and a contract of employment be issued (if the employee is one eligible to receive a contract, see paragraph (A) rule 3358:17-9-03 of the Administrative Code) for the remainder of the fiscal year; or that the introductory period be extended pursuant to paragraph (F) of this rule; or termination of employment. The recommendation must be presented to the president of the college prior to the end of the introductory period. The president can approve, reject, or otherwise modify the recommendation. The president's decision is final.

(E) Length of introductory period.

The introductory period will last for one hundred eighty calendar days beginning with the employee's start date as determined by the director of human resources or his/her designee. A casual labor employee who accepts a full-time or regularly scheduled part-time position with the college will begin his/her one hundred eighty calendar days introductory period on the start date determined by the director of human resources or his/her designee.

(F) Extension of introductory period.

(1) The introductory period may be extended for a fixed period (the "extended introductory period"). During the extended introductory period, the employee is given an opportunity to meet performance standards set forth by a prescribed plan of improvement. The prescribed plan of improvement will be created by the employee's immediate supervisor in consultation with the director of human resources. At any point prior to the end of the extended introductory period, the employee's immediate supervisor, with concurrence from the senior administrator for the department or academic division where the employee works, will recommend one of the following: that the extended introductory period be concluded and employment continued, and a contract of employment be issued (if the employee is one eligible to receive a contract, see paragraph (A) rule 3358:17-9-03 of the Administrative Code) for the remainder of the fiscal year; or termination of employment. The recommendation must be presented to the president prior to the end of the extended introductory period. The president can approve, reject, or otherwise modify the recommendation. The president's decision is final.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-20-04

The purpose of employee disciplinary action is to modify or correct unacceptable employee behavior. In general, progressive discipline rises through the following levels: verbal warning, written reprimand, disciplinary probation, and termination. Any of the levels may be omitted, added to, imposed singularly or in combination with any of the other levels at the discretion of the college.

(A) The non-exhaustive list of misconduct for which an employee may be disciplined includes:

(1) Professional incompetence or failure to maintain an acceptable quality of job performance.

(2) Insubordination or refusal to perform duties properly assigned as part of the employee's obligations to the college.

(3) Violations of stated rules and policies of the college or damage to college property.

(4) An act involving moral turpitude, punishable by a criminal statute of the state of Ohio. Includes serious misconduct of moral, social, or physical nature unbecoming of a professional.

(5) Others - gross neglect of work or duty, absenteeism, failure to report to work and not notifying appropriate personnel for up to two workdays, voluntary abandonment of position, habitual tardiness or failure to observe assigned work hours, leaving work without authorization, abuse of leave, excessive use of leave, unauthorized leave, interference with work of other employees, failure to maintain satisfactory working relations with other employees, students, or the public, refusal to cooperate with administrative investigations or to answer a work-related inquiry, theft, sleeping while on duty, gambling during work hours, excessive use of telephone for personal matters, falsification of records, unauthorized release of confidential information, or acts that jeopardize the safety of oneself or others.

(B) Formal steps for employee disciplinary action up to and including termination of employment.

Unless stated otherwise in this policy, the following procedures should be used for imposing discipline. The procedures in this section do not apply to employees in their introductory period.

No disciplinary actions beyond a written reprimand may be taken without being authorized by an appropriate member of the college's administration or designee after consultation with human resources. The steps for disciplinary action are as follows:

(1) Verbal counseling.

(a) Ordinarily, an employee should be verbally counseled for minor misconduct. The employee's supervisor should talk privately with the employee and cover the following:

(i) Review exactly what is expected of the employee and why.

(ii) Explain to the employee why his/her conduct is unsatisfactory.

(iii) Allow the employee to give his/her side of the story.

(iv) Specify what disciplinary action will be taken if similar problems continue.

(b) The employee's supervisor must make a written record of the date of the interview with the employee and information covered in the interview using the verbal counseling form. The supervisor must also have the employee sign and date the form. The "written" oral reprimand should be placed in the employee's file in human resources. It will become a permanent part of the employees file.

(2) Written warning for disciplinary action.

If, because of the seriousness of the offense, or if the employee has repeated the first offense covered by the "written" oral reprimand, and the employee's supervisor determines that a written reprimand is warranted, the following action should be taken:

(a) The written warning must be on the written warning form. Prior to obtaining the written warning form, a copy of earlier "written" verbal counseling(s) pertaining to the current situation must be made available to the human resources office. The written warning must specify details of the employee's misconduct. The written warning should also include the corrective action needed, if any, and a statement that a recurrence of the same type of conduct could result in additional disciplinary action leading to and including termination.

(i) Types of violations.

(a) If the employee has repeated the violation covered in the prior "written" verbal counseling, the supervisor should review again with the employee the points covered in the "written" verbal warning.

(b) If the offense is the first, and of such serious nature as to warrant more than a verbal counseling but does not warrant suspension or termination, then a written warning should be given to the employee.

(b) The supervisor should review the written warning with the department head, appropriate executive administrator or designee prior to delivering it to the employee. The supervisor should then review the warning with the employee. It should be signed by the employee with an indication that it has been received. If the employee refuses to sign, the supervisor should have another supervisor witness by signing the written warning that the written warning was delivered to the employee.

A copy of the written warning must be forwarded to the human resources office. It will become a permanent part of the employee's file.

The appropriate executive administrator or designee is authorized to affect a suspension with approval from the president. If because of the seriousness of the offense or if the employee has repeated the offense which calls for a suspension and the supervisor determines that a suspension is warranted, the following action should be taken:

(1) The employee's supervisor submits a written summary, which is reviewed by the department head, of the cause and it is sent to the vice president or designee.

(2) The executive administrator or designee will review the case and, if possible, meet with the employee to give the employee an opportunity to respond to the charges. The executive administrator or designee will then consult with the director of human resources and will recommend to the president a letter of suspension, if warranted.

(3) The suspension letter will be written and signed by the president and given to the employee with a copy to the supervisor, department head, and human resources. The president's decision to issue a suspension letter is final. The letter will include the following:

(a) Any previous disciplinary steps or counseling sessions relating to the deficiencies in conduct.

(b) The detailed reasons for the disciplinary action.

(d) The specific dates of the suspension.

(e) That termination may result in the case of recurrence.

(D) Termination.

An employee may be terminated due to the frequency or nature of serious misconduct. Very serious offenses may be cause for immediate termination without prior progressive disciplinary steps. If, because of the seriousness of the offense, or if the employee has repeated the offenses which ultimately call for a termination, and the appropriate executive administrator determines that termination is warranted, the following action should be taken:

(1) The supervisor prepares a written summary of the case with all previous disciplinary steps outlined, which is reviewed by the department head, and sent to the appropriate executive administrator or his designee prior to any disciplinary action being taken.

(2) The executive administrator or his/her designee will review the case and, if possible, meet with the employee to give the employee an opportunity to respond to the charges. The executive administrator or his/her designee will then consult with the director of human resources and will recommend to the president a letter of termination, if warranted.

(3) The president will write and sign the termination letter and it will be given to the employee with a copy to human resources. The president's decision to terminate an employee is final. The termination letter shall include the following:

(a) Previous disciplinary steps;

(b) The reason for termination;

(d) The record will be placed in the employee's file in human resources. Pay for time worked in the pay period in which the employee is terminated will be paid on the next immediate pay date.

(E) Reassignment or demotion my be considered as an alternative to the above disciplinary actions.

(F) In the event of reassignment or demotion, the following action should be taken:

(1) The employee's supervisor prepares a written summary of the case and any previous disciplinary steps, which is reviewed by the department head and sent to the appropriate executive administrator or designee.

(2) The executive administrator or designee will review the case and, if possible, meet with the employee to give the employee an opportunity to respond to the charges. The president will then authorize a letter of reassignment or demotion if warranted.

(3) The president or designee will write and sign the letter and it will be given to the employee. The president's decision to reassign or demote the employee is final. The letter shall include the following:

(a) Previous disciplinary steps;

(b) The reason for reassignment or demotion and;

(d) The record will be placed in the employee's file in human resources.

(G) Health or safety risks.

The above policy/procedure is not required to be specifically followed if the president after consultation with the director of human resources and/or the director of public safety and security and/or other appropriate individuals, reasonably believes that the employee will pose a health or safety risk to the college.

(H) Suspension or dismissal for arrest or conviction of division (D) of section 3345.23 of the Revised Code.

Without limiting the grounds for discipline or the procedures the college can use to impose discipline, if the college receives notification that a faculty, staff member, or employee of the college is arrested or convicted of an offense listed in division (D) of section 3345.23 of the Revised Code, as may be amended from time to time, the college may also use the procedures set forth in section 3345.22 of the Revised Code, et seq., as may be amended from time to time, to effect an immediate suspension or automatic dismissal of the faculty, staff member, or employee.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-22-04

(A) Basis for the grievance procedure system.

(1) The importance of a grievance procedure lays not so much in its frequent use as in the fact that it is available and can operate as a workable safety valve.

(2) The grievance procedure should provide a mechanism for the development and maintenance of stable working conditions by resolving employee concerns arising over the interpretation and/or application of a workplace policy, practice or procedure.

(3) The following issues are not grievable: introductory period actions, employee contract non-renewals, corrective actions up to and including termination; terminations resulting from reduction in force or grant stipulations, performance evaluations, the content of the college's published policies and procedures.

(4) Grievance procedures should improve existing communication and create new channels of communication by establishing greater interaction between supervising personnel and employees. It should encourage discussion of policies and procedures by those who must work together.

(5) The grievance procedure should eliminate problems before they arise. Where this cannot be accomplished, the aim is to minimize the severity of the problem. Where a complaint exists, the procedure to resolve differences should provide an orderly method of bringing the complaint to the surface so that it can be settled promptly and without discord.

(6) This grievance procedure is not used for situations involving sexual harassment or any other form of discrimination. See appendix E to this rule for those procedures.

(B) Procedures of the grievance system.

The system is divided into informal and formal systems. Following are the steps for both systems:

(1) Informal grievance system.

(a) Step 1:

All employees are encouraged to discuss any working injustice with his/her immediate supervisor at the first sign of trouble or differences in opinion.

Realizing that each individual must be treated in such a manner as to maintain morale, the supervisor must allow the employee an opportunity to state the complaint completely and to make the aggrieved employee feel at ease and willing to give all the details of the complaint. In addition, the self-respect of the parties concerned must be maintained at a high level to insure cooperation when a final decision has been made. The complaint may be presented in the company of another employee if the complainant so desires.

This informal procedure should settle the complaint before it disrupts the work of other employees. Since all complaints may not be resolved in this manner, the following procedures have been developed to aid employees in airing work related complaints.

(b) Step 2:

The employee, the supervisor, or the department head may wish to have both parties to a grievance give an oral presentation of the matter before the appropriate administrator of the division. This should be done with the supervisor or department head in attendance. Again the employee may present his or her complaint in the company of another employee. The reviewing administrator should give an oral answer to the aggrieved employee within a reasonable time, not more than two working days.

An optional step available to an employee recognizes that some types of complaints are of such a sensitive nature that the employee believes he/she is unable to discuss it with her/his immediate supervisor or department head. In such cases, the employee may seek guidance from the office of human resources or any of the chief administrators of the organizational divisions of the college. This third party may act as a consultant providing information concerning policies, procedures, directives and regulations which apply, and may resolve the complaint or bring about a satisfactory understanding. This person may arrange a meeting between the employee and the supervisor or department head if possible. A summary of any such meeting should be written.

(2) Formal grievance system.

(a) Step 1:

If the complaint cannot be resolved in the manner above, the aggrieved employee shall ask that the matter be taken before the administrator in charge of that-operational section for a written presentation by both sides. Within fourteen working days after the aggrieved employee knew, or should have known of the matter giving rise to his/her complaint, the aggrieved employee must submit his/her complaint in writing to the administrator in charge. Thereafter the accused parties listed in the aggrieved employee's complaint will be given seven working days to submit a written response to the administrator in charge. Within seven working days after receiving the timely written response, the administrator must supply a written answer to the aggrieved employee and the accused.

(b) Step 2:

Should the employee continue to be dissatisfied with the decision, the employee may submit a written grievance to the president. The written grievance must be received by the president, within seven working days of the employee's receipt of the administrator in charges decision. The president will render a written decision concerning the grievance within seven working days after receipt of the written grievance under this step. The president's decision shall be final.

View Appendix

History

Effective: November 5, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-9-03

(A) Employment contracts.

(1) Except for those employees subject to an introductory period as described in rule 3358:17-9-02 of the Administrative Code, the board of trustees may issue contracts to administrative and Instructional employees, and professional staff. Each contract's term will not extend beyond the college's fiscal year, regardless of when during the fiscal year the contract issues. The board may provide the president with a contract with a different length term.

(2) Other than in exceptional cases as mentioned in paragraph (A)(6) of this rule, and paragraph (A)(7) of this rule, notice of non-reappointment may be given by the college in writing to an employee forty-five calendar days prior to the expiration of the contract.

(3) Receipt by the employee of the contract identified in paragraph (A)(1) of this rule shall constitute an offer of appointment to the employee. The employee shall notify his/her supervisor in writing of acceptance or non-acceptance of the appointment within thirty calendar days after receipt of the notice. Returning the signed contract shall constitute acceptance in writing.

(4) The employee shall have the right to terminate the contract by providing thirty calendar days advance written notice to human resources.

(5) Employment contracts are predicated upon representations regarding education and experience qualifications which, if subsequently proven to be inaccurate, shall cause the contract to be voidable.

(6) Employment contracts are contingent upon compliance with all college rules and regulations. Violation of the rules and regulations, or of any of the terms of the contract, shall cause the contract to be voided.

(7) Notice of a planned retirement should be given in writing to the direct supervisor, the president, and the director of human resources one - year in advance, if possible, so that the college may plan for the transition period.

(B) At-will employees.

Support staff, regularly scheduled part-time, and casual labor are employed on an "at-will" basis. Either they or the college may end the employment relationship with or without notice and with or without cause. These employees are not issued contracts.

The office of human resources shall be responsible for the personnel record system of the college.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Chapter 3358:17-11 Employee Benefits

Ohio Adm.Code 3358:17-11-01 Vacation, personal/emergency, and sick/bereavement leave.

Leave cannot be used to extend an employee's date of retirement or resignation.

(A) Vacation leave.

(1) Employees classified as regularly scheduled part-time and instructional (contracted for a specific number of days during the academic year) will not accrue vacation.

(2) All positions classified as administrative will accrue vacation at the rate of 4.62 hours per pay period pro-rated based on the number of hours paid during the pay period through the completion of their fourth year of employment. Beginning with the fifth year of employment, vacation will be accrued at the rate of 6.15 hours per pay period pro-rated based on the number of hours paid during the pay period.

(3) All positions classified as support staff will accrue vacation at the rate of .0385 hours for each hour paid through the completion of their fourth year of employment. Beginning with the fifth year of employment, vacation will be accrued at the rate of .0578 hours for each hour paid. Overtime hours are excluded for the purpose of calculating vacation accruals.

(4) All use of vacation leave must be scheduled in advance and approved by the immediate supervisor. In deciding whether to approve use of vacation leave, the supervisor should consider if the employee's use of vacation leave would interfere with the efficient operation of the college.

(5) Earned vacation may be utilized considering the following stipulations:

(a) An individual may not accumulate in excess of two full years' entitlement of earned vacation time.

(b) An individual may not use more than their annual entitlement of vacation time during any one continuous period.

(d) Prior approval of the president must be obtained for variations from these three guidelines.

(6) Years of employment for accruing vacation refer only to those years as an employee of Washington state community college.

(7) Payout of accrued, unused vacation upon termination of employment.

Upon an employee's separation of service from the college, accrued unused vacation hours will be paid. The employee's base salary only will be used in the computation of an hourly rate for purposes of vacation payout. Base salary does not include stipends, pay for extra assignments, overload earnings, or the value of fringe benefits.

(B) Personal/emergency leave.

Each fiscal year, personal leave is granted under the conditions in this paragraph. Thirty-two hours are granted to each fulltime employee. Regularly scheduled part-time employees are granted annual personal leave equal to eighty per cent of the hours they are normally scheduled to work per week (ex. avg. hrs worked per week is twenty - twenty times eighty per cent = sixteen hours annual leave) personal leave will be calculated on a prorated basis for employees that start after the beginning of the college's fiscal year.

(1) Use of personal leave must be scheduled in advance and approved by the employee's immediate supervisor.

(2) Leave is to be used for personal business which is not currently covered under the sick leave policy of the college.

(3) Personal leave does not carry over from one fiscal year to the next fiscal year; it must be used in the fiscal year it is earned. Employees cannot cash-in and/or will not be compensated for accrued, unused personal leave.

(1) Sick leave may be accumulated to a maximum of one thousand four hundred and forty hours by all full-time and regularly scheduled part-time employees.

(2) Accumulated sick leave earned through employment at other Ohio public colleges or universities, or through other Ohio public employment, may be transferred to the college and will be effective on the first day of employment, subject to the one thousand four hundred and forty hours maximum accumulation. 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 at the college, will be credited with the unused balance of accumulated sick leave--up to the one thousand four hundred and forty hours maximum and provided the time between separation and reappointment does not exceed ten years. Written proof of sick leave credits must be furnished to the college by the prior employer. The human resources office will maintain records of unused sick leave of former employees for a minimum of ten years after their last employment by the college; will restore the appropriate balance if the person is re-employed by the college; and will respond to requests for such records from other Ohio public agencies newly employing those people.

(3) Sick leave must be earned before being used.

(4) Full-time employees that are also exempt employees accrue sick leave at the rate of 4.62 hours per pay period pro-rated based on the number of hours paid during the pay period. Full-time nonexempt and regularly scheduled part-time employees accrue sick leave at the rate of .0578 hours for each hour paid. Overtime hours are excluded for the purpose of calculating sick leave accruals.

(5) An employee may use sick leave for absence due to personal illness, pregnancy, injury, exposure to contagious disease which could be communicated to others, and for absence due to illness, injury/disability or death in the employee's immediate family.

Absence of more than three days for illness requires submission of a physician's note to be submitted to human resources.

Employees are permitted up to three days of accured sick leave for bereavement for a death in the immediate family. Additional days may be granted by the director of human resources in extenuating circumstances. Bereavement leave may be used more than one time per year. The immediate family is defined as spouse, child, mother, father, brother, sister, grandchild, aunt, uncle, niece, nephew, mother-in-law, father-in-law, daughter-in-law, son-in-law, sister-in-law, brother-in-law, grandparent of either spouse, stepparent, stepchild, legal guardian or other person who stands in place of a parent, or other relatives living in the employee's household. If no sick leave or vacation leave is available, leave without pay must be scheduled at the time of need and approved by the immediate supervisor(s) and human resources.

(D) Pay-out of accrued, unused sick leave.

(1) Conversion and payment of unused sick leave at retirement.

An employee retiring with ten or more years of continuous service with the college may elect to be compensated for one-fourth the value of his or her accrued but unused sick leave, not to exceed pay for two hundred forty hours. Payment will be based upon the employee's base rate of pay at the time of disability or regular retirement, base salary does not include stipends, pay for extra assignments, overload earnings, or the value of fringe benefits. Such payment may be made only once to an employee and only to those employees who are on the active payroll of the college at the time of retirement. All eligible employees, at the time of filing their application for retirement, must indicate their desire to elect the sick leave conversion option. The two mutually exclusive options are:

(a) To be paid for one-fourth the value of his or her accrued but unused sick leave up to two hundred forty hours, or

(b) To carry forward the total sick leave balance for future anticipated state employment.

An appropriate statement documenting the election will be made available to the employee, and human resources will determine the amount of hours to be paid. Payment will be made in a lump sum and included in the employee's final pay (if the appropriate forms are received in human resources soon enough otherwise, as soon as practicable after that). Payment will be subject to normal payroll deductions, excluding Ohio public employees retirement system contributions. The conversion option does not apply to any employee who resigns his or her position and elects to retire at some later date.

(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 continuous service with the college, one-fourth of the value of the employee's accrued but unused sick leave will be paid to the employee's survivors in accordance with section 2113.04 of the Revised Code, or to the employee's estate, not to exceed pay for two hundred forty hours. Payment will be based upon the employee's rate of pay at the time of death.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-11-02 Holidays.

The college will be closed on days established as paid holidays.

(A) The following days are paid holidays for full time employees and regularly scheduled part time employees (except instructional) employed on a twelve-month basis, whether those employees are considered exempt or non-exempt:

Independence day.

Labor day.

Thanksgiving.

Christmas.

New Years day.

Martin Luther King day.

President's day (evening classes will meet).

Memorial day.

Veteran's day.

(1) The college is closed on the following days.

Day after Thanksgiving.

Christmas Eve day.

Day after Christmas.

New Years Eve day.

Between Christmas and New Years day.

(B) When the paid holiday falls on Saturday or Sunday, a paid holiday will be designated in the prior or subsequent weeks. Regularly scheduled part-time employees will only be paid for the number of hours they are scheduled to work on a holiday

(C) Because of scheduling requirements, evening class may meet on some holidays. This schedule will be published annually by the registrar. Full-time evening employees will work their regular shift and will also be paid eight hours holiday pay. No compensatory time will be granted in lieu of holiday pay. Other evening employees that are paid on an hourly basis that also work on the holiday will be paid for the hours worked and receive holiday pay at the rate of one and one-half times their regular rate of pay for the hours actually worked.

(D) If a support staff employee or regularly scheduled part-time employee works on a holiday he will be paid holiday pay as well as pay for the hours actually worked. Hours to be worked must be scheduled and approved in advance by the employee's supervisor.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-11-03 Family and medical leave.

The college follows any and all provisions of the Family and Medical Leave Act ("FMLA") and is subject to the following:

(A) Eligible employees may take up to twelve weeks of unpaid leave during a rolling twelve month period for one or more of the following reasons:

(1) The birth of a son or daughter of an employee and to care for the child.

(2) The placement of a son or daughter with an employee for adoption or foster care.

(3) To care for the spouse, son, daughter, or parent of an employee, if the family member has a serious health condition.

(4) An employee is unable to perform the functions of the position because of the employee's own serious health condition.

(5) For qualifying exigencies arising out of the fact that the employee's spouse, son, daughter, or parent is on active duty, or has been notified of an impending call or order to active duty, in support of a contingency operation.

(6) To care for a spouse, son, daughter, parent, or next of kin of a covered service member with a serious injury or illness.

(B) Eligibility for leave. To be eligible for leave under this policy, an employee must have worked for the college for at least twelve months, and for at least one thousand two hundred and fifty hours during the year preceding the start of the leave.

Eligible employees must give the college thirty days notice of their intent to request leave for foreseeable events, such as the expected birth or adoption of a child or planned medical treatment. All such requests should be directed to the employee's immediate supervisor, forwarded to the office of human resources and the president. For unforeseeable events, the employee should give notice to the college as soon as practical given the facts and circumstances of the specific case.

(D) Medical certification. Upon request of the college, the employee must provide medical certification to support the request for leave due to the employee or family member suffering from a serious health condition. Sufficient certification includes the following information:

(1) Description of the condition.

(2) Date condition began.

(3) Condition's probable duration.

(4) Appropriate medical facts.

(5) An affirmation by appropriate medical personnel that the employee is unable to perform his or her job function, or that the employee is needed to care for a sick family member for a specified period of time.

(6) The college has the right to ask for a second opinion, at the college's expense, regarding the nature of the serious health condition.

(E) Coordination with sick leave, personal leave, and vacation leave: While on leave for birth of the employee's child, eligible employees must use earned sick leave, personal leave, and vacation leave (in this order) for the birth or adoption of a child for the first eight weeks of the leave period. All leave must be taken consecutively regardless of holidays and other non-contracted days. The balance of the twelve week period will be unpaid or any earned vacation may be used.

While on leave for a serious health problem, eligible employees must use earned sick leave, personal leave, and vacation leave (in this order) for a medical condition that renders the employee unable to perform his/her duties. In such cases, the leave may be intermittent.

Whether on leave for the birth of their child or medical leave, leave days will not be deducted during periods when employees are not expected to be performing their duties.

(F) Extended use of sick leave. Additional earned sick leave after the eight week period may be used only in the event of serious health or injury problems as certified by the attending physician. Unpaid leave may be extended to meet the needs of the employee or to comply with the college's obligations under the Americans with Disabilities Act. Leave for a serious health condition beyond twelve weeks must be approved by the president of the college. The leave can be compensated with the use of earned sick leave, or uncompensated.

(G) Both spouses work for the college. If both spouses are employed by the college, their total leave in any twelve month period is limited to twelve weeks when the leave is taken for the birth, or adoption of a child, or to care for a sick child.

(H) Restoration to position. When returning from leave, the eligible employee will be restored to his/her former position that she/he held before the leave commenced, or to an equivalent position with equivalent pay, benefits, and other terms and conditions of employment.

(I) Continuation of benefits. The employee will be provided medical coverage during family and medical leave up to twelve weeks at the same level and under the same conditions as he or she would have received if not on leave. While on compensated leave time, regardless of the length of leave, the employee will continue to receive all other benefits to which entitled. Any leave time beyond accrued sick leave, vacation, or personal leave will be without compensation and sick leave/vacation leave will not accrue. While on uncompensated leave, the individual must continue to pay the employee share of the benefit costs.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-11-04 Unpaid leave.

(A) The college recognizes that there may be instances where full-time and regularly scheduled part-time employees may need to take time off without pay for reasons not covered by Family Medical Leave Act ("FMLA") or in the event the employee does not qualify for FMLA. The president may grant unpaid leave to an employee provided that:

(1) The employee has exhausted all personal leave, compensatory time leave and vacation leave.

(2) The employee submits a written request and a completed time off request form. The signature of the appropriate supervisor must be secured before forwarding to the president.

(3) The requested leave will not negatively affect the daily operation of the college.

(B) No accumulation of sick leave or vacation leave will occur during unpaid time off and personal leave will not be granted until the employee is off of unpaid leave. Employees on unpaid leave will not be paid for holidays which may fall during the unpaid leave. No service credit will be earned through state teachers retirement system or school employees retirement system during the period of unpaid leave.

(C) The employee will be responsible for their portion of medical, dental and vision coverage during the unpaid leave provided the unpaid leave is less than one pay period. For leaves extending beyond one full pay period, the employee will be responsible for the full amount (employer and employee share) of medical, dental and vision premiums. Other deductions, whether voluntary or involuntary, will also be the responsibility of the employee. Due dates for payment will be set at the time the leave is approved.

(D) If the employee does not return by the stated return date and has not notified the college, the college will consider this voluntary termination.

(E) The granting of unpaid leave will be at the full discretion of the president.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-11-05 Administrative leave.

(A) Administrative leave, with or without pay, may be given for an employee to leave the college's property (whether owned, leased, rented or used by the college), or not to return to the college's property (whether owned, leased, rented or used by the college) for a specified period of time:

(1) In circumstances where the health or safety of an employee or of any person or property entrusted to the employee's care may be adversely affected.

(2) To investigate an alleged violation of law or college policy.

(3) To investigate the conduct or performance of an employee even where no alleged violation of law or policy has been made.

(4) When it is in the best interest of the college.

(B) Although administrative leave may be used in conjunction with disciplinary action, or implemented as a result of an investigation, it is not, in itself, a form of disciplinary action.

(1) An employee may be placed on administrative leave with pay for the remainder of the employee's work day or longer with the approval of the president or designee.

(2) An employee shall receive his/her base rate of pay while on administrative leave. Time designated as administrative leave with pay will not be charged to the employee's paid leave. An employee placed on administrative leave with pay maintains all benefits during the leave time.

(a) Returning to work.

When employees are on administrative leave with pay, their positions are held for them, unless it is determined through the investigative process and resulting disciplinary action that the employee is to be terminated.

(b) Notification.

Written notification to the employee is required when an employee is placed on administrative leave with pay for periods of time greater than the remainder of the workday or when placed on administrative leave without pay. A copy of this notification will be placed in the employee's personnel file.

(D) Administrative leave without pay.

(1) An employee may be placed on administrative leave without pay for the remainder of the workday or for an extended period with approval by the president or designee.

(2) An employee placed on leave without pay is responsible for his/her share of the cost of benefits until such time he/she is reinstated or terminated.

(a) Returning to work.

When employees are on administrative leave without pay, their positions are held for them, unless it is determined through the investigative process and resulting disciplinary action that the employee is to be terminated.

(b) Notification.

Written notification will be given to any employee placed on administrative leave without pay. This notification will be placed in the employee's personnel file.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-11-06 Jury duty and military leave.

To provide income protection while an employee carries out his/her civic responsibility, the college pays full-time and regularly scheduled part-time employees his or her regular day of pay (no leave charged) for time spent serving on jury duty. Income received from the court is to be signed over to the college.

(A) Jury duty.

(1) Upon receipt of notification from the state or federal courts of an obligation to serve on a jury or to act as a court witness, the employee should notify his/her supervisor. The employee is required to provide copies of the subpoena or jury summons to his/her supervisor and human resources who will forward to payroll.

(2) The supervisor will verify the notification and make scheduling adjustments to accommodate the employee's obligation. The supervisor will also provide court documentation to human resources for processing.

(3) Employees appearing as a plaintiff, defendant or for nonsubpoenaed court appearance will not receive paid time off. Vacation, personal or unpaid time should be used for these instances.

(B) Military leave.

(1) The college intends to follow Uniformed Services Employment and Reemployment Rights Act ("USERRA") in dictating its military leave policy.

(2) USERRA, prohibits discrimination against persons because of their service in the armed forces reserve, the national guard, or other uniformed services. USERRA prohibits an employer from denying any benefit of employment on the basis of an individual's membership, application for membership, performance of service, application for service, or obligation for service in the uniformed services. USERRA also protects the right of veterans, reservists, national guard members, and certain other members of the uniformed services to reclaim their civilian employment after being absent due to military service or training.

(3) You have the right to be reemployed in your civilian job if you leave that job to perform service in the uniformed service and:

(a) You ensure that your employer receives advance written or verbal notice of your service;

(b) You have five years or less of cumulative service in the uniformed services while with that particular employer;

(d) You have not been separated from service with a disqualifying discharge or under other than honorable conditions.

(4) If you are eligible to be reemployed, you must be restored to the job and benefits you would have attained if you had not been absent due to military service or, in some cases, a comparable job.

(5) The complete USERRA guidelines are posted outside of the human resources office.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-11-07 Catastrophic leave.

The college provides a catastrophic leave program to full-time employees. The purpose of this program is to permit employees to voluntarily donate unused sick leave to fellow full-time employee(s) who are in critical need of leave due to a catastrophic illness/condition/injury of the employee or his/her close family relative and who have no more paid leave. No sick or vacation leave will be accrued, or personal leave granted while receiving donated leave from the catastrophic leave program.

No donated leave from the catastrophic leave program can be used once the individual becomes eligible for a paid leave/retirement program such as long term disability, workers' compensation, or disability retirement.

(A) Eligibility.

(1) The director of human resources and the president make the determination of whether the employee or a close relative of the employee has an extraordinary or severe medical illness, condition or injury.

(2) The employee has abided by policies regarding the use of leave including contacting the college appropriately, and securing necessary physician statements.

(3) The employee has exhausted or is likely to exhaust all paid medical leave accruals due to such illness(es)/conditions(s)/injury(ies),and is not receiving other forms of compensated leave, such as sick, vacation, or personal leave payments, workers' compensation payments, or long-term disability payments.

(4) The employee has been out of work three days at own cost of sick leave or with financial consequences; has a statement from a physician certifying the medical necessity of the leave.

(B) Donating leave.

College employees may donate accrued sick leave to another employee only if these conditions are met.

(1) The donation does not cause the sick leave balance of the donating employee to fall below three hundred sixty hours.

(2) The donated leave has been given voluntarily without any coercion, threat, intimidation, or financial inducement.

(1) The employee requesting catastrophic leave must contact the director of human resources and provide a letter from a medical physician, which sets forth the circumstances that cause the illness, condition or injury to be catastrophic and the expected duration of the illness, condition or injury.

(2) Human resources verifies the employee has no form of accrued leave otherwise available and determines the amount of donated leave the employee may receive.

(3) Human resources sends an email to all employees requesting donations (without specifying the recipient).

(4) Donors respond via email and acknowledge that the donation is voluntary.

(5) Human resources verifies the authenticity of the donor's email and uses the donor's email response as a release to deduct leave from the donor.

(6) Donated leave is deducted from the donor's account and placed into a catastrophic leave bank for the recipient employee.

(7) When using the donated leave, the employee receiving donated leave will be paid at their regular rate of pay. One day of donated leave will cover one day of the recipient's pay without regard to any differences in rate of pay. To clarify: if employee "a" is being paid ten dollars per hour and employee "b" who receives twenty dollars per hour donates one day of leave, Employee "a" will receive one day of paid leave, not two days.

(8) The employee can receive donated leave up to the number of hours that he/she is normally scheduled in that pay period (no overtime or overload).

(9) The employee receiving donated leave may receive/use up to one thousand four hundred and forty hours of donated leave or to the point of qualifying for disability or their return to work, whichever occurs first.

(D) Definitions.

(1) Close relative of the employee means spouse, (dependent-as defined in the FMLA), or parent of the employee.

(2) A catastrophic illness, condition or injury is defined as one that requires an extensive period of recovery. Not all illnesses, conditions or injuries that disable an employee from working qualify as catastrophic.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-11-17 Responsibilities, duties, code of ethics.

(A) Policy statement.

It is the policy of the college to carry out its mission in accordance with the strictest ethical guidelines and to ensure that members of the board of trustees and employees conduct themselves in a manner that fosters public confidence in the integrity of the college, its processes and its accomplishments.

(B) General standards of ethical conduct.

(1) The board of trustees and all college employees, in order to protect the public, will at all times, abide by Chapter 102. of the Revised Code, public officers - ethics, and Chapter 2921. of the Revised Code, offenses against justice and public administration, as interpreted by the Ohio ethics commission and Ohio courts. Further, the board and all college employees must conduct themselves, at all times, in a manner not inconsistent with these Revised Code statutes along with avoiding any favoritism, bias and the appearance of impropriety.

(2) A non - exclusive list of restraints upon the conduct of the board and all college employees is as follows. No member of the board or any college employee shall:

(a) Solicit or accept anything of value from anyone doing business with the college;

(b) Solicit or accept employment from any individual/entity doing business with the college unless the board member or employee completely withdraws from any/all college activity directly or indirectly related to the individual/entity offering employment and the college approves of the withdrawal;

(c) Use his or her public position to obtain benefits for himself or herself, a family member, or anyone with whom the board member or employee has a business or employment relationship;

(d) Be paid or accept any form of compensation, in addition to the board member or employee's wages paid by the college, for personal services rendered on a matter before the college (section 102.04 of the Revised Code);

(e) Be paid or accept any form of personal compensation, other than the board member or employee's wages paid by the college for goods sold or services provided to the college;

(f) Excepting those individuals exempted under section 102.04 of the Revised Code (employees other than an officer who is required to file a financial disclosure), receive or agree to receive directly or indirectly compensation other than from the college for any service rendered or to be rendered;

(g) Personally hold or benefit from a contract with, authorized by, or approved by, the college;

(h) Vote, authorize, recommend, or in any manner use his or her position to secure approval of a the college contract (including employment or personal services) in which the board member employee, a family member thereof, or anyone with whom the member, official or employee has a business and/or employment relationship, has an interest;

(i) Solicit or accept honoraria as defined in division (H) of section 102.01 of the Revised Code, and division (H) of section 102.03 of the Revised Code;

(j) During public service, and for one year after leaving public service, represent any person, in any fashion, before any public agency, with respect to a matter in which the board member employee participated in or with, while serving with the college;

(k) Use or disclose confidential information protected by law, unless statutorily authorized;

(l) Use, or authorize the use of, his or her title, the name of the college or the logo of the college in a manner that suggests impropriety, favoritism or bias by the college, the board member or employee.

(3) For purposes of this policy:

(a) "Anything of value" includes anything of monetary value, including, but not limited to, money, gifts, food or beverages, social event tickets and expenses, travel expenses, golf outings, consulting fees, compensation, or employment. "Value" means worth greater than de minimis or nominal.

(b) Anyone doing business with the college includes, but is not limited to, any person, corporation, or other party that is doing, or seeking to do business with, regulated by, or has an interest before the college.

(4) Financial disclosure.

Every board member, official or employee required to file a financial disclosure statement must file a complete and accurate statement with the ethics commission by April fifteenth of each year. Any member or employee appointed, or employed to a filing position after February fifteenth and required to file a financial disclosure statement must file a statement within ninety days of appointment or employment.

(5) Assistance.

(a) The Ohio ethics commission is available to provide advice and assistance regarding the application of the ethics law and related statutes. The commission can be contacted at (614) 466 - 7090. The commission's web site address is: www.ethics.ohio.gov.

Educational public information regarding the Ohio ethics commission can be found at http://www.ethics.ohio.gov/educationandpublicinfo_publications.html

(6) Penalties.

Failure of any board member or employee to abide by the ethics policy, or to comply with the ethics law and related statutes, will result in discipline, which may include dismissal, as well as any potential civil or criminal sanctions under the law.

(7) Fraud reporting.

The Ohio auditor of state's office maintains a system for the reporting of fraud, including misuse of public money by any official or office. The system allows all Ohio citizens, including public employees, the opportunity to make anonymous complaints through a toll free number, the auditor of state's website, or through the United States mail.

Auditor of state's fraud contact information:

Telephone: 1-866-372-8364.

US mail: Ohio auditor of state's office, special investigations unit, 88 east Broad st, P.O. box 1140, Columbus, Ohio 43215.

Web: www.ohioauditor.gov.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-11-17.1 Standards of performance.

All employees are expected to meet the following standards of performance and conduct. Failure to meet these standards may subject the employee to disciplinary action and/or termination of employment.

(A) Describe honestly their qualifications for a prospective position, with full disclosure of all pertinent facts. Upon acceptance of a position, establish and maintain a practice of openness and honesty. Refrain from any deliberate misrepresentation or dishonesty in official matters and from fraud, falsification, or exaggeration. Refrain from deliberate concealment of a material fact in connection with an official document such as time and attendance, travel, or other claims. Refrain from withholding material facts in connection with matters under official investigation.

(B) Function as a responsible and loyal member of the divisional or administrative unit to which they are assigned, and represent it to others in a fair and accurate manner.

(C) Accept appropriate responsibility assigned to them and cooperate by timely completion of the assigned work or duties.

(D) Refrain from disorderly conduct, such as the use of disrespectful, abusive, or offensive language, or the use of threatening or intimidating acts, or language, or coercion against employees or students.

(E) Recognize that the college reserves the right to restrict dress and workplace decor for legitimate reasons including issues of professionalism, safety, hygiene and/or environmental conditions.

(F) Recognize the authority of supervisors to interpret the intent of the college's policies and procedures. Maintain professional standards when disagreeing with policies or procedures. Base criticisms on careful evaluation of all the facts. Refrain from making false, malicious, or unauthorized statements or disclosures concerning other employees, students, or the college. In case of disagreement, participate and conduct themselves in a responsible manner in suggesting changes in, or development of, future policies affecting the college.

(G) Conduct college business through authorized channels.

(H) Recognize that actions which constitute breaches of law or flagrant violations of the generally accepted social codes of the community may be construed as professional misconduct.

(I) Realize that, while they have the right to engage in some collateral employment, they must accept the obligation to see that it does not interfere with their obligations to the college or create a conflict of interest. When the amount of time or compensation is large enough to suggest interference with duties or possible bias in the employee's judgment, the president of the college has the right to request the collateral employment be terminated.

(J) Respect and observe the conditions under which confidential information is obtained and used.

(K) Recognize that the right to speak publicly involves the obligation not to represent themselves as speaking for the college, unless so authorized.

(L) Use college facilities and property only for their intended use, consistent with applicable policy, law, and regulation.

(M) Be aware of all relevant college rules and regulations which pertain to their activities.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-11-17.2 Potential conflicts of interest.

Potential conflict of interest arises when a college employee has the opportunity to influence college business, academic, or other decisions in such a way that leads to personal gain. Conflict of interest also exists when a person benefits financially from his / her employment at the college beyond compensation and benefits provided by the college. A conflict of interest exists when outside activities result in an amount of time or compensation large enough to suggest interference with primary obligations and duties at the college, or possible bias in the employee's judgment.

(A) College employee s must avoid any conflict or appearance of a conflict of interest or conflict of commitment. Disclosures of conflicts of interest should be made in writing to the head of the division or department in which the employee is employed. If there is any doubt, the director of human resources can be consulted for a determination.

(B) The following activities require prior approval or disclosure under this policy:

(1) Direct or indirect leasing, renting, trading, or selling real or personal property to the college.

(2) Possession of substantial interest or participation in the profits of any organization that deals with or seeks to deal with the college.

(3) Appointments as officer, director or serving in any management capacity in an external commercial, industrial, business or financial organization of profit - making enterprise which deals or seeks to deal with the college.

(4) Assuming executive or managerial positions with outside organizations that might seriously divert attention from college duties, or create other conflicts of loyalty.

(5) Potential for diverting college assets from the primary mission of the college including the time and talents of its faculty and staff.

(1) Acceptance of royalties for patents established without college assistance or resources (see appendix I to this rule for conflict resolution process relating to patents and royalties).

(2) Services to external educational, professional, cultural, civic, or other organizations which enhance the value of the individual to the college which do not adversely affect their primary commitment to the college.

(3) Consulting activities that can be shown not to interfere or compete with college responsibilities or college business.

View Appendix

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-11-22 Background checks for college employees.

(A) The college conducts pre-employment background checks for all applicants selected for employment. It is a condition of employment that all applicants submit to the criminal background check procedures.

The protocol and means by which criminal background checks will be performed are:

(1) Background checks are performed once a preferred candidate has been selected for employment.

(2) All offers of employment will be contingent upon successful completion of a criminal background check.

(3) The applicant is required to provide a written release to authorize the criminal background check using an approved college form.

(4) If a candidate selected for an interview resides outside the state of Ohio, the college may also conduct a criminal background check of candidates for employment prior to the interview process.

(5) Applicants may be charged a fee(s) associated with the criminal background check.

(B) In accordance with federal and state laws, a previous conviction will not automatically disqualify an applicant from consideration for employment. Each applicant identified with a criminal conviction will be evaluated on a case-by-case basis. The following factors will be considered for those applicants with a criminal conviction history in determining whether to extend an offer of employment: the nature or gravity of the offense(s); and the time since the conviction and/or completion of sentence; and the nature of the job held or sought.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Chapter 3358:17-20 Faculty In General

Ohio Adm.Code 3358:17-20-02 Qualifications for full-time and part-time faculty.

(A) Faculty members selected for instructional assignments primarily in the technical areas should provide evidence of competency based on the following criteria:

(1) A minimum of an associate's degree, bachelor's degree preferred; and

(2) Practical experience (other than teaching) in the appropriate specialization, as demonstrated by full - time employment (approximately five years) in the career area or a related field; and

(3) Evidence of involvement with the field of concentration through activity in professional associations, consultive practice, participation in seminars, workshops, and formal course work, and individual reading.

(B) Faculty members selected for assignments primarily for teaching in the baccalaureate or lower division curriculum should generally possess a master's degree in the discipline, or a master's degree with eighteen graduate hours in the discipline.

(C) Individual s selected for top academic leadership responsibility at the divisional level should hold the doctorate or equivalent degree plus appropriate experience or hold a master's degree with other advanced preparation plus appropriate experience.

(D) The following minimum educational qualifications apply to part - time faculty.

The adjunct five and adjunct six categories are not included here because adjunct four is the highest entry level category. Consequently, part-time faculty cannot begin employment with the college at the adjunct five or adjunct six level.

(1) Lecturer one:

Bachelor's degree or related teaching experience or professional experience.

(2) Lecturer two:

Master's degree, or ten years of related teaching and/or professional experience.

(3) Lecturer three:

Doctorate degree, or fifteen years of related teaching and/or professional experience.

(4) Adjunct four:

Master's degree or doctorate with twenty or more years of related teaching and/or professional experience. (The highest entry level category).

(E) Advancement of part-time faculty.

(1) Based on the recommendation of the appropriate academic dean and the length of service. The dean's recommendation will be based on a comprehensive evaluation of the faculty member's performance. The length of service required at each level prior to advancement to the next highest level is as follows:

(a) Lecturer two: requires one term at lecturer one.

(b) Lecturer three: requires four terms at lecturer two.

(d) Adjunct five: requires four terms at adjunct four.

(e) Adjunct six: requires four terms at adjunct five. To advance to adjunct VI, part - time faculty must also meet the minimum education and experience standards for full - time faculty appointments (paragraph (A) of this rule).

(2) Instructional loads for part - time faculty shall not exceed three courses per term either day and/or evening. Under special and unusual circumstances for the benefit of the college and its students, upon the recommendation of an academic dean(s), the president may permit individuals to instruct more than three courses.

(F) Faculty employed to teach under the categories of paragraph (B)(2) of rule 3358:17-9-01 of the Administrative Code may be issued contracts on a term basis.

(G) Part - time faculty mandated to take in - service training will be compensated for the time committed to the training per the current in - service/special meeting wage schedule maintained in human resources.

(H) Full - time faculty teaching an overload will be compensated at the adjunct six rate for overload hours.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-9-01

It may be possible for an employee to hold more than one position or appointment and thus be assigned to more than one occupational category.

(A) Administrative - This category consists of three major position types:

(1) Executive administration: primary responsibilities include planning, organizing, controlling and supervising an instructional or operational area within the college.

(2) Academic administration: responsible for directing the activities of an instructional area.

(3) Professional: primary responsibilities require a functional knowledge of advanced theoretical principles and practices in a specific professional area other than instruction.

(1) Full-time faculty - those individuals employed to provide full-time instructional service to the college. Full-time faculty will be given one of the following titles:

Instructor.

Assistant professor.

Associate professor.

Professor.

(2) Part-time faculty-those individuals employed to provide part-time instructional service to the college. Part-time faculty will be given one of the following titles:

Lecturer - level one.

Lecturer - level two.

Lecturer - level three.

Adjunct - level four.

Adjunct - level five.

Adjunct - level six.

(3) Support staff - This category consists of three major position types:

(4) Full-time employee:

(5) Regularly scheduled part-time:

(6) Casual labor:

(7) Exempt employee:

An employee who is paid on a salary basis and exempt from overtime pay, in accordance with the Fair Labor Standards Act ("FLSA).

(8) Non-exempt employee:

An employee who is paid for actual hours worked, and is eligible for overtime pay, in accordance with the Fair Labor Standards Act ("FLSA").

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-20-03 Faculty workload policy.

The following guidelines for faculty workload are aimed at providing equity for both the college and the faculty member consistent with sound educational and economic practices.

(A) Full-time faculty instructional load.

(B) Non-instructional duties.

Full-time faculty will:

(1) Advise students and assist students during office hours.

(2) Participate actively on at least one committee annually.

(3) Participate in new course and program design.

(4) Perform assessment of students' learning at the college, program and course levels.

(5) Participate in a minimum of three recruiting activities annually (generally from scheduled office hours).

(6) Participate in a total of fourteen days in-service per year: five prior to each term and two following each term plus attending graduation.

(7) Participate in appropriate professional development.

Depending on specific instructional assignments and departmental requirements other duties may include the following:

(1) Learning new technology or software;

(2) Teaching independent studies;

(3) Team teaching;

(4) Mentoring faculty;

(5) Overseeing internships, directed practice, clinicals or practicums;

(6) Participating in program accreditation and program approvals;

(7) Performing lab maintenance or lab preparations;

(8) Supervising studio hours;

(9) Working on special projects (may include community service as appropriate to the discipline);

(10) Participating in grant writing.

(D) Other hours.

(E) Practicums.

(F) Clinical supervision.

Each fifty minutes of clinical supervision equals one teaching load unit.

(G) Directed practice.

(H) Reduced teaching load duties.

The faculty senate president will receive a reduction of three teaching load units per term.

(I) Overloads.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-20-03.1 Course assignments.

(A) Course selection and assignments.

Full-time faculty course selections and assignments will be based first on qualifications (years teaching the course and terminal degree) and then seniority at the college. Qualified adjunct faculty will be allowed to select from the remaining unfilled courses based first on qualifications and second on seniority at the college. Part-time faculty may not teach more than twelve load units in any single term without the approval of the vice president of academic affairs. Deans may request full-time faculty to teach any course that is not covered provided every effort has been made to staff the course. All course assignments shall be subject to the appropriate academic dean's approval.

(B) Professional growth.

Professional development activities may include formal education, certificates, and training programs, researching and writing materials for publication, as well as attending professional meetings or conferences essential to remaining current in one's field. Faculty members are expected to stay current in their subject fields and other areas which contribute to their effectiveness on the job. The college supports professional conferences, fee waivers, tuition reimbursement, and faculty involvement in providing leadership to their professional organizations. Professional development activities are recognized through the annual evaluation of faculty performance and through the process for advancement in faculty rank.

Faculty will meet at least once with each class they teach during final exams week for the purpose of administering or collecting final exams, collecting or returning final projects and/or papers, grading class presentations, and or/conducting review sessions. Faculty will maintain their five regularly scheduled office hours during finals week unless otherwise approved by the respective academic dean. "By appointment" office hours during finals week may be completed off campus to facilitate grading of final assignments if no student appointments have been scheduled

(D) Academic year for full-time faculty.

The academic year for a full-time faculty member on a nine-month contract shall begin five business days prior to the start of fall term and shall end no later than five business days following spring term, including teaching days, professional development days and attendance at pinning ceremonies or graduation. The nine-month contract shall not exceed one hundred seventy five contract days. With the approval of the appropriate academic dean, a faculty member may flexibly schedule up to three of the required professional development days during non-contract time to benefit the college and its students. For example, flexibly scheduled professional development days may be worked during the summer or winter breaks for the purposes of student advising or student recruitment.

(E) Resolving policy disputes.

In the event of a policy dispute arising from the faculty workload policy, a committee shall be formed by the president to resolve the dispute. The committee shall consist of one dean, one department chair and one fulltime faculty member (appointed by faculty senate) from a division other than that of the grievant. The committee will review the matter and will make recommendations for resolving the dispute within ten days of the charge to the president whose decision in the matter is final.

(F) Policy review.

The academic deans will meet regularly to review implementation of this policy and work towards equitable interpretation for all faculty members. The faculty load policy will be reviewed by the academic deans, one department chair, and one faculty member (appointed by faculty senate) from each division annually.

(G) Glossary of terms related to faculty workload:

(1) Recruiting.

Any college sanctioned event or activity where faculty act as a representative of the college and such activities or event are not reimbursed outside of the regular contract.

(2) Teaching load units.

One teaching load unit is equal to one contact hour of fifty minutes.

(3) Work week consists of;

(a) Fourteen to sixteen teaching load units where one teaching load unit equals one fifty minute class hour;

(b) At least ten additional on-campus/office hours per week where at most five may be scheduled by appointment (some of these office hours may be fulfilled by other required duties.);

(c) An additional fourteen to sixteen hours per week in class preparation, class maintenance, and assessment of student academic achievement;

(d) In total, faculty is committed to a forty hour work week.

(4) Teaching load reduction.

Office hours or on-campus time spent on special projects or administrative duties in lieu of teaching contact hours where each one hour reduction in teaching contact hour generally results in two on campus/office hours of faculty administrative or special task work.

(5) Program director.

A faculty member responsible for the specific requirements of an academic program including faculty evaluation and (generally) program accreditation and/or certification.

(6) Program coordinator.

A faculty member who facilitates and expedites the assessment and curricular needs in specific program areas.

(7) Department chair.

A faculty member who dedicates fifty per cent of his/her workload to department administrative duties and fifty per cent to teaching duties.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-20-03.2 Faculty rank.

The colleges instructional employees achieve and advance in rank as described in appendix F to this rule.

View Appendix

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-20-04 Employee disciplinary action.

(A) The non-exhaustive list of misconduct for which an employee may be disciplined includes:

(1) Professional incompetence or failure to maintain an acceptable quality of job performance.

(2) Insubordination or refusal to perform duties properly assigned as part of the employee's obligations to the college.

(3) Violations of stated rules and policies of the college or damage to college property.

(4) An act involving moral turpitude, punishable by a criminal statute of the state of Ohio. Includes serious misconduct of moral, social, or physical nature unbecoming of a professional.

(B) Formal steps for employee disciplinary action up to and including termination of employment.

Unless stated otherwise in this policy, the following procedures should be used for imposing discipline. The procedures in this section do not apply to employees in their introductory period.

(1) Verbal counseling.

(a) Ordinarily, an employee should be verbally counseled for minor misconduct. The employee's supervisor should talk privately with the employee and cover the following:

(i) Review exactly what is expected of the employee and why.

(ii) Explain to the employee why his/her conduct is unsatisfactory.

(iii) Allow the employee to give his/her side of the story.

(iv) Specify what disciplinary action will be taken if similar problems continue.

(2) Written warning for disciplinary action.

(i) Types of violations.

A copy of the written warning must be forwarded to the human resources office. It will become a permanent part of the employee's file.

(1) The employee's supervisor submits a written summary, which is reviewed by the department head, of the cause and it is sent to the vice president or designee.

(a) Any previous disciplinary steps or counseling sessions relating to the deficiencies in conduct.

(b) The detailed reasons for the disciplinary action.

(d) The specific dates of the suspension.

(e) That termination may result in the case of recurrence.

(D) Termination.

(a) Previous disciplinary steps;

(b) The reason for termination;

(d) The record will be placed in the employee's file in human resources. Pay for time worked in the pay period in which the employee is terminated will be paid on the next immediate pay date.

(E) Reassignment or demotion my be considered as an alternative to the above disciplinary actions.

(F) In the event of reassignment or demotion, the following action should be taken:

(a) Previous disciplinary steps;

(b) The reason for reassignment or demotion and;

(d) The record will be placed in the employee's file in human resources.

(G) Health or safety risks.

(H) Suspension or dismissal for arrest or conviction of division (D) of section 3345.23 of the Revised Code.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-20-05 Reduction in work force.

Conditions may arise that necessitate the reduction of the college workforce. Abolishment of positions may occur for, among other reasons, reasons of budget, lack of work, or reorganization.

(A) Reduction in work force.

(1) All reductions in work force must be in compliance with college policies and must be approved by the president. Organizational needs should be balanced with human resource considerations, including impact on affirmative action objectives and compliance with college policies.

(2) Reduction in work force situations should be approached with sensitivity. The office of human resources and other relevant college administrators should review and recommend approval or disapproval of the reduction in work force to the president. The office of human resources should ensure that the reduction in force is not used to circumvent good performance management practices. After approval of the reduction in work force by the president, written notification is given to the affected college employee not less than two weeks (ten working days) prior to the effective date.

(B) Impact of reduction in work force in benefit program.

(1) Vacation - payment for accrued but unused vacation is made at time of separation. If a specific date of return to a vacation earning position has been established, the college employee may make a written request that payment for accrued vacation not be made. The vacation balance will be credited upon reemployment.

(2) Sick leave - there is no payment for sick leave at time of separation

(3) Group insurance plans - medical, dental, and vision insurance plans may be continued in accordance with COBRA, which generally allows for coverage continuation for eighteen months beyond the termination date at the college employee's expense.

(4) Retirement contributions - contributions to retirement plans are discontinued at time of separation. Contributions may be left on account or withdrawn after separation, based on the guidelines of the specific retirement plan.

(5) Unemployment compensation - college employees who are terminated as a result of a reduction in work force may be eligible for unemployment compensation. Guidelines are governed and administered by the Ohio department of job and family services.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-20-06 Part-time faculty absence.

Part-time faculty will only be paid by the college for hours actually worked. In the event that a part-time faculty member must be absent from an assigned class the following procedures will be used to insure continuity of instruction.

(A) If the absence is due to a sudden illness or emergency, the faculty member should notify the college as soon as possible. For daytime classes, the department chair, dean, and/or appropriate administrative assistant should be notified. For evening or Saturday absences, the main reception desk and/or evening administrator should be contacted. If time allows, the department chair will make arrangements for a substitute instructor. If a substitute cannot be found, and time allows, an effort will be made to notify students by phone of the class cancellation. A cancellation notice will be placed on the classroom door. This notice may include instructions from the instructor regarding assignments, tests, etc.

(B) If an instructor knows well in advance of the need to miss a class, he/she must notify the appropriate department chair and work with that individual to arrange for a qualified substitute instructor to teach the class. Under no circumstances should a part-time faculty member arrange for a substitute without the knowledge and approval of the appropriate department chair or dean.

(C) Reimbursement for the substitute instructor may be handled in one of the following ways: by mutual agreement among the instructor, the department chair or dean, and the substitute instructor, in consultation with human resources.

(1) The college may reduce the absent instructor's payment for the term by an amount equal to the time missed from class. The college will then pay the substitute instructor at his/her designated part-time rate of pay.

(2) The instructor and the substitute may simply agree to exchange the favor of class coverage, with approval from the relevant department chair(s). If this is done, it is understood that the instructor will be willing to cover a class for the substitute at some point in the future and no money will be deducted from the instructor's pay or paid to the substitute instructor.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-20-07 Evaluations.

(A) Philosophy of evaluation.

Evaluations are conducted to:

(1) Maintain high levels of individual performance.

(2) Discover areas of skills and knowledge that need to be improved.

(3) Provide feedback regarding personal and professional development activities aimed at improving individual performance.

(4) Serve as a component of personnel decision making.

(B) Administrative and support staff.

(1) An annual evaluation will be made of all administrative and support staff and regularly scheduled part-time employees.

(2) The president will be evaluated by the board of trustees. All other employees will be evaluated by their immediate supervisor.

(3) Once the evaluations are reviewed and signed by the supervisor and employee they shall be returned to the office of human resources and filed in the employee's personnel file.

(1) An annual evaluation will be made of all full-time instructional employees.

(2) Part-time instructional employees will be evaluated according to the rank schedule and/or as needs arise.

(3) Full- and part-time instructional employees will be evaluated by the appropriate dean or his/her designee. Other constituencies such as peer groups and students may contribute to the overall evaluation.

(4) Evaluation will be reviewed by the supervisor and employee, signed by the individual evaluated as well as the evaluator, and returned to the office of human resources to be filed in the employee's personnel file. Evaluation forms are located on the college intranet and in the office of human resources.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Chapter 3358:17-22 Committees; Grievance Procedure

Ohio Adm.Code 3358:17-22-01 Committees.

The use of a committee structure as a mechanism for college - wide discussion and input to decision making requires that the committee members be truly representative of the college community, and that those who serve do so in addition to their regular duties. Four types of committees may exist on campus: the executive committee, the president's cabinet, the standing committees as indicated in paragraph (C) of this rule, and any ad hoc committees as deemed necessary. The procedures and regulations as outlined herein do not require or prohibit the functioning of any student group, faculty group, or administrative group, nor do they require or prohibit the input of such groups through these procedures and regulations.

(A) The executive committee.

The college executive committee functions as the chief planning, decision - making, and executing body of the college. The committee consists of the president, vice president and treasurer, and the vice president for academic and student affairs and the vice president for administrative services. The assistant to the president serve s as an ex officio member. The executive committee meets upon the call of the president. At the request of the president, any employee of the college may be asked to participate in the functions of the executive committee.

(B) The president's cabinet.

The president's cabinet functions as the chief communications, policy consideration, and planning body of the college. As such, it provides a forum to discuss and resolve issues of concern to the entire college community. The president's cabinet shall consist of the members of the executive committee, the academic deans, chairperson of the professional staff senate, chairperson of the support staff senate, faculty senate president, institutional research specialist, director of m is, dean of information technology, director of library services, registrar, controller, director of opportunity programs, dean of student service s, director of public information, business and technology, director of physical plant, and director of outreach.

(1) Cabinet meetings are open.

(2) In the event of the absence of the president, the president's appointed representative shall act as chairperson.

(3) The president's cabinet should meet at least quarterly at an agreed upon time. More frequent meetings may be called as required.

(4) Any individual member of the college faculty or staff may present an item of business to the president's cabinet.

The board of trustees authorizes the president to develop a system of standing committees to assist in the communication and decision making processes of the college. The standing committees of the college shall serve as working bodies to recommend policies for consideration. Recommendations may be submitted by the committee chairperson to the executive committee for consideration. These committees may also serve in an advisory capacity to administrative offices to assist in making decisions in areas such as scholarship awards, admission criteria, and similar situations where it is desirable to have full- and part-time faculty, professional staff, hourly staff and student input.

The current list of standing committees is contained in appendix G.

(D) Standing committee procedures.

(1) Members of a standing committee not designated by reason of a position will be appointed to the committee for a period of two years, with certain exceptions.

(2) The chairman of a standing committee shall be appointed from among its membership for a period of one year, unless otherwise designated in the committee's procedures.

(3) A quorum shall exist when a simple majority of the members of a standing committee are present.

(4) All decisions and recommendations of the standing committee shall be by a simple majority vote of those present unless otherwise specified in the committee's procedures.

(5) All minutes and recommendations of the standing committee shall be submitted in writing to the executive committee for their information. Committee recommendations may be submitted to related committees, appropriate administrators, or other appropriate groups for review or action. Recommendations which concern college policies and procedures should be submitted to the executive committee for consideration.

(6) A standing committee may go into closed session if deemed necessary by its membership.

(7) A standing committee may request the attendance of the president or any member of the faculty or staff at a given meeting.

(8) As noted in paragraph (D)(4) of this rule, the standing committees may make recommendations concerning college policies and procedures to the executive committee. It will be the responsibility of the executive committee to decide on the issue.

(E) Ad-hoc committees.

(1) Ad-hoc committees may be established as the need arises. These committees will be of a temporary nature terminating at the completion of the assignment.

(2) Membership and election procedure for ad-hoc committees will be considered in a democratic way.

(3) A quorum shall exist when a simple majority of the members of the ad-hoc committee are present.

(4) The chairman of an ad-hoc committee shall be appointed from among its membership.

(5) All decisions and recommendations of the ad-hoc committee shall be by a simple majority vote of those present unless otherwise specified in the committee's procedures.

(6) All minutes and recommendations of the ad-hoc committees shall be submitted in writing to the executive committee for their information and consideration. Committee recommendations may be submitted to related committees, appropriate administrators, or other appropriate groups for review or action. Recommendations which concern college policies and procedures should be submitted to the executive committee for consideration as provided in paragraph (D)(5) of this rule.

(7) An ad-hoc committee may go into closed session if deemed necessary by its membership.

(8) An ad-hoc committee may request the attendance of the president or any member of the faculty or staff at a given meeting.

(9) Recommendations of ad hoc committees which concern college policies and procedures will follow the same procedure as outlined in paragraph (D)(5) of this rule.

View Appendix

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-22-04 Grievance procedure.

(A) Basis for the grievance procedure system.

(1) The importance of a grievance procedure lays not so much in its frequent use as in the fact that it is available and can operate as a workable safety valve.

(6) This grievance procedure is not used for situations involving sexual harassment or any other form of discrimination. See appendix E to this rule for those procedures.

(B) Procedures of the grievance system.

The system is divided into informal and formal systems. Following are the steps for both systems:

(1) Informal grievance system.

(a) Step 1:

All employees are encouraged to discuss any working injustice with his/her immediate supervisor at the first sign of trouble or differences in opinion.

(b) Step 2:

(2) Formal grievance system.

(a) Step 1:

(b) Step 2:

View Appendix

History

Effective: November 5, 2015
Promulgated Under: 111.15

Chapter 3358:17-25 Compensation

Ohio Adm.Code 3358:17-25-01 Compensation and related benefits.

Compensation, as used in this manual, is an inclusive term which shall refer to salary or wages plus all fringe benefits. Salary and wages shall be defined as direct monetary payment for services rendered. In the cases where regularly scheduled part-time employees are granted benefits, the benefits apply only if the employee is regularly scheduled to work a minimum of twenty hours per week.

(A) Compensatry time.

The compensatory time policy includes the following considerations:

(1) Non-exempt employees must be paid for all hours worked. Any hours worked beyond forty hours in a work week (hourly work week is Sunday through Saturday) must be compensated at time-and-one-half the normal hourly rate. Employees have discretion in being paid overtime for actual hours worked or can bank the overtime hours to be used as compensatory time. Example: Non-exempt employee works forty-four hours in one pay period -- He/she opts to bank the overtime instead of being paid time -- and-a-half -- The employee can bank six hours (four hours times 1.5). The maximum number of hours that may be accrued is two hundred and forty. Any hours over two hundred and forty must be paid as cash overtime. Compensatory time must be used in the fiscal year in which it is earned; however, forty hours may be carried over to the next fiscal year with the remaining balance paid out in the next or following pay period.

Non-exempt employees who receive approval from the college to work during an emergency/weather closure will earn time-and-a-half for the hours they actually work during the closure period. If the college is open, no overtime or compensatory time will be earned or accrued.

(2) Non-exempt employees must apply to use compensatory time by completing a leave request form which is signed by the appropriate supervisor. Supervisors must grant use of compensatory time within a reasonable period that will not unduly interrupt the normal business operation of the department or division.

(3) Upon termination of employment or reclassification of a non-exempt employee, all accrued unused compensatory time must be paid out within the last or following pay period.

(B) Salaries recommended by the president.

Salaries for administrative, instructional, and support Staff employees shall be recommended by the president and approved by the board of trustees. The president's salary shall be established by the board of trustees. The following shall be used as guidelines in the determination of salaries and wages for full-time and part-time personnel:

(1) Entry employment salaries and wages shall be based on the salary and wage schedule of the college which takes into consideration the education and experience of the candidate.

(2) Recommendations for subsequent salaries shall be presented by the president to the board of trustees.

(1) Part-time faculty are paid according to the payment schedule for part-time and overload instructional employees.

(2) Instructional employees teaching courses on an independent study basis will be paid one hundred and fifty dollars per student per course. Procedures for offering independent study courses are described in rule 3358:17-60-03 of the Administrative Code. The exceptions to the salary schedule described in paragraph (A) of this rule are music studio courses which consist of private lessons. In these situations the instructor will be paid the flat rate per student enrolled, plus an hourly rate based on the total times scheduled for private lessons. Students enrolling in music studio courses will pay a studio fee in addition to the tuition for the course.

(D) Retirement.

(1) All employees of the college other than students of the college are required to join the school employees retirement system ("SERS") of Ohio, state teachers retirement system ("STRS") of Ohio, or an alternative retirement plan ("ARP").

(2) The college will pay the employee's share of the retirement contribution, up to ten percent of compensation earned. The college will not pay any of the employee's share of the retirement contribution for Washington state community college work study students and student employees.

(E) Insurance.

(1) The college will offer medical, vision and dental policies for full-time and regularly scheduled part-time employees and eligible dependents who participate in the group insurance plan.

(2) The premiums for the health, vision and dental insurances will be shared by the college and the employee. Regularly-scheduled part-time employees' eligibility commences the beginning of their third year of employment and they share costs according to a schedule on file in the office of human resources.

(3) If a full-time employee's hours are involuntarily reduced to regularly scheduled part-time, and such employee has completed two thousand and eighty hours of work, the employee may purchase health, vision or dental insurance and share costs as outlined in paragraph (E)(2) of this rule.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-60-03

Independent study will only be offered with the approval of the academic dean of the division or the department chair in which the course originates. This approval will be given when there is no other feasible method whereby a student can obtain the knowledge within the regular college calendar.

(A) Independent study credit can only be granted and computed into the grade point average when the course has been completed according to a written agreement between the student and the instructor with the approval of the appropriate academic dean or department chair.

(B) The instructor of each student taking an independent study course is to be responsible for all activities relating to assignments, evaluations, curriculum and supervision of the student.

(C) The curriculum content of all independent study agreements must be equal to the curriculum content offered in the regular credit program. Assessment of learning must be comparable to the evaluation system and grading used in regular credit programs.

(D) Faculty members carrying the regular full-time academic teaching load will not be required to accept independent study students except on a voluntary basis.

(E) Generally, approval for independent study will be granted only in a semester in which the course is not offered.

(F) The request for independent study form must be completed before consideration of a request for independent study. This form is available from the offices of the academic deans.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Chapter 3358:17-26 General Working Regulations

Ohio Adm.Code 3358:17-26-01 General working regulations.

Start and stop times are to coincide with the needs of office/department/division and should include consideration of the following:

(A) Staggered lunch periods may be scheduled by the chief administrators of the divisions when required to maintain office continuity.

(B) A fourty hour working week is expected of employees in all occupational categories other than instructional, casual labor, and part-time employees. It is recognized, however, that an exempt employee may spend parts of the working week off-campus when attendance is required at meetings or other functions, or when work is taken home. It is further recognized that summer work hours may be adjusted to business needs. It is further recognized that work hours may be adjusted to accommodate college business needs.

(D) All employees will submit a bi-weekly time sheet through the college's electronic system documenting hours worked or hours away from work.

(E) All non-exempt employees shall be paid on a bi-weekly basis only after services have been rendered, less any legally authorized deductions.

(F) Pay for full-time employees and regularly scheduled part-time employees who begin work on the first day of a pay period will be paid at the end of the third week of employment for two weeks pay. Pay for those beginning during the second week of the pay period will be paid at the end of the second week of employment for the number of days worked during the pay period. Contract salary amounts, less any legally authorized deductions will be paid out over a twelve-month period that may not coincide with work dates on the contract. Upon termination of employment, all wages, less any legally authorized deductions, will be paid at the next pay period. Full-time wages or salary, whichever is applicable, will be paid in approximately equal installments on a bi-weekly basis, only after services have been rendered, less any legally authorized deductions. Part-time faculty salary will be paid in three increments, less any legally authorized deductions. Final payment will be made on or after the last day of teaching, only after grades, grade books, and other required items are submitted.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-26-01.1 Emergency closure and weather relations absence policy.

(A) Closure of the college due to inclement weather or other emergencies will be at the discretion of the college's president. On days when the college is closed because of inclement weather or other emergencies, some very important work may be necessary to ensure the safety and normal operation of the campus. While this generally applies to the maintenance staff, the nature of the services and customers may require others to report. The president and chief financial officer/treasurer will coordinate such activities. Irregular hours may be necessary for some employees. Wages/compensation for this work is addressed in paragraph (A) of rule 3358:17-25-01 of the Administrative Code.

(B) In cases of inclement weather or other emergencies, the president may decide that the college will be closed to students but all employees are expected to report. Those who cannot report must use accumulated personal leave or vacation leave. Time off without pay will be permitted only as a last resort.

(C) If the college closes due to weather-related emergencies, employees will be paid for the hours they were scheduled to work that day and do not have to utilize vacation or personal leave.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-25-01

(A) Compensatry time.

The compensatory time policy includes the following considerations:

(3) Upon termination of employment or reclassification of a non-exempt employee, all accrued unused compensatory time must be paid out within the last or following pay period.

(B) Salaries recommended by the president.

(1) Entry employment salaries and wages shall be based on the salary and wage schedule of the college which takes into consideration the education and experience of the candidate.

(2) Recommendations for subsequent salaries shall be presented by the president to the board of trustees.

(1) Part-time faculty are paid according to the payment schedule for part-time and overload instructional employees.

(D) Retirement.

(E) Insurance.

(1) The college will offer medical, vision and dental policies for full-time and regularly scheduled part-time employees and eligible dependents who participate in the group insurance plan.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-26-01.2 Flexible scheduling.

The college recognizes the need for flexibility and alternative work arrangements for eligible employees and suitable positions. Flexible scheduling is one option that may promote employee productivity and work/life balance, and may also be of benefit to the environment and society in general.

Flexible scheduling is a voluntary work alternative, approval is at the convenience and sole discretion of the college, and is reviewed on a case-by-case basis. These procedures serve as guidelines for formal flexible scheduling arrangements.

(A) Eligibility.

Full-time administrative and support staff employees are eligible to apply for flexible scheduling. An approved, signed flexible scheduling work agreement must be on file with the human resources department prior to flexible scheduling.

(B) Suitability.

Before entering into any flexible scheduling work agreement, the employee and his/her supervisor, with the assistance of the human resources department, will evaluate the suitability of such an arrangement with particular attention to the following areas:

(1) Benefit to the college - the arrangement assists in the completion of the college's goals.

(2) Employee suitability - the employee and manager will assess the needs and work habits of the employee, compared to traits customarily recognized as appropriate for successful flexible scheduling.

(3) Job responsibilities - the employee and manager will discuss the job responsibilities and determine if the job is appropriate for a flexible scheduling arrangement.

(4) Supervisor's ability to effectively manage the flexible scheduling employee's duties.

(5) Equipment needs, alternate work site space and design considerations and scheduling issues.

(6) Tax and other legal implications for the business use of the employee's alternate location on IRS and state and local government restrictions. Responsibility for fulfilling all obligations in this area rests solely with the employee.

(1) The nature of the job requires the employee's physical presence (e.g. flexible scheduling may not be appropriate for an employee who closely supervises the work of other employees or requires face-to face contact to provide effective customer service), or when efficiency is compromised when the employee is not present.

(2) The employee's performance evaluations do not indicate sustained high performance.

(3) The employee's observed productivity levels are problematic.

(4) The employee requires close supervision as indicated, for example, by the employee's consistent need for guidance on technical matters.

(5) The employee's current assignment requires frequent supervision, direction or input from others who are on-site at the college.

(6) The employee has received disciplinary action or has a demonstrated attendance problem.

(7) Flexible scheduling is not intended to permit employees to have time to work at other jobs, run their own businesses, or to accommodate child care needs. Failure to fulfill both qualitative and quantitative work requirements, whether under a traditional employment arrangement or a flexible scheduling agreement, may be cause for disciplinary action, up to and including termination.

(D) Trial period.

If the employee and supervisor agree, and human resources concurs, a flexible scheduling work agreement will be prepared and signed by all parties and a ninety business days trial period will commence.

(E) Work schedule.

As part of the flexible scheduling work agreement, the employee and his/her supervisor will agree on the number of days of flexible scheduling allowed each week, the work schedule the employee will customarily maintain, and the manner and frequency of communication. Regardless of the location of the workstation or the time of day actual work is accomplished, employees on a flexible schedule are expected to work their designated number of hours per week. Employees are expected to follow supervisor-approved work schedules; management has the final decision regarding an employee's work schedule and location. The flexible scheduling employee agrees to be accessible by phone or other agreed upon method within a reasonable time period during the agreed upon work schedule.

(F) Equipment.

The college will determine the appropriate equipment needs for each flexible scheduling arrangement on a case-by-case basis. Equipment supplied by the college will be maintained by the college. Equipment supplied by the employee, if deemed appropriate by the college, will be maintained by the employee. The college accepts no responsibility for damage or repairs to employee-owned equipment. The college reserves the right to make determinations as to appropriate equipment, subject to change at any time. Equipment supplied by the college is to be used for college purposes only. The flexible scheduling employee must sign an inventory sheet for all college property supplied and agree to take appropriate action to protect the property from damage or theft. Upon termination of employment or the flexible scheduling work agreement all college property will be returned to the college, unless other arrangements have been made. The employee will be responsible for any and all damage to the property. The college will supply the flexible scheduling employee with appropriate office supplies (pens, paper, etc.) for successful completion of job responsibilities. The college will also reimburse the employee for all other business-related expenses such as phone calls, shipping costs, etc. that are reasonably incurred in accordance with job responsibilities, subject to compliance with the colleges reimbursement process.

(G) Work environment.

As part of the flexible scheduling work agreement, the flexible scheduling employee will notify the college of the location of the employee's alternate work site from which the employee will cyber commute. The college will not be responsible for costs associated with initial setup of the employee's alternate work site such as remodeling, furniture or lighting, nor for repairs or modifications to the alternate work site.

(H) Security and confidentiality.

Consistent with the college's expectations of information asset security for employees working at the college full-time, flexible scheduling employees will be expected to ensure the protection of proprietary college, student, and customer information accessible from their alternate work site. Steps include, but are not limited to, use of secured locked file cabinets and desks, regular password maintenance, and any other steps appropriate for the job and the environment.

(I) Safety inspection.

A representative of the college may visit the employee's alternate work site at any time to inspect for possible work hazards and suggest modifications.

(J) Illness and injuries.

(1) Injuries sustained by the employee while at their alternate work site and in conjunction with their regular work duties are normally covered by the college's workers' compensation program. Flexible scheduling employees are responsible for notifying the college of such injuries in accordance with the college worker's compensation procedures. The employee is liable for any injuries sustained by visitors to their alternate work site.

(2) Employees cannot work from an alternate work site during medical leave without their physician's written authorization.

(K) Liability.

(1) The college assumes no liability for injuries occurring in the employee's alternate work site outside of work hours. Employees should note that some homeowner policies do not automatically cover injuries arising out of, or relating to, the business use of the home. For the employee's protection, employees should have their homeowners/tenants liability policy endorsed to cover bodily injury and property damage to all third parties arising out of or relating to the business use of their home. Employees who live in rented property should be aware that their lease may not permit business use of the premises.

(2) The college accepts no responsibility for the safety, security or suitability of any alternative work site. The college also accepts no responsibility for the personal property of any employee.

(L) Trial period evaluation.

Evaluation of the flexible scheduling employee's performance during the trial period will include daily interaction by phone and e-mail between the employee and his/her supervisor, and weekly face-to-face meetings to discuss work progress and problems. At the conclusion of the trial period the employee and his/her supervisor will each complete an evaluation of the arrangement and make recommendations for continuance or modifications.

(M) Communication plan.

An appropriate level of communication between the flexible scheduling employee and his/her supervisor will be agreed to as part of the discussion process and will be more formal during the trial period. After conclusion of the trial period, the supervisor and employee will communicate at a level consistent with employees working at the college or in a manner and frequency that seems appropriate for the job and the flexible scheduling employee involved.

(N) Overtime.

Flexible scheduling employees who are not exempt from the overtime requirements of the Fair Labor Standards Act ("FLSA") will be required to record all hours worked in a manner designated by the college. Flexible scheduling employees will be held to a higher standard of compliance than college based employees due to the nature of the work arrangement. Hours worked in excess of those specified per day and per work week, in accordance with state and federal requirements will require the advance approval of the supervisor. Failure to comply with this requirement can result in the immediate cessation of the flexible scheduling work agreement.

(O) Termination of agreement.

The availability of flexible scheduling as a flexible work arrangement for employees can be discontinued at any time by the employee or at the discretion of the college. Every effort will be made by the college to provide two weeks' notice of such a change to accommodate commuting, child care and other circumstances that may arise from such a change. There may be instances, however, where no notice is possible.

(P) Other.

There shall be no additional pay for flexible scheduling. Nor shall mileage be paid for transportation between an employee's alternate work site and the college.

History

Effective: March 22, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-26-02 Salaries for full-time and part-time personnel.

(A) Salaries recommended by the president.

Salaries for administrative, instructional, and support staff employees shall be recommended by the president and approved by the board of trustees. The president's salary shall be established by the board of trustees. The following shall be used as guidelines in the determination of salaries and wages for full-time and part-time personnel.

(1) Entry employment salaries and wages shall be based on the salary and wage schedule of the college which takes into consideration the education and experience of the candidate.

(2) Recommendations for subsequent salaries shall be presented by the president to the board of trustees.

(B) Part-time instructional salaries.

(1) Part-time faculty are paid according to the payment schedule for part-time and overload instructional employees.

History

Effective: March 23, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-60-03

(B) The instructor of each student taking an independent study course is to be responsible for all activities relating to assignments, evaluations, curriculum and supervision of the student.

(D) Faculty members carrying the regular full-time academic teaching load will not be required to accept independent study students except on a voluntary basis.

(E) Generally, approval for independent study will be granted only in a semester in which the course is not offered.

(F) The request for independent study form must be completed before consideration of a request for independent study. This form is available from the offices of the academic deans.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Chapter 3358:17-31 Policy on Reimbursement

Ohio Adm.Code 3358:17-31-05 Reimbursement policies.

(A) Travel expenses.

(1) Expenses for appropriate business travel will be reimbursed in accordance with the travel expense guidelines maintained by the chief financial officer and treasurer.

(2) Pursuant to rule 126-1-02 of the Administrative Code, frequent flyer miles belong to the business/agency who actually paid for the airline tickets. Even if an employee uses his/her own credit card to initially purchase the ticket and then seeks reimbursement, the business/agency is paying for the ticket via reimbursement and is entitled to the frequent flyer miles.

(3) Per rule 126-1-02 of the Administrative Code - "A state agent is not to receive reimbursement for more than his/her actual travel expenses."

(B) Relocation expenses for new employees.

(1) The college will reimburse moving expenses for individuals hired in the administrative and instructional employment categories according to the reimbursement schedule maintained by the chief financial officer and treasurer. Acceptable expenses are those expenses covered under the IRS tax codes.

(2) In the event the employee elects to resign due to circumstances within his/her control within twelve months of payment of relocation expenses, the employee agrees to and will be subject to repayment of the costs associated with the move within one month of the date of separation.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 126-1-02

(A) Definitions

(1) "State agency" means every organized body, office, or agency established by the laws of the state for the exercise of any function of state government which uses money that has been appropriated to it directly, but does not include the general assembly, supreme court, court of appeals, court of claims, any agency of these, or any state university or college as defined in division (A)(1) of section 3345.12 of the Revised Code.

(2) "State agent" means any officer, member, or employee of a state agency whose compensation is paid, in whole or in part, from state funds but does not include any volunteer serving without compensation:

(3) "Travel at state expense" means travel expenses which are paid from moneys appropriated directly to a state agency by the general assembly, but does not include travel by a state agent where expenses are paid pursuant to rule 102-3-08 of the Administrative Code.

(4) "Conference" means a prearranged gathering with a formal agenda, for consultation or exchange of information or discussion that benefits the state, such as seminars, trainings, meetings, and other professional events.

(5) "Paid travel status" means the designation given to a state agent who is traveling on behalf of the state and is in an active pay status.

(6) "Ride-sharing service" means a transportation service where passengers use an online platform to request transportation from drivers using their personal vehicle for a fee.

(7) "Short-term rental" means a property that is temporarily leased for lodging in exchange for compensation through an online platform.

(8) "Commercial transportation" means taxi cabs, ride-sharing services, automobile rentals, airfare, ferries, subways, bus, trains, and other similar commercial transportation providers.

(B) Authority for travel and reimbursement

Authority for travel

All state agents traveling at state expense or on paid travel status must be approved prior to travel by the head of a state agency or their designee. Travel may be approved only for official state business. State agents must, incur only expenses for the official business of the state. The head of a state agency or their designee shall determine the appropriate mode of transportation.

At the agency's discretion, a state agency may make direct payment to a supplier who provides travel services for the state agent, in lieu of reimbursing the state agent for travel expenses. A direct payment shall comply with the applicable rates and requirements specified in this rule. Alternatively, subject to this rule, the state agency may choose to reimburse the state agent for travel expenses incurred. Travel expenses which a state agent may request reimbursement or direct payment by an agency under this rule include only the following, subject to the approval of the director of the office of budget and management or their designee:

(1) Automobile expenses

(a) Incurred service expenses necessary to the efficient and safe operation of a state-owned or leased vehicle when a state agent or other party has been properly approved by a state agency and endorsed onto insurance coverage through the department of administrative services.

(b) Pursuant to this paragraph, mileage expenses incurred on state business when traveling by privately owned automobile, not including ride-sharing services, when the automobile owner has been so approved and is insured under a policy of liability insurance complying with the requirements of section 4509.51 of the Revised Code. Such reimbursement shall not exceed the rates described in this rule and shall only be made to one state agent.

(i) Mileage reimbursement for state business is authorized at a rate up to the internal revenue service's business standard mileage rate, within the discretion of the director of the office of budget and management. The reimbursement rate shall not be lower than forty-five cents per mile unless the internal revenue service's rate falls below that threshold, in which case the director may reduce the rate. The director of the office of budget and management shall review the rate at least annually. State agents shall not reimbursed for mileage between their residence and assigned work location. If traveling to a location other than their assigned work location, reimbursement is limited to the distance from the residence to the alternate location, minus their normal commute distance.

(ii) This paragraph does not apply to a collective bargaining agreement that supersedes the amount contemplated in this rule.

(c) Automobile rental only if automobile rental has been approved and is more economical than any other mode of transportation or if the state agent's destination is not easily accessible by any other mode of transportation. The state agent must purchase liability insurance and loss damage waiver for accidents arising out of the operation or use of the automobile and include that cost in determining whether the automobile rental is the most economical mode of transportation.

(2) Commercial transportation expenses

(a) Travel expenses by commercial transportation at the most efficient available rate. When any segment of travel by commercial transportation exceeds eight hours, the head of the state agency may approve business class travel for the state agent.

(b) Travel within the state of Ohio by common air carrier at the most efficient available rate is approved for elected officials, directors, assistant directors, deputy directors, board and commission members, and heads of state agencies. State employees not listed in this paragraph are approved to travel within the state of Ohio by common air carrier at the lowest available rate only if flying is more economical than other modes of travel.

(d) Tips/gratuities for a ride-share service or taxi that does not exceed fifteen per cent of the total cost of the ride.

(3) Meal and incidental expenses/per diem

(a) Inside the continental U.S.

(i) Meals and incidental per diem for state agents is authorized only when overnight lodging is required, subject to this rule. Per diem rates are based on the U.S. general services administration (GSA) rates, adjusted by lodging location. Per diem is intended to offset, not fully cover these expenses, and amounts shall be adjusted for departure and return based on travel time.

(a) Standard per diem applies to a full twenty-four hour travel day within the continental U.S. When on paid travel status for less than twenty-four hours, per diem is pro-rated by twenty-five per cent for each six-hour period of travel up to one hundred per cent for eighteen hours or more of travel. For example, zero to six hours equals twenty-five per cent per diem.

(b) If a state agent is approved to travel out of state by air and returns the same day, meals and incidental per diem are authorized, pro-rated as outlined in this paragraph.

(ii) If the state agent is in paid travel status in the continental U.S. for more than one week, including a weekend, miscellaneous living expenses will be reimbursed when such expense is reasonable as determined by the head of the state agency or their designee.

(iii) State agencies may choose to reimburse the state agent for meal and incidental expenses provided the reimbursement complies with this rule.

(b) Outside the continental U.S.

(i) A state agent traveling outside the continental U.S, or otherwise on paid travel status outside the continental U.S., including international conferences, shall be entitled to reimbursement of meals when such cost is reasonable as determined by the head of the state agency or their designee.

(ii) If the state agent is outside the continental U.S. on paid travel status for more than one week, including a weekend, miscellaneous living expenses will be reimbursed when such expense is reasonable as determined by the head of the state agency or their designee.

If a conference provides a meal, the state agent shall not be reimbursed or receive per diem for that meal and any reimbursement for a registration fee shall be adjusted accordingly. However if a meal is not provided, a state agent shall receive per diem or reimbursement at the rate prescribed by the GSA. The state agent has the responsibility of specifying the number and type of meals. If the state agent has dietary restrictions and the event does not honor the state agent's request for an alternative meal, the state agent is not required to deduct the applicable meal allowance from per diem.

(4) Lodging

(a) Inside the continental U.S.

In accordance with the per diem rates established by the GSA, reimbursement of expenses incurred while on official travel status within the continental U.S. is authorized per state agent per calendar day for lodging in commercial establishments or short-term rentals at actual cost up to the maximum allowable lodging rate for that location, plus applicable taxes on the entire room. Alternatively, an agency may choose to pay in advance for lodging expenses provided the payment does not exceed the rates set forth in this rule.

(b) Outside the continental U.S.

Reimbursement for lodging in commercial establishments or short-term rentals is authorized per state agent per calendar day at actual cost when such cost is reasonable as determined by the head of a state agency or their designee.

Lodging at the event site or lodging at a hotel identified in a conference registration materials as one of the event hotels may be reimbursed or paid for at actual cost, provided such cost is reasonable as determined by the head of a state agency or their designee.

(d) Limits

Overnight lodging will only be reimbursed or paid with state funds when the state agent is traveling at a location greater than forty-five miles from both the state agent's residence and their assigned work location as determined by their state agency. However, when traveling for conference purpose, the limit is thirty miles.

(5) Miscellaneous expenses

(a) Conference registration fees.

(b) Miscellaneous transportation expenses such as parking charges, road tolls, and other reasonably incurred transportation expenses directly related to authorized travel. Such expenses are to be listed separately on a state agent's travel expense reimbursement request if the state agent is seeking reimbursement for those expenses.

(c) Miscellaneous business expenses such as telephone, facsimile, internet, and other similar charges paid by the state agent for official state business, provided that there are no free alternatives to such services.

(d) Miscellaneous living expenses such as laundry, dry cleaning, and postage when a state agent is on travel status for more than five consecutive days.

(D) Non-payable or reimbursable expenses

"Non-Reimbursable travel expenses" include but are not be limited to:

(1) Alcoholic beverages purchased by the state agent.

(2) Entertainment expenses purchased by the state agent.

(3) Personal expenses incurred during travel that are primarily for the benefit of the state agent and not directly related to the official purpose of the travel.

(4) Political expenses paid by the state agent.

(5) Travel insurance expenses paid by the state agent; for purposes of this paragraph, the use of the term "travel insurance expense" does not mean liability coverage and loss damage waiver expenses incurred in renting an automobile pursuant to paragraph (C)(1) of this rule or approved commercial travel insurance approved pursuant to paragraph (C)(2) of this rule.

(6) The cost of traffic fines and parking tickets.

(7) Unused reservations for commercial transportation, automobile rentals, or lodging unless the state agency is satisfied that the failure to cancel or use the reservation was unavoidable. State agency approval is required as supporting documentation and may be subject to the approval of the director of budget and management or their designee.

(8) Any amount equal to a promotion or credit used to pay for a travel expense.

(9) Any transportation expense for travel undertaken for the purpose of obtaining meals that are discretionary in nature.

(E) Reimbursement requirements

A state agent seeking reimbursement for travel expenses shall submit all supporting documents under this rule and a travel expense reimbursement request in a format specified by the office of budget and management to the head of their state agency or designee within ninety days of the last date of travel, unless the terms of an applicable collectively bargained agreement differs. All amounts shall be recorded in U.S. dollars. Approval by the head of a state agency or their designee, submitted in a format specified by the office of budget and management with all supporting documents, shall certify that the reimbursement of the state agent's travel expenses is proper. The request may be denied by the state agency or office of budget and management for a state agent's failure to submit a request in a timely, accurate, or truthful manner. Reimbursement for approved travel expenses shall be made by the state agency via deposit in U.S. dollars into the system offered by the office of budget and management for payment and/or reimbursement of travel expenses or in a matter determined by the head of a state agency or their designee with approval from the office of budget and management, but at no time shall a state agent claim or be reimbursed more than is allowable under this rule. Supporting documents shall include the following as applicable:

(1) Receipts

A state agent shall obtain and provide all required receipts for travel charges which they are seeking reimbursement under this rule to their state agency in a manner and format specified by the office of budget and management. Required receipts for reimbursement shall include:

(a) Any receipt for a miscellaneous living or business expense.

(b) Any receipt for commercial transportation expenses.

(d) Itemized receipts for all lodging expenses.

(e) Itemized receipts when a gratuity is automatically included.

(f) Any other receipt for expenses exceeding thirty dollars.

(2) Supporting documentation

Upon request of a head of a state agency or their designee or the office of budget and management, the state agent shall provide the following documents that validate expense claims. Such documents shall include but are not limited to the following:

(a) Conference materials and meeting agendas.

(b) Currency exchange rates when requesting payment or reimbursement for foreign goods or services. Such rates shall be evidenced by a foreign exchange currency receipt, bank or credit card statement, or the exchange rate issued by an authoritative source as determined by the office of budget and management.

(d) Any additional reasonable form of verification of an expense if necessary for verification or if supporting documentation is not available.

(3) A travel expense report.

(F) Agency contractors

State agencies desiring to reimburse travel, lodging, and meal expenses should negotiate such reimbursement with the contractor or supplier when negotiating the cost of the contract, but shall not negotiate rates higher than those authorized by this rule.

(G) Exceptions may be requested by submitting a written request to the director of budget and management by the head of a state agency or their designee. State agents should make every effort to request an exception prior to travel taking place. The director of the office of budget and management may grant exceptions to this rule only for travel by law enforcement officials, insurance examiners, state agents on continuous travel status for two or more consecutive days, state agents requiring special travel arrangements due to a disability, and state agents whose workday is other than eight a.m. to five p.m. or if state agents whose in-state travel and lodging arrangements are economically advantageous to the state. Other exceptions may be granted upon a written request submitted to the director of budget and management by the head of a state agency or their designee prior to the expense being incurred or, at the director's discretion, after the expense has been incurred. No exception shall remain in effect for more than one fiscal year.

(H) Amendment to this rule

An amendment to this rule applies to travel on or after the effective date of the amendment.

Last updated December 5, 2025 at 8:34 AM

History

Effective: November 13, 2025
Promulgated Under: 111.15

Chapter 3358:17-42 Student Conduct

Ohio Adm.Code 3358:17-42-01 Student conduct policies.

(A) Conduct policy.

Behavior contrary to civil law, and/or criminal law, and/or behavior that interferes with educational objectives and programs of Washington state community college is forbidden. Such behavior will result in disciplinary action including but not limited to disciplinary probation, suspension, dismissal, expulsion, with holding of transcripts or other appropriate action as determined by the administration.

The decision as to whether a specific kind of behavior is a violation will rest with the administration. A complaint against student conduct should generally be reported to and reviewed by the appropriate academic or non - academic dean. The dean will determine if disciplinary action is appropriate and if the violation is sufficiently serious to require review by members of the executive committee. Disagreements with the dean's decision may be appealed to the judicial board.

If the dean finds that expulsion from class or from the college may be warranted, he/she will refer the matter to a committee composed of three members of the executive committee appointed by the president (here after referred to as the committee). The committee will review and decide on violation of the conduct policy and appropriate disciplinary action if any. Disagreements with the committee's decision may be appealed to the judicial board.

This rule includes the use of the grounds, buildings, equipment and facilities of Washington state community college and includes the conduct of the students, staff, faculty, and visitors to the campus. This regulation shall not include any restrictions on the freedom of speech, the right of persons on the campus to assemble peacefully, nor the right to appeal as described in the rules for "judicial appeals process" in paragraph (A)(1)(b) of rule 3358:17-42-02 of the Administrative Code.

The following are specific but not exclusive examples of behavior prohibited by this rule:

(1) Deliberate destruction of, damage to, malicious misuse of, or abuse of college property.

(2) Assault or battery upon another person while on college owned or controlled property.

(3) Theft of property of the college or any private individual which is physically located on college owned or controlled property.

(4) Forgery or alteration of any college identification cards, parking permits, or records or information storage systems.

(5) Plagiarism or any behavior involving dishonesty.

(6) Manufacture, sale, possession, or use of alcoholic beverages or controlled substances.

(7) Obstruction or disruption of teaching, research, administration, disciplinary procedures or other college activities.

(8) Participation in or organization of any unauthorized demonstration or activity which interrupts the function of the college or interferes with the rights of other members of the college community.

(9) Unauthorized entry into or use of college facilities, either building or grounds.

(10) Prohibited articles on the campus: the possession by students of firearms, fireworks, explosives, and hunting weapons such as knives, bows, and arrows, and crossbows are strictly prohibited on college owned or controlled property for any reason. This prohibition is made for the safety of all individuals on the campus. Some exceptions to these prohibited articles may be approved by the board of trustees.

(11) Deliberate disobedience of or resistance to identified college authorities acting in accordance with college policy.

(12) Drunkenness or gambling on college owned or controlled property.

(13) Falsification or deliberate misrepresentation of facts pertaining to admissions, financial aid, or other acts which result in personal or financial benefit.

(14) Disorderly conduct on college owned or controlled property.

(15) Unauthorized presence on campus after expulsion from the college.

(16) Verbal or physical harassment of a student or students, or of an employee or employees.

(17) Observed excessive speed or reckless operation of a motor vehicle on campus.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-42-02

(A) Judicial appeal process.

(1) The following judicial appeal process shall apply for any student who elects to appeal a non-academic decision made under the college conduct policy or other established policy of the college.

Personnel who participated in the initial decision will not participate in the decisions of the judicial board.

(a) Any person who wants to appeal a decision under college policy may do so by requesting in writing a meeting with the judicial board. The request must be submitted to the office of the chief academic officer within five working days of the original decision. (For the purposes of this policy, "working days" shall be defined as any days from Monday through Friday that the college is open.)

(b) A meeting of the judicial board will be scheduled by the chairperson within ten working days of receipt of the student's appeal and notify the student of the time and place of the meeting. In the appeal, the student may present evidence or information on his or her behalf and may be accompanied by a faculty/staff member or other representative of his or her choice (or if under age of eighteen, may be accompanied by a legal guardian.). The faculty/staff member, representative, or guardian may consult with but may not speak on behalf of the student or otherwise participate directly in the proceedings, unless given permission to do so by the chairperson.

The chairperson of the judicial board must supply a written answer to the student within five working days of the date the appeal is heard. The judicial board shall keep a written summary of the proceedings. The written summary and any other materials pertinent to the review shall then be forwarded by the chairperson of the judicial board to the chief academic officer.

(c) If the student is not satisfied with the disposition of the appeal by the judicial board, he or she may appeal in writing the decision of the judicial board to the president of the college or his/her designee. The appeal must be filed within five working days after the receipt of written notice of the decision of the judicial board.

(d) The decision of the president of the college or his/her designee must be rendered within five working days and is final.

(e) The appeal may be withdrawn by the student at any point in the appeal process.

(2) The judicial board will be composed of one department chair, three faculty members, three representatives from student services and two students. A quorum consists of four committee members plus the chairperson. The members and chairperson of the judicial board are appointed by the chief academic officer.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-42-03 Compliance with the drug-free schools and communities act amendment of 1989.

(A) Compliance with the drug-free schools and communities act amendment of 1989.

(1) Standards of conduct.

Washington state community college prohibits the unlawful possession, use, or distribution of illicit drugs and alcohol by students and employees on its property or as part of any of its activities.

(2) Legal sanctions.

The Controlled Substances Act ("CSA"), title II of the Comprehensive Drug Abuse Prevention and Control Act of 1970, is the legal foundation of the government's fight against abuse of drugs and other substances. This law is a consolidation of numerous laws regulating the manufacture and distribution of narcotics, stimulants, depressants, and hallucinogens. The CSA places all controlled substances into one of the following schedules:

(a) Schedule I.

(i) The drug or other substances has a potential for abuse.

(ii) The drug or other substance has no currently accepted medical use in treatment in the United States.

(iii) There is a lack of accepted safety for use of the drug or other substance under medical supervision.

(b) Schedule II.

(i) The drug or other substance has a high potential for abuse.

(ii) The drug or other substance has a currently accepted medical use in treatment in the United States or a currently accepted medical use with severe restrictions.

(iii) Abuse of the drug or other substance may lead to severe psychological or physical dependence.

(i) The drug or other substance has potential for abuse less than the drugs or other substances in schedules I and II.

(ii) The drug or other substance has a currently accepted medical use in treatment in the United States.

(iii) Abuse of the drug or other substance may lead to moderate or low physical dependence or high psychological dependence.

(d) Schedule IV.

(i) The drug or other substance has a low potential for abuse relative to the drugs or other substances in schedule III.

(ii) The drug or other substance has a currently accepted medical use in treatment in the United States.

(iii) Abuse of the drug or other substance may lead to limited physical dependence or psychological dependence relative to the drugs or other substances in schedule III.

(e) Schedule V.

(i) The drug or other substance has a potential for abuse relative to the drugs or other substances in schedule IV.

(ii) The drug or other substance has a currently accepted medical use in treatment in the United States.

(iii) Abuse of the drug or other substances may lead to limited physical dependence or psychological dependence relative to the drugs or other substances in schedule IV.

(3) Federal legal sanctions.

Federal trafficking penalties can be found by visiting the drug enforcement administration website at www.dea.gov.

(4) State and local legal sanctions.

(a) Drug offenses.

A detailed description of drug offenses in the state of Ohio is found in the following sections of the Revised Code:

(i) In section 2925.02 of the Revised Code, "Corrupting another with drugs."

(ii) In section 2925.03 of the Revised Code, "Trafficking in drugs."

(iii) In section 2925.11 of the Revised Code, "Drug abuse."

(iv) In section 2925.12 of the Revised Code, "Possessing drug abuse instruments."

(v) In section 2925.13 of the Revised Code, "Permitting drug abuse."

(vi) In section 2925.14 of the Revised Code, "Drug paraphernalia offenses."

(vii) In section 2925.21 of the Revised Code, "Theft of drugs."

(viii) In section 2925.22 of the Revised Code, "Deception to obtain a dangerous drug."

(ix) In section 2925.23 of the Revised Code, "Illegal processing of drug documents."

(x) In section 2925.31 of the Revised Code, "Abusing harmful intoxicants."

(xi) In section 2925.32 of the Revised Code, "Trafficking in harmful intoxicants."

(xii) In section 2925.36 of the Revised Code, "Illegal dispensing of drug samples."

(xiii) In section 2925.37 of the Revised Code, "Offenses involving counterfeit controlled substances."

(xiv) In section 2925.56 of the Revised Code, "Unlawful purchase of pseudoephedrine."

(xv) In section 2925.57 of the Revised Code, "Unlawful sale of pseudoephedrine."

(xvi) In section 4301.69 of the Revised Code, "Underage alcohol offenses."

It is against the law to have in your possession an open container of beer or any alcoholic beverage on the street, in any public place not licensed to sell alcoholic beverages for consumption on the premises or in a motor vehicle.

(b) The charges filed and penalties imposed for violation of these sections of the Revised Code depends on several factors, including but not limited to the classification of the drug (marijuana or class I, II, III, IV, V), quantity involved, location of the offense and past criminal record.

(c) Charges filed can range from a minor misdemeanor to a first degree felony and penalties imposed can range from three months to twelve years incarceration and fines from one thousand to fifty thousand dollars.

(5) Visit the national institue on drug abuse as www.drugabuse.gov for the health risks of the most commonly used drugs.

(6) Available assistance.

Any student with a drug or alcohol problem should seek counseling from the student services office. If appropriate, referrals may be made to community - based agencies, such as first city recovery or the care unit hospital program.

(7) Campus sanctions - student violations.

Drug and alcohol violations fall under the college's conduct policy and will result in disciplinary action including but not limited to the completion of an appropriate rehabilitation program, referral for prosecution, expulsion, or other appropriate action as determined by the administration. The decision as to whether a specific kind of behavior is a violation will rest with the administrationter.

Any student who elects to appeal a decision made under the conduct policy may do so by following the judicial appeal process as described in paragraph (B) of this rule.

History

Effective: March 23, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:17-42-04 Student e-mail policy.

(A) Student e-mail policy.

The college provides e-mail services to students as an educational experience and as a way to facilitate communications with other students and internal and external resource providers. As with any electronic communication services, there are policies that must be observed in order to clarify rights and responsibilities. Based on legal precedents, the college will observe the following policy statements concerning student use of e-mail.

(1) E-mail is a tool provided by the college to enrich the students' educational experience and is a proprietary system of the college. As a result:

Students have no personal privacy rights in regard to e-mail usage. All messages sent and received are subject to access by the college administration. A monitoring system is in place and is periodically checked to insure that the system is operating efficiently.

(2) Students may not protect e-mail access with a password other than that capability provided through the college's e-mail software program. College personnel must have access to the system in order to manage it for the benefits of all users.

(3) Harassment policies extend to e-mail. Sexual and other types of harassment expressly prohibited in other sections of this manual are also prohibited on the e-mail service.

(4) Any and all policies covered in this manual are applicable when the communications mode is e-mail or any other electronic communications media.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Chapter 3358:17-60 Independent Study

Ohio Adm.Code 3358:17-60-03 Independent study.

(B) The instructor of each student taking an independent study course is to be responsible for all activities relating to assignments, evaluations, curriculum and supervision of the student.

(D) Faculty members carrying the regular full-time academic teaching load will not be required to accept independent study students except on a voluntary basis.

(E) Generally, approval for independent study will be granted only in a semester in which the course is not offered.

(F) The request for independent study form must be completed before consideration of a request for independent study. This form is available from the offices of the academic deans.

History

Effective: March 21, 2015
Promulgated Under: 111.15

Ohio Administrative Code 3358:17 — State Community Colleges | Washington State Community College

Chapter 3358:17-1 Members and Officers of the Board; Responsibilities

Ohio Adm.Code 3358:17-1-01 Members of the board and their duties and responsibilities.

Ohio Adm.Code 3358:17-1-02 Officers of the board and their duties.

Ohio Adm.Code 3358:17-1-03 Committees of the board.

Ohio Adm.Code 3358:17-1-04 Meetings of the board.

Ohio Adm.Code 3358:17-1-04.1 Open meetings.

Ohio Adm.Code 3358:17-1-04.2 Executive sessions.

Chapter 3358:17-7 Policies on Concealed Weapons; Public Records; Legal Advisor

Ohio Adm.Code 3358:17-7-01 Legal advisor.

Ohio Adm.Code 3358:17-7-01.1 Public records policy.

Ohio Adm.Code 3358:17-7-02 Concealed weapons policy.

Chapter 3358:17-9 Employees In General

Ohio Adm.Code 3358:17-9-01 Employee categories.

Ohio Adm.Code 3358:17-20-03

Ohio Adm.Code 3358:17-9-02 Concealed weapons policy.

Ohio Adm.Code 3358:17-20-04

Ohio Adm.Code 3358:17-22-04

Ohio Adm.Code 3358:17-9-03

Chapter 3358:17-11 Employee Benefits

Ohio Adm.Code 3358:17-11-01 Vacation, personal/emergency, and sick/bereavement leave.

Ohio Adm.Code 3358:17-11-02 Holidays.

Ohio Adm.Code 3358:17-11-03 Family and medical leave.

Ohio Adm.Code 3358:17-11-04 Unpaid leave.

Ohio Adm.Code 3358:17-11-05 Administrative leave.

Ohio Adm.Code 3358:17-11-06 Jury duty and military leave.

Ohio Adm.Code 3358:17-11-07 Catastrophic leave.

Ohio Adm.Code 3358:17-11-17 Responsibilities, duties, code of ethics.

Ohio Adm.Code 3358:17-11-17.1 Standards of performance.

Ohio Adm.Code 3358:17-11-17.2 Potential conflicts of interest.

Ohio Adm.Code 3358:17-11-22 Background checks for college employees.

Chapter 3358:17-20 Faculty In General

Ohio Adm.Code 3358:17-20-02 Qualifications for full-time and part-time faculty.

Ohio Adm.Code 3358:17-9-01

Ohio Adm.Code 3358:17-20-03 Faculty workload policy.

Ohio Adm.Code 3358:17-20-03.1 Course assignments.

Ohio Adm.Code 3358:17-20-03.2 Faculty rank.

Ohio Adm.Code 3358:17-20-04 Employee disciplinary action.

Ohio Adm.Code 3358:17-20-05 Reduction in work force.

Ohio Adm.Code 3358:17-20-06 Part-time faculty absence.

Ohio Adm.Code 3358:17-20-07 Evaluations.

Chapter 3358:17-22 Committees; Grievance Procedure

Ohio Adm.Code 3358:17-22-01 Committees.

Ohio Adm.Code 3358:17-22-04 Grievance procedure.

Chapter 3358:17-25 Compensation

Ohio Adm.Code 3358:17-25-01 Compensation and related benefits.

Ohio Adm.Code 3358:17-60-03

Chapter 3358:17-26 General Working Regulations

Ohio Adm.Code 3358:17-26-01 General working regulations.

Ohio Adm.Code 3358:17-26-01.1 Emergency closure and weather relations absence policy.

Ohio Adm.Code 3358:17-25-01

Ohio Adm.Code 3358:17-26-01.2 Flexible scheduling.

Ohio Adm.Code 3358:17-26-02 Salaries for full-time and part-time personnel.

Ohio Adm.Code 3358:17-60-03

Chapter 3358:17-31 Policy on Reimbursement

Ohio Adm.Code 3358:17-31-05 Reimbursement policies.

Ohio Adm.Code 126-1-02

Chapter 3358:17-42 Student Conduct

Ohio Adm.Code 3358:17-42-01 Student conduct policies.

Ohio Adm.Code 3358:17-42-02

Ohio Adm.Code 3358:17-42-03 Compliance with the drug-free schools and communities act amendment of 1989.

Ohio Adm.Code 3358:17-42-04 Student e-mail policy.

Chapter 3358:17-60 Independent Study

Ohio Adm.Code 3358:17-60-03 Independent study.

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