Ohio Adm.Code 3358:5 | Ohio Administrative Code 3358:5 — State Community Colleges | Clark State College

Chapter 3358:5-1 College Mission, Vision and Principles; Board Responsibilities

Ohio Adm.Code 3358:5-1-01 Foundation-college board relationship.

(A) Responsibilities of the college

(1) The college shall share annually with the foundation its strategic plan, institutional priorities and projects, and resource requirements, so that the foundation may represent the direction and needs of the college to donor prospects and align its programs and campaigns consistent with the strategic objectives of the college.

(2) The college shall promptly alert the foundation to prospective gifts, so that each opportunity for enhancing gift potential and donor relations is fully utilized.

(3) The college agrees to cooperate with the foundation in making available office space and equipment and in making available certain of its employees to engage in administrative and support activities for the foundation. These employees shall remain for all purposes employees of the college and subject to all rights and responsibilities of other college employees.

(4) The college shall cooperate with the foundation in the development of the foundation's fundraising programs and campaigns as may reasonably be necessary for the successful conduct of fundraising programs and campaigns.

(5) The college board of trustees shall appoint a trustee to faithfully attend the meetings of the foundation, and to regularly report the actions of those meetings to the board of trustees.

(6) The college shall ensure that the foundation board of directors is covered by directors and officers liability insurance and other liability coverages as appropriate for the operations of the foundation.

(B) Responsibilities of the foundation

(1) The foundation shall raise, invest, and endow funds for specific college purposes in accordance with the laws of the state of Ohio and any applicable federal laws. Such funds collected shall be used to support the mission, vision and priorities of the college and agreed upon by the foundation board of directors and the college board of trustees. The college shall receive the benefit of all funds directly or indirectly raised or generated by the foundation.

(2) The foundation shall solicit gifts, where appropriate, in the name of the foundation, on behalf of the college. Correspondence, solicitations, activities and advertisements concerning the foundation shall be clearly discernible as being from the foundation.

(3) The foundation shall conduct its activities in such a manner to maintain its status as a tax exempt, charitable organization under state and federal tax laws.

(4) The foundation shall plan all fundraising activities and the promotion and sponsoring of programs in support of college activities in a manner consistent with the mission, vision, purpose and priorities of the college and in close cooperation with the college.

(5) The foundation shall raise funds in support of the Performing arts center. Funds raised will be allocated in a manner keeping with the funding needs of the college.

(6) The foundation will assume responsibility for the cost of its variable expenses, including the cost of the audit and the costs of fundraising campaigns and projects. The costs assumed by the foundation will be reflected in the foundation's annual operating budget, which must be approved by the college president and the foundation board of directors.

(7) The foundation agrees to notify, coordinate with, and solicit the comments of the college regarding all significant disbursements and expenditures planned by the foundation on behalf of the college. The foundation shall notify the college, at the earliest possible date, of any proposed purchase of real estate and any significant debt to be incurred for permanent or working capital, and coordinate its efforts with the college.

(8) The foundation shall obtain prior approval from the college before accepting any gift for the benefit of the college that contains restrictive terms or conditions or involves real estate. The coundation will advise prospective donors that any such gifts are subject to the approval of the college under this agreement.

(9) The foundation shall hold, invest, manage and allocate funds and property received in the name of the foundation, and such endowments received in the name of the college and transferred to the foundation to be managed on its behalf and for its benefit, according to their terms. Such endowments shall be separately accounted for and segregated from other funds.

(10) The foundation board of directors will retain their right to refuse any contribution, donation, or gift which comes from a source which, in the foundation board's determination is not in concert with the foundation's mission or its inherent legal, moral, and ethical standard.

(11) The foundation shall have an accounting system in place to ensure financial activities are carried out and reported in accordance with generally accepted business and accounting practices.

(12) The foundation shall have an annual audit of its financial activities by a certified public accountant in conjunction with the annual college audit.

(13) The books, records, documents, and procedures and practices of the foundation relevant to or affecting this agreement shall be subject to inspection by the college at reasonable times.

(14) The foundation shall provide an annual report to the college, including but not limited to, the activities, programs, holdings, investments, income, and fiscal operations of the foundation.

(15) The foundation will consult with the college before any changes in the nature, scope or purpose of the foundation are made. The foundation shall provide the college president with an advance copy of any amendments, additions, or deletions to the foundation's bylaws.

(1) The college acknowledges and accepts the separate and independent nature of the coundation, and the foundation acknowledges and accepts the separate and independent nature of the college. Each agrees to cooperate with the other in the advancement, achievement, and support of the educational and cultural programs and services of the college.

(2) The foundation shall be solely responsible for the satisfaction of its own obligations, debts, liabilities, and judgments. The foundation shall not use funds belonging to the college, and managed by the foundation on its behalf, for the satisfaction of any such obligation, debt, liability or judgment.

(3) The college shall maintain, at all times, all necessary policies of insurance for the benefit of the foundation board of directors.

(4) The college shall establish and enforce policies and procedures that support the foundation's ability to protect the confidentiality of donor records. All information about donors, prospective donors, gift data, campaign assignments and notes, donor correspondence and related information is the confidential property of the foundation, whether maintained in paper or electronic form, or maintained on servers and equipment owned by the college, in accordance with the laws of the state of Ohio.

Last updated May 5, 2025 at 10:32 AM

History

Effective: May 5, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-02 Political candidates and issues.

(A) It shall be the policy of Clark state community college not to endorse political candidates nor to take positions on political issues, except when direct community college interests prevail.

(B) Clark state community college will not take a position on any matter of political or public controversy; however, college facilities may be utilized for political forums by individual candidates for the public purpose.

(C) An individual or group of the college is free to take a position on any matter but expression of that position must be taken in such a way that it is not being carried on by or in the name of the college.

(D) Personal letters or statements of the staff, faculty, or student body may not use the mantle of the college's name to support or gain wider circulation of the views.

History

Effective: March 18, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-03 Board of trustees regular meetings and executive sessions.

(A) Pursuant to section 121.22 of the Revised Code as amended by Amended Substitute Senate Bill 74 of the 111th General Assembly and by Amended Substitute Senate Bill 150 of the 117th General Assembly, the board of trustees of Clark state college reaffirms its policy of taking all official action in public meetings and of conducting deliberation of official business in open sessions unless the subject matter is specifically excepted by law.

(B) A duplicated calendar of regularly scheduled meetings noting the date, time, and place of such meetings is and shall continue to be available to all persons requesting a copy. In addition, the regular board meeting calendar is continuously posted on the board of trustees' page on the college's website. Tentative agendas are available upon individual request to the secretary of the board of trustees five days prior to the scheduled meeting. Any person may, upon request for notification of all meetings at which specifically identified public business is to be discussed and upon payment of a reasonable fee which the board may establish, obtain reasonable advance notification of all such meetings provided such person makes the request in writing.

(C) Pursuant to section 3345.82 of the Revised Code as amended by Substitute House Bill 110 of the 134th General Assembly, the following guidelines establish the rules and parameters in which trustees are permitted to attend a meeting of the board of trustees via means of electronic communication:

(1) At least one-third of the trustees attending the meeting shall be present in person at the place where the meeting is conducted.

(2) A trustee must be present in person at no less than one-half of the regular meetings of the board annually.

(3) A trustee who attends a meeting via means of electronic communication is considered to be present at the meeting, is counted for purposes of establishing a quorum, and may vote at the meeting.

(4) All votes taken at the meeting are taken by roll call vote.

(5) Trustees who intend to attend a meeting via means of electronic communication must notify the chairperson and the secretary of the board of that intent not less than forty-eight hours before the meeting, except in the case of a declared emergency.

(D) The date, time, place, and purpose of special meetings will normally be announced at the preceding regular meeting. With the exception of an emergency requiring official action, no less than twenty-four hours advanced notice will be given to news media that have requested notification. In emergency situations, requesting news media will be informed immediately by the marketing department.

(E) The board of trustees reserves to its discretion the holding of executive sessions at regular and/or special meetings only after a majority of a quorum of the board of trustees determines, by a roll call vote, to hold such a session and only for the sole purpose of the consideration of any of the following matters:

(1) To consider the appointment, employment, dismissal, discipline, promotion, demotion, or compensation of an employee, or to investigate charges or complaints against an employee, unless such employee requests a public hearing. The motion and vote by the board of trustees to hold an executive session pursuant to this paragraph shall state which one or more of the approved purposes listed in this paragraph are the purposes for which the executive session is to be held, but need not include the name of any person to be considered at such meeting.

(2) To consider the purchase of property or the sale of property by competitive bidding.

(3) To confer with the board's attorney concerning disputes that are the subject of pending or imminent court action.

(4) To prepare for, conduct, or review negotiations with employees concerning their compensation or other terms and conditions of their employment.

(5) To maintain confidentiality required by federal law, rules, or state statute.

(6) To discuss security arrangements where disclosure might reveal information that could be used for the purpose of violating the law, or avoiding prosecution for a violation of the law.

(F) If the board of trustees holds an executive session to consider any of the matters listed in this rule, the motion and vote to hold that executive session shall state which one or more of the approved matters listed in those paragraphs are to be considered at the executive session.

Last updated May 2, 2025 at 7:47 AM

History

Effective: May 2, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-06 Mission, vision, and guiding principles.

(A) Mission To serve a diverse population of learners by providing access to high-quality, learning-centered education and services while fostering individual and community success

(B) Vision Clark state will build a community that empowers individuals to experience intellectual growth by creating opportunities for them to be accepted, challenged, held accountable, rewarded, and transformed.

(1) Learning We value the use of best academic practices and resources to create a learning community that challenges, transforms, and empowers students and employees.

(2) Community We trust, respect, and care for people with whom we work and serve.

(3) Partnerships We foster collaboration to address student and stakeholder needs and to contribute to the economic and social well-being of our region.

(4) Innovation We push the boundaries of creativity.

(5) Diversity We welcome all individuals to create an inclusive environment.

History

Effective: March 18, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-07 Contracting authority resolution.

(A) The president of Clark state community college, or his/her designee appointed in writing, is authorized to execute and deliver, in the name of, on behalf of, and as the act of the college, deeds, conveyances, notices, leases, checks, drafts, bills of exchange, warrants, promissory notes, bonds, debentures, contracts, and other papers and instruments in writing as may be authorized for execution and delivery by the board of trustees of the college.

(B) The president of Clark state community college, in addition to the vice president of advancement and the vice president of business affairs, is authorized to receive and accept (federal and other) grant awards and subsequent amendments on behalf of the college.

(C) Upon request of a contracting party, the secretary of the board of trustees of the college may certify to the requesting party the adoption and existence of these resolutions.

(D) The authority conferred to the president of the college or his/her designee by these resolutions shall remain in full force and effect until revoked or modified by the board of trustees of the college in writing.

History

Effective: March 18, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-10 Strategic plan.

(A)

Goal 1: Increase enrollment, student success, engagement, retention and completion.

(1) Implement an advising model that increases student preparedness, retention and completion.

(2) Develop comprehensive first year experience that encourages student success, engagement, retention and completion.

(3) Create academic pathways and articulations that are responsive to workforce needs.

(4) Increase student access by developing a strategic enrollment management plan.

(B)

Goal 2: Improve communication and collaboration within the college and with our diverse communities, businesses, and industries.

(1) Enhance awareness and visibility of Clark state via strategic marketing and comprehensive promotion campaigns.

(2) Increase communication and community stakeholder engagement.

(3) Develop opportunities for collaboration and engagement among faculty, staff, students and alumni.

(4) Leverage technology to increase communication and collaboration, both internal and external to the college.

(C)

Goal 3: Develop quality academic, community and support programs by creating an innovative learning environment.

(1) Restructure and redesign developmental education.

(2) Identify and provide resources for teaching and learning for academic and instructional support.

(3) Provide professional development that facilitates teaching and learning, and improves programs and services.

(4) Create partnerships with business and industry to align and advance college programs in a competitive global economy.

Last updated September 16, 2025 at 11:05 AM

History

Effective: October 30, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-11 Governance commitment.

(A) The board, on behalf of residents of the Clark state community college service area, will exercise its statutory authority to assure that Clark state community college fulfills its mission. It will do this by leading Clark state sommunity college with a strategic perspective, rigorously attending to its leadership role and the continuous improvement of its capability as a body to define values and vision.

(B) As the responsible governing authority, the board of trustees will conduct itself so as to:

(1) Demonstrate a spirit of collaboration and mutual purpose in advancing the mission of the college;

(2) Serve as a unified and harmonious voice in promoting the college's purpose and vision; and

(3) Serve as an informed representative of the interests of the people of its service area.

History

Effective: March 18, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-12 Board governing style.

(A) The board will be actively involved in the governance of the college, being proactive rather than reactive, staying adequately informed on relevant issues, and approaching its task with a style which emphasizes outward vision rather than an internal preoccupation, encouragement of diversity in viewpoints, strategic leadership more than administrative detail, clear distinction of board and president roles, collective rather than individual decisions, and future rather than past or present thinking.

(B) More specifically, the board will:

(1) Operate in all ways mindful of its civic trusteeship obligation to the citizens of its district.

(2) Enforce upon itself whatever discipline is needed to govern with excellence. Discipline will apply to matters such as attendance, policy-making principles, respect of roles, speaking with one voice, and adherence to ethical practices.

(3) Keep adequately informed about relevant global and local educational and other issues, actively gathering information to fulfill this role.

(4) Direct, control and inspire the organization through the careful establishment of the broadest organizational values and perspectives through written policies.

(5) Focus chiefly on intended long-term impacts on the world outside the organization (ends), not on the administrative or programmatic means of attaining those effects.

(6) Be an initiator of policy, not merely a reactor to staff initiatives. The board, not the staff, will be responsible for board performance.

(7) Use the expertise of individual members to enhance the ability of the board as a body, rather than to substitute their individual values for the group's values.

(8) Monitor and discuss the board's own process and performance. Within this context, the board commits to the continuous improvement of its governing processes and for the growth and development of each trustee.

History

Effective: March 18, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-13 Board responsibilities.

(A) The board is to make certain contributions which lead the organization toward the desired performance. The board's specific contributions are unique to its trusteeship and necessary for proper governance and management.

(B) Consequently, the contributions of the board shall:

(1) Be the link between the college and the communities it serves and be accountable to the general public for competent, conscientious and effective accomplishment of its obligations as a body.

(2) Write governing policies which, at the broadest levels, address:

(a) Strategic planning goals: impacts, results, benefits and outcomes (what good for which needs at what cost).

(b) Executive limitations: constraints on executive authority which establish the prudence and ethics boundaries within which all executive activity and decisions must take place.

(d) Board-president relationship: how power is delegated and its proper use monitored.

(3) Monitor presidential job performance against all policies and presidential job performance and outcomes organizational accomplishment of board policies on strategic planning and organizational operation with the boundaries established in board policies on executive limitations.

(a) Interface appropriately with the legislative process.

(b) Support financial resource development.

(d) As specifically provided by the Ohio Revised Code, perform the following duties:

(i) Appoint the president and establish his/her salary and terms of contract.

(ii) Upon the recommendation of the president, take action upon the following personnel matters:

(a) Appointments of all regular faculty and exempt employees;

(b) Terminations;

(d) Layoffs and/or reductions-in-force;

(e) Promotions

(iii) Take action on financial matters as specified in the policies: asset protection, financial planning and financial condition.

(iv) Approve the adoption of new one-year certificate, associate degree and bachelor's degree programs and the discontinuation of existing one-year certificate, associate degree and bachelor's degree programs.

(v) Grant appropriate associate and bachelor's degrees to students successfully completing programs and certificates to those students successfully completing certificate programs.

(vi) Prescribe policies for the effective operation of the college, including rules and regulations for the utilization of buildings and grounds by other public agencies, and exercise such powers as are necessary for the efficient management of the college.

(vii) Adhere to all Ohio Revised Code regulations regarding powers and duties of board of trustees, including but not limited to the purchase of appropriate insurance policies as required by section 3358.08 of the Revised Code; adherence to depositories, investment of funds policies and audit as prescribed by section 3354.10 of the Revised Code; and acquisition of auxiliary or education facilities and control issuance of obligations as prescribed by section 3354.121 of the Revised Code.

Last updated July 14, 2026 at 3:39 AM

History

Effective: July 14, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-14 Board operations.

The board will operate in a consistent manner, following the policies detailed herein, and unless otherwise noted, adhere to these operational proceedings:

(A) The board will establish an annual meeting schedule at the annual organizational meeting.

(B) At the annual organizational meeting, to be held as part of the January board meeting, the board shall elect a chair, a vice chair, and a secretary.

(C) The board chair and governance and policy committee shall appoint committee chairs and committee membership prior to the annual organizational meeting.

(D) The board, when it is found to be in the best interest of the college service district, may, by a majority vote, suspend its rules and take statutorily authorized action overriding previously adopted policy.

(E) The agenda will be set by the president in collaboration with the board chairperson.

(F) The board shall designate up to ten minutes for public comments on any subject relevant to the work of the board in regularly scheduled meetings. The "public" shall be defined as constituent groups external to the college. Citizens may register with the secretary, indicating their desire to speak, at least twenty-four hours prior to the commencement of the meeting. Those registered to speak will do so in the order in which they register; speakers will identify themselves and limit their remarks to five minutes per person for a maximum of ten minutes per subject.

Last updated May 5, 2025 at 10:32 AM

History

Effective: May 5, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-15 Board members' code of conduct.

The board expects of itself as a whole, and of its members, ethical and professional conduct. This commitment includes proper use of authority and appropriate decorum in group and individual behavior when acting as board members.

(A) Board members must represent unconflicted loyalty to the interests of the ownership. This accountability supersedes any conflicting loyalty such as that to advocacy or interest groups and membership on other boards or staffs. This accountability supersedes the personal interest of any board member acting as an individual consumer of the college's services.

(B) Board members must avoid any conflict of interest or appearance of conflict of interest with respect to their fiduciary responsibility. Board members shall conduct themselves at all times in compliance with section 102.03 of the Revised Code, governing restrictions on public officials, and section 2921.42 of the Revised Code, governing unlawful interests in public contracts.

(1) There shall be no self-dealing or conduct of private business or personal services between any board member and the college. Conduct of private business or personal services between any board member and any public agency other than the college shall be in compliance with section 102.04 of the Revised Code.

(2) Board members must not use their positions to obtain employment in the college for themselves, family members, or close associates.

(3) Should a board member be offered and accept employment with the college, he or she shall resign from the board.

(4) Board members shall file the financial disclosure statements required by the Ohio ethics commission in a timely manner each year.

(C) Board members may not attempt to exercise individual authority over the college except as explicitly set forth in board policies.

(1) Board members' interaction with the president or with staff must recognize the lack of authority in any individual board member or group of board members, except as noted in this rule.

(2) Board members' interaction with the public, press, or other entities must recognize the same limitation and the similar inability of any board member or board members to speak for the board.

(3) The board of trustees will always speak officially as one voice. Individual board members may not exercise, nor attempt to exercise, any authority over the board or the college, except as specifically provided by board policies.

(4) Although the board expects its members to represent diverse opinions and viewpoints and encourages them to express their ideas and thoughts at board meetings, individual opinions shall not be presented to the public as official board positions, policies, or actions.

(5) Board members are required to be punctual and prepared for all meetings, and they are expected to participate productively in board discussions.

(6) Board members are required to attend three-fifths of all regular and special meetings, as required by paragraph (A) of section 3.17 of the Revised Code.

(7) Board members will make no judgments of the president or staff performance, except as that performance is assessed against explicit board policies by the official process.

History

Effective: March 18, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-16 Chairperson's role.

(A) The chairperson is elected at the first regularly scheduled meeting of the calendar year by fellow board members. The chairperson may only serve in three consecutive years.

(B) As the elected leader of the board, the chairperson shall maintain the integrity of the board's process and represent the board to outside parties. The chairperson, or the chairperson's designee, is the only board member authorized to officially speak for the board. The chairperson shall ensure that the board and individual board members act consistently with the board's own rules and policies and those legitimately imposed upon the commission from outside the college. The chairperson shall:

(1) Preside at board meetings in an efficient and effective manner and set the general tone for each meeting through positive leadership.

(2) Ensure that discussion at board meetings is limited to those issues which, according to board policy, belong to the board to decide.

(3) Ensure that deliberations are fair, open, and thorough, but also efficient, timely, orderly and to the point.

(4) Strive to achieve consensus among members on board decisions by stimulating a thorough discussion of the issues.

(5) Appoint a governance committee of the board to monitor such issues.

(1) Ensure that other board members are informed of current and pending board issues and processes.

(2) Appoint members of committees established by the board in collaboration with the board governance and policy committee.

(3) Ensure compliance with all required duties imposed by law, including, but not limited to:

(a) Signing all official documents and contracts on behalf of the college as required by applicable law or regulation or as authorized by the board.

(b) Executing all necessary legal documents in the name of the board for the recovery of damages, money, penalty, forfeiture or for other legal action.

(D) The chairperson is authorized to use any reasonable interpretation of the provisions in governance process and board-president relationship policies in carrying out his/her role. The chairperson is responsible for the board-president relationship and shall communicate and interact with the president. However, since the president is responsible to the entire board, the chairperson has no authority to unilaterally supervise or direct the president.

Last updated May 2, 2025 at 7:47 AM

History

Effective: May 2, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-17 Annual board planning cycle.

(A) To accomplish its job outputs with a governance style consistent with board policies, the board will follow an annual agenda which:

(1) Completes a re-exploration of ends policies annually, and

(2) Continually improves its performance through attention to board education and to enriched input and deliberation.

(B) Education, input and deliberation will receive the highest priority in structuring the series of meetings and other board activities during the year.

History

Effective: March 18, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-18 Board evaluation.

The board will evaluate:

(A) Board policies Board governance policies will be reviewed and updated as necessary.

(B) Board governance process The board will evaluate its compliance with the governance process and the board-president relationship policies.

(C) Board and presidential annual goals The board will review board, college, and presidential goals annually. Presidential goals are derived from college goals.

(D) Presidential performance The board will review and evaluate the president's performance at the May board meeting.

History

Effective: March 18, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-19 Board annual calendar.

(A) Each calendar year, a board annual calendar shall be developed.

(B) The calendar shall be approved by the board at the reorganization meeting in January and posted in the LRC.

History

Effective: March 18, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-20 Delegation to the president.

The president is accountable to the full board. The board will establish the governing policies, delegating implementation of the policies and the development and implementation of procedures to the president.

(A) All board authority delegated to staff is delegated through the president, so that all authority and accountability of staff is considered to be the authority and accountability of the president.

(B) Ends policies direct the president to achieve certain results; executive limitations policies constrain the president to act within acceptable boundaries of prudence and ethics. With respect to ends and executive means, the president is authorized to establish all further procedures, make all decisions, take all actions and develop all activities as long as they are consistent with the board's policies of the Ohio Revised Code.

(C) The board may change its policies, thereby shifting the boundary between board and presidential domains. By so doing, the board changes the latitude of choice given to the president. However, so long as any particular delegation is in place, the board and its members will respect and support the president's choices. This does not prevent the board from obtaining information in the delegated areas, except individual client-identified data.

(D) Decisions or instructions of individual board members, officers or committees are binding on the president, unless the board as a whole or the chairperson overrules the committee. In the case of board members or committees requesting information or assistance without board authorization, the president can refuse such requests that require in the president's judgment a material amount of staff time or funds or are disruptive.

(E) The president, or his/her designee, is authorized to execute and deliver, in the name of, on behalf of, and as the act of the college, deeds, conveyances, notices, leases, checks, drafts, bills of exchange, warrants, promissory notes, bonds, debentures, contracts and other papers and instruments in writing as may be authorized for execution and delivery by the board of trustees of the college. The authority conferred to the president or his/her designee shall remain in full force and effect until revoked or modified by the board of trustees in writing.

(F) The president, in addition to the appropriate vice presidents, is authorized to accept and receive (federal and other) grant awards and subsequent amendments on behalf of Clark state community college.

Last updated May 2, 2025 at 7:48 AM

History

Effective: May 2, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-21 Presidential responsibilities.

(A) The president or his/her designee is the board's only link to operational achievement and conduct, so that all authority and accountability of staff, as far as the board is concerned, is considered the authority and accountability of the president.

(B) Consequently, the president's responsibilities can be stated as performance in the following major areas:

(1) Organizational accomplishments of the provisions of board policies on strategic planning goals.

(2) Organizational operation within the boundaries of prudence and ethics established in board policies on executive limitations, and within state and federal statutory and regulatory requirements.

(3) Compliance with the content of the president's job description and contract.

(4) Effective and timely communication with the board of trustees in a form and manner agreed upon between the president and the board of trustees.

History

Effective: October 15, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-22 Presidential code of conduct.

As chief executive officer of the college, the president shall not:

(A) Cause or allow any practice, activity, decision, or organizational circumstance which is illegal, imprudent, or in violation of commonly accepted business and professional ethics;

(B) Exhibit unprofessional conduct nor bring discredit or embarrassment to the college;

History

Effective: March 18, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-23 Monitoring presidential performance.

Systematic and rigorous monitoring of presidential job performance will be against all policies and presidential job outputs: organizational accomplishment of board policies on strategic planning goals, organizational operation, and state funding formula with the boundaries established in board policies on executive limitations.

(A) The purpose of monitoring is simply to determine the degree to which board policies, goals, strategic directions, strategic initiatives, and one- to three-year plans are being fulfilled. Monitoring is critical to keeping the board informed and provides a mechanism for board feedback to the president. Monitoring will be as automatic as possible, using a minimum of board time so that meetings can be used to create the future rather than to review the past.

(B) A given policy may be monitored in one or more of three ways:

(1) Internal reports which disclose compliance information to the board from the president. Internal reports may include, but are not limited to:

(a) Graduation placement reports

(b) College surveys/community surveys

(d) Financial reports

(e) Student enrollment reports

(f) College strategic plan and related reports

(g) Foundation board initiatives and reports

(h) Institutional data collection

(i) Monitoring reports as required by the board

(2) External reports which disclose compliance information by an external auditor or other persons or entities external to the college. External reports may include, but are not limited to:

(a) Audit reports

(b) Licensing examination results

(d) Transfer data

(e) State/federal entities' data

(f) Reports from the Ohio board of regents

(g) Community surveys/marketing studies

(h) Master capital plan

(3) Direct board inspection which includes compliance information from a board member, a committee, or the board as a whole. This includes inspection of documents, activities, or circumstances, as directed by the board, which allows a "prudent person" test of policy compliance.

(C) Upon the choice of the board, any policy can be monitored by any method at any time. For regular monitoring, however, each strategic planning goal and executive limitations policy will be classified by the board according to frequency and method.

(D) Each year the board will have a formal evaluation of the president. This evaluation will consider monitoring data as defined here, or as established at the previous year's evaluation.

History

Effective: October 15, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-24 General executive requirements.

(A) The president shall act at all times in an exemplary manner consistent with the responsibilities and expectations vested in that office. The president shall act in a manner consistent with college policies and with those practices, activities, decisions, and organizational circumstances which are legal, prudent, and in accordance with commonly accepted business and professional ethics.

(B) Accordingly, the president shall not:

(1) Cause or allow actions toward students, faculty or staff which are inhumane, unsafe, unfair, undignified, discriminatory, or illegal.

(2) Permit conflict of interest in any action taken by the college.

(3) Manage the college without adequate administrative policies for instructional services, student services, administrative and financial services, human resources, marketing, continuing education, workforce development, and economic development.

(4) Fail to take prompt and appropriate action when he/she becomes aware of any violation of any laws, rules, regulations, or any breach of college policies or contracts.

(5) Allow applicable local, state, and federal laws, rules, and regulations to be violated.

History

Effective: March 18, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-25 Communication and counsel to the board.

(A) Inasmuch as the board of trustees cannot responsibly discharge its statutory duties and obligations without accurate and timely information, it shall be the responsibility of the president to assure that the board is provided with all relevant reports, documents, and other materials required for informed decision-making. The president shall also serve as principal counsel to the board on issues, challenges, and matters affecting the college, the board itself, and higher education in general.

(B) To this end, the president shall not:

(1) Submit information and reports which are incomplete, inaccurate, misleading, or unnecessarily vague or complex.

(2) Fail to advise the board if, in the president's opinion, the board is not in compliance with its own policies on governance process and board-staff relationship, particularly in the case of board behavior which is detrimental to the working relationship between the board and the president.

(3) Fail to inform the board of actual or anticipated litigation, specific community concerns, the possibility of adverse media coverage, significant trends, and internal or external changes.

(4) Fail to deal with the board as a whole when fulfilling individual requests for information except when responding to officers or committees duly charged by the board.

(5) Fail to marshal for the board as many staff and external points of view, issues, and options as needed for fully informed board choices.

(6) Fail to provide a mechanism for official board, officer, or committee communications.

History

Effective: March 18, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-26 Treatment of faculty, staff and students.

(A) Faculty and staff treatment

(1) With respect to treatment of faculty and staff, the president will assure that conditions are humane, safe, fair and dignified and do not violate state or federal law, or board and college policies. The president shall foster an environment in which faculty and staff may express controversial or opposing ideas and opinions without fear of recrimination or retribution.

(2) Accordingly, the president shall not:

(a) Operate without personnel procedures which clarify personnel rules for faculty and staff, provide for effective handling of grievances, and protect against wrongful conditions.

(b) Fail to allow the college faculty and staff to communicate through his/her office with the board on relevant college issues and concerns, nor fail to facilitate and expedite such communications.

(d) Fail to acquaint faculty and staff with their rights under this policy.

(B) Student treatment

(1) With respect to treatment of all students, president will assure that conditions are humane, safe, fair and dignified and do not violate state or federal law, or board and college policies. The president shall foster an environment in which students may express controversial or opposing ideas and opinions without fear of recrimination or retribution.

(2) Accordingly, the president shall not:

(a) Operate without student procedures which clarify students' rights, responsibilities, and rules for students, provide for effective handling of grievances, and protect against wrongful conditions.

(b) Fail to allow the students to communicate through his/her office with the board on relevant college issues and concerns, nor fail to facilitate and expedite such communications.

History

Effective: March 27, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-27 Compensation and benefits.

(A) The president shall maintain fiscal integrity with respect to employment, compensation, and benefits to employees, consultants, and contract workers.

(B) Accordingly, the president shall not:

(1) Change his or her own compensation and benefits.

(2) Promise or imply permanent or guaranteed employment.

(3) Recommend for employment any individual, firm, or vendor who represents a conflict of interest as defined in the Ohio Ethics Laws, Chapter 102. of the Revised Code; or pay fees that are unreasonable or inappropriate for the services rendered.

(4) Establish current compensation and benefits which:

(a) Fail to take into account the geographic or professional market for the skills employed.

(b) Create obligations over a longer term than revenues can be safely projected.

(5) Establish deferred or long-term compensation and benefits which:

(a) Cause unfunded liabilities to occur or in any way commit the organization to benefits which incur unpredictable future costs.

(b) Shall not discriminate in the level of benefits to all full-time employees, though differential benefits to encourage productivity and longevity in key employees are not prohibited.

(d) Are instituted without prior monitoring of these provisions.

(e) Violate law or regulation.

History

Effective: March 18, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-28 Financial planning/budgeting.

(A) The president shall be responsible for adequate and appropriate long- and short-term financial planning. The president shall assure that budgeting for any fiscal year or any part thereof shall not deviate materially from the ends statements, strategic initiatives and priorities of the board or risk the financial stability of the college. The budget shall govern all transactions involving the college's financial obligations and shall be comprised of budget categories recognized and accepted by the state of Ohio and the Ohio board of regents. No budget will become effective until approved by the board of trustees.

(B) The president therefore shall not:

(1) Endanger the fiscal soundness of future years or ignore the building of organizational capability sufficient to achieve ends in future years.

(2) Fail to submit to the board for approval an annual budget which is based upon realistic projections of revenues and expenditures.

(3) Plan the expenditure for current operating purposes in any fiscal year of more funds than are conservatively projected to be received in that period.

(4) Fail to propose a budget that takes into account board priorities, discloses planning assumptions and separates capital and operational items.

(5) Fail to propose a budget that includes adequate funding for instructional programs, academic support, student services, faculty and staff development, institutional support, facilities maintenance, technology, and debt service.

(6) Fail to propose a budget that complies with all state and federal statutory and regulatory requirements or violates any loan agreement or covenant.

(7) Fail to propose an annual allocation plan for use of reserve funds.

History

Effective: March 18, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-29 Financial condition.

(A) The president shall administer the board-approved budget without material deviation and shall strive to strengthen the college's financial condition.

(B) Accordingly, the president shall not:

(1) Expend more funds than the board-approved budget.

(2) Use money from reserve funds not provided for in the current allocation plan.

(3) Allow cash-on-hand to fall below that amount necessary to meet payrolls and other financial obligations in a timely manner.

(4) Fail to inform the board if college revenue falls below the amount stated in current budget.

(5) Knowingly allow government-mandated payments or filings to be overdue or inaccurately filed.

(6) Allow the reserve funds to fall below a reasonable level. A target of fifteen per cent of the operating budget has been established for reserve funds.

(7) Permit any purchase in excess of twenty-five thousand dollars without receiving proper quotes and/or bids as required by the Ohio Revised Code. The college's internal regulations will be followed for any purchases falling below twenty-five thousand dollars.

(8) Allow a composite score of less than 2.50 for two consecutive years using the standard set of measures as determined by the Ohio board of regents and contained in Senate Bill 6.

(9) Permit the expenditure of money or making of any contract unless there is attached thereto a certificate of the fiscal officer in compliance with section 3358.06 of the Revised Code and division (D)(1) of section 5705.41 of the Revised Code.

History

Effective: March 18, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-30 Asset protection.

(A) The executive vice president for finance, facilities and operations shall ensure that the assets of the college are maintained and protected from unnecessary risk.

(B) Accordingly, the executive vice president for finance, facilities and operations shall:

(1) Review the outcomes of the risk assessment instrument utilized annually by the external auditors, take action as approriate, and inform the board finance and facilities committee on any measures being implemented to mitigate risk for the college.

(2) Maintain appropriate insurance coverage (property, casualty, athletic, cyber, etc.) against liability losses to board members, faculty, staff, or the organization itself in an amount comparable to similar colleges within our peer group.

(3) Adequately bond all persons who have access to college funds and monies, nor allow unbonded personnel access to college funds and monies.

(4) Mitigate unnecessary exposure of the college, its board and its faculty and staff to claims of liability.

(5) Obtain board approval prior to acquiring, encumbering or disposing of land and/or buildings. Additionally, the college shall follow Ohio Revised Code procedures for the disposal of other surplus property.

(6) Present to the board every two-years a six-year capital improvement plan for the renovation and modernization of the college's infrastructure in a manner that maximizes resources and better aligns space utilization needs, facility condition needs, and programmatic needs in support of the college's mission and strategic plan.

(7) Protect the college trademarks, copyrights, and any other interests the college may have.

(8) Maintain the investment of college funds following the procedures and guidance set forth in the Ohio Revised Code.

Last updated April 7, 2025 at 9:06 AM

History

Effective: April 7, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-31 Emergency executive succession.

In order to protect the college and its board from sudden loss of presidential services, the president will have no fewer than two other executive staff members familiar with board and presidential issues and procedures. The president will present to the board a recommended line of interim leadership. Should there be a personnel change among leadership, the president will ntify the board and update the recommended line of interim leadership.

History

Effective: July 6, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-32 Financial reporting.

(A) The Clark state college board of trustees shall be furnished with timely and meaningful information concerning the financial condition of the college.

(B) The preparation and presentation of the financial information shall be the responsibility of the vice president for business affairs/treasurer.

(1) Quarterly statement of income and expenses for all accounts within the adopted budget and presented in a format consistent with the adopted budget.

(2) Quarterly schedule of expenditures by object code for all accounts within the adopted budget.

(3) Quarterly balance sheet.

(4) Quarterly statement of restricted income and charges.

(5) Quarterly reserves statement.

(D) Any necessary administrative guidelines needed to implement this policy shall be established by the college administration.

Last updated November 15, 2022 at 9:01 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-33 Statement of commitment to free speech policy.

Pursuant to Senate Bill 1 and section 3345.0216 of the Revised Code, Clark state college's board of trustees shall approve the following statement of commitment. This statement of commitment will be displayed anywhere where the mission statement of the college is published or displayed.

(A) Clark state college declares that it will educate students by means of free, open and rigorous intellectual inquiry to seek the truth.

(B) Clark state college declares that its duty is to equip students with the opportunity to develop the intellectual skills they need to reach their own, informed conclusions.

(C) Clark state college declares its commitment to not requiring, favoring, disfavoring or prohibiting speech or lawful assembly.

(D) Clark state college declares it is committed to create a community dedicated to an ethic of civil and free inquiry, which respects the autonomy of each member, supports individual capacities for growth and tolerates the differences in opinion that naturally occur in a public higher education community.

(E) Clark state college declares that its duty is to treat all faculty, staff and students as individuals, to hold them to equal standards, and to provide them equality of opportunity, without regard to those individuals' race, ethnicity, religion, sex, sexual orientation, gender identity or gender expression.

Last updated September 22, 2025 at 7:47 AM

History

Effective: September 22, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-1-34 Cash management policy.

The purpose of this policy is to establish sound cash resource management practices to ensure efficient and sufficient stewardship of the college's funds, to meet the financial obligations of the college and support financially the college's strategic goals and initiatives.

(A) All activity and balances in the primary bank accounts shall be monitored by the treasurer and appointed staff to assess the cash necessary to meet daily obligations and ensure adequate funds are available to pay for those obligations.

(B) The treasurer and appointed staff are responsible for the movement of money between bank accounts and investment pools maintained by the college and/or the state of Ohio to ensure sufficient funds are available to meet the college's obligations.

(C) The treasurer and appointed staff designated the responsibility for managing the college's cash, bank accounts and investments shall strive for the following objectives:

(1) Liquidity-maintain the ability to pay financial obligations when they are due.

(2) Cash optimization-maximize investment in interest-earning resources. See separate Investment policy.

(3) Financing-effectively manage both short-term and long-term borrowing to ensure timely access to cash resources, while minimizing overall debt and supporting the college's ability to acquire essential resources.

(4) Regulatory-comply with federal cash drawdown and excess cash regulations and applicable state of Ohio policies.

(5) Coordination-ensuring that the college's cash management goals are communicated and integrated with policy decisions of other areas of the institution that are impacted by cash flows, such as the foundation.

Last updated June 16, 2025 at 8:06 AM

History

Effective: June 12, 2025
Promulgated Under: 111.15

Chapter 3358:5-3 Employment

Ohio Adm.Code 3358:5-3-01 Categories of employment.

The purpose of this policy is to have defined employee categories that are applied in a consistent manner for the college.

(A) Definitions:

Employee - The designation "employee" applies to any individual who is listed on the college's payroll.

Adjunct faculty - The designation "adjunct faculty" are instructional faculty who are employed on a semester-by-semester basis and work less than a full-time load. Adjunct faculty on a salary contract may teach up to twelve contact hours in fall semester, twelve contact hours in spring semester and eight contact hours in summer semester. Adjunct faculty on an hourly (time-sheet) contract may teach up to an average of twenty-seven hours per week per semester. Adjunct faculty who teach on both a salary and an hourly contract should consult with a full-time faculty coordinator or school dean regarding their teaching assignments to ensure they do not exceed the limits.

Exempt and non-exempt - The terms exempt and non-exempt refer to the status of a position under the federal wage and hour laws. Specifically, non-exempt positions are eligible for overtime pay under the Fair Labor Standards Act, and exempt positions are exempt from the overtime provision of the law. Exempt staff may also teach for the college as long as they teach outside their normal work hours and abide by the teaching limits imposed on adjunct faculty.

Full-time employee - The designation "full-time employee" applies to any person employed for the full work week of forty hours or two thousand eighty hours hours per year and not covered under the definition of faculty.

Full-time faculty - The designation "full-time faculty" applies to all full-time faculty members who facilitate student learning. Full-time faculty work one hundred seventy three contract days during the academic year (August to May). In some instances, full-time faculty work under a twelve month contract, as determined by academic affairs.

(1) Multiple-year contracts

(a) Upon completion of four years of service to the college under single-year contracts, faculty members may be nominated by their school administrator for a multiple-year contract. Upon the completion of two two-year contracts, faculty members may be offered a three-year contract. Subsequent contracts may be offered for one, two or three years as recommended by the president and approved by the board of trustees. Faculty that hold the rank of professor may be granted a five-year contract if specific circumstances are met. Some of those circumstances may include: recommendation from the academic dean, review of previous end of year reports, and review of evaluations. All contracts must be approved and recommended by the president and approved by the board of trustees.

(b) A multiple-year contract indicates a commitment of service to the college but does not guarantee that appointments, such as program coordinator, will be included in one particular position. If the position of employment changes, the salary shall be recomputed at the same daily rate of pay.

(c) Upon approving the divisional administrator's recommendations for a multiple- year contract, the provost and vice president of academic affairs forwards their recommendations to the president. The president takes the recommendations to the board of trustees for formal approval.

(d) Any eligible faculty member not recommended for a multiple-year contract may request a hearing with the school administrator. Any further review shall be conducted in accordance with procedures set out in the grievance procedures.

(e) Faculty members whose salary is funded by a grant or third party will receive one-year contracts with the employment contingent on the continuance of the funding.

(B) Definitions:

Intern - The term "intern" refers to a person who works, with or without pay, in order to gain work experience.

Part-time employee - The designation "part-time employee" includes any individual employed less than thirty hours per week and not covered under the definition of "faculty."

Student employee - The term "student employee" is a person who is currently enrolled as a student at the college and is employed in a part-time, hourly position on campus utilizing either federal or college work study funding.

Substitute employee - The term "substitute employee" applies to those employees who are hired for a limited period to perform specific tasks for the convenience of the college.

Supplemental staff - The designation "supplemental staff" refers to persons teaching credit or non-credit courses in the continuing educations, business and industry units.

Temporary employee - The designation "temporary employee" applies to those employees who provide non-teaching services and are typically contracted through a staffing agency on an as-needed basis per semester.

Volunteer - The designation "volunteer" applies to those who perform hours of service for the college without promise, expectation or receipt of compensation for services rendered. Volunteers are not employees of the college.

Last updated May 6, 2025 at 7:51 AM

History

Effective: May 6, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-02 Releasing personnel as consultant-evaluators.

(A) A qualified full-time employee wishing to serve as a consultant-evaluator for purposes of accreditation review shall submit a written request via administrative channels to the office of the president as soon as possible but no later than ten days prior to the day(s) of absence requested. Requests will not be approved without endorsed certification relative to staffing needs by the appropriate supervisory personnel. The president shall be the final authority on all approvals or rejections.

(B) All expenses involved, exclusive of the salary of the released personnel, must be borne by the accrediting agency, the institution requesting services, or the employee released.

(C) Honorariums may not be accepted by released personnel except under the following conditions prescribed by the auditor of the state of Ohio.

(1) If the person involved is either the president or vice president of the institution, they may not at any time accept any form of additional compensation other than expenses from a public institution of the state of Ohio.

(2) Employees other than the president or vice president may accept compensation in addition to expenses from public institutions of the state of Ohio provided they serve as a consultant-evaluator on a non-work day, or take a day(s) of due vacation, or take a day(s) of leave with salary reduction pursuant to per diem policy.

(D) Employees released to serve as consultant-evaluators may accept compensation in addition to expenses from proprietary, private, or out-of-state public institutions provided they serve as an evaluator/consultant on a non-work day or take a day(s) of due vacation, or take a day(s) of leave with salary reduction pursuant to per diem policy.

History

Effective: March 27, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-03 Personnel retrenchment policy.

The purpose of this policy is to ensure the financial stability and operation efficiency of Clark state college by establishing a fair and orderly process for implementing a reduction in force when necessary.

(A) Pursuant to its statutory responsibilities to prescribe rule and regulations for the efficient management of the college, the board of trustees authorizes the president to establish administrative procedures for determining the existence of financial exigency or lack of program enrollment requiring personnel retrenchment.

(B) This policy will be administered as set forth in the associated reduction in force procedures.

(C) Human resources is assigned the responsibility of developing, implementing and maintaining the reduction in force policy and procedures.

Last updated April 28, 2026 at 7:48 AM

History

Effective: April 28, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-04 Sexual discriminationand Title IX policy.

(A) Clark state college is committed to providing a safe, collegiate, working and learning environment that promotes personal integrity, civility, and mutual respect and that is free of discrimination, harassment, or adverse treatment. Sex discrimination violates a person's fundamental rights and personal dignity. Clark state community college considers sex discrimination in all its forms to be a serious offense.

(1) Title IX of the Education Amendments of 1972 to the Higher Education Act of 1965 prohibits discrimination based on sex in educational programs and activities that receive federal financial assistance. Education program or activity includes locations, events, or circumstances over which the college exercised substantial control over both the respondent and the context in which the sexual harassment occurs. To ensure compliance with Title IX and other federal and state civil rights laws, the college has developed policies and procedures that prohibit sex discrimination in all of its forms.

(2) Clark state college does not discriminate on the basis of race, color, religion, gender/sex, gender identity or expression, national origin (ancestry), military status, disability, age (forty years of age or older), genetic information, sexual orientation, status as a parent during pregnancy and immediately after the birth of a child, status as a parent of a young child, or status as a foster parent and any other protected group status as defined by law or college policy in its educational programs, activities, admissions, or employment practices as required by Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act, and other applicable statutes.

(B) Clark state college encourages anyone who has experienced sex discrimination in any form, whether or not that person is a minor, to promptly report the incident, to seek all available assistance, and to pursue corrective action through the college against the offender, regardless of whether or not that person is a minor. The college encourages anyone who has experienced sex discrimination, whether or not he or she is a minor, to report the incident to the appropriate Title IX coordinator listed in the associated procedures. The Title IX coordinator can assist with all aspects of the reporting procedure and will conduct an investigation into a complaint as appropriate. Clark state is required to report to law enforcement, child protective services, or similar agency any case of sexual abuse of a minor by faculty, staff, or volunteers affiliated with the college.

(1) Actual knowledge: notice of sexual harassment or allegations of sexual harassment to the college's Title IX coordinator or an official of the college who has authority to institute corrective measures on behalf of the college.

(2) Coercion: the use of pressure to compel another person to initiate or continue sexual activity against a person's will. Coercion can include a wide range of behaviors, including intimidation, manipulation, threats and blackmail. A person's words or conduct are sufficient to constitute coercion if they wrongfully impair another person's freedom of will and ability to choose whether or not to engage in sexual activity. Examples of coercion include threatening to "out" someone based on sexual orientation, gender identity, or gender expression and threatening to harm oneself if the other party does not engage in the sexual activity.

(3) Complainant: a person who is alleged to be the victim of conduct that could constitute sexual harassment.

(4) Consent: permission that is clear, knowing, voluntary, and expressed prior to engaging in and during an act. Consent is active, not passive. Silence, in and of itself, cannot be interpreted as consent. Consent can be given by words or actions, as long as those words or actions create mutually understandable clear permission regarding willingness to engage in (and the conditions of) sexual activity.

Consent can be withdrawn at any time. When consent is withdrawn, sexual activity must cease. Prior consent does not imply current or future consent even in the context of an ongoing relationship. Consent must be sought and freely given for each instance of sexual contact.

(5) Formal complaint: a document filed by a complainant or signed by the Title IX coordinator alleging sexual harassment against a respondent and requesting that the college investigate the allegation of sexual harassment.

(6) Gender expression: how a person presents themselves (female, male, androgynous, or as another gender) as evidenced by their manner of dress, speech or other physical expression.

(7) Gender identity: person's internal knowledge of their own gender. A person may identify as a gender that does or does not appear to correspond to the sex (male or female) assigned to that person at birth, or the person may identify as neither female nor male.

(8) Gender-based harassment: harassment based on sex or gender, sexual orientation, gender identity, or gender expression, which may include acts of intimidation or hostility, whether verbal or non-verbal, graphic, physical, or otherwise, even if the acts do not involve conduct of a sexual nature.

(9) Incapacitation: physical and/or mental inability to make informed, rational judgments and decisions. States of incapacitation include sleep and blackouts. Where alcohol or other substances are involved, incapacitation is determined by how the substance impacts a person's decision-making capacity, awareness of consequences, and ability to make informed judgments.

(10) Non-consensual sexual contact: any intentional sexual touching, however slight, with any body part or object, by any person upon another that is without consent and/or by force or coercion. Sexual contact includes: intentional contact with the breasts, buttock, groin, or genitals, or touching another with any of these body parts or objects, or making another touch you or themselves with or on any of these body parts; any intentional bodily contact in a sexual manner, though not involving contact with/of/by breasts, buttocks, groin, genitals, mouth, or other orifice.

(11) Non-consensual sexual intercourse: any sexual penetration, however slight, with any body part or object, by any person upon another that is without consent and/or by force or coercion. Sexual penetration includes vaginal penetration by a penis, object, tongue, or finger; anal penetration by a penis, object, tongue, or finger; and oral copulation (mouth to genital contact or genital to mouth contact); no matter how slight the penetration or contact.

(12) Respondent: a person who has been reported to be the perpetrator of conduct that could constitute sexual harassment.

(13) Retaliation: an adverse action taken against a person for the purpose of interfering with any right or privilege secured by Title IX or because the person has made a report or complaint testified, assisted, or participated or refused to participate in any manner in an investigation, proceeding, or hearing involving allegations of sex discrimination in violation of this policy.

(14) Sex discrimination: occurs when a person has been treated inequitably based on sex, sexual orientation, gender, gender identity, or gender expression. Sex discrimination can be committed by anyone regardless of sex, gender, gender identity, gender expression and/or sexual orientation.

(15) Sexual exploitation: occurs when a person takes non-consensual or abusive sexual advantage or benefit, or to benefit or advantage anyone other than the person being exploited, and that behavior does not otherwise constitute one of the other sexual violence offenses.

(16) Sexual harassment: conduct on the basis of sex that satisfies one or more of the following:

(a) Quid pro quo: An employee conditioning the provision of an aid, benefit, or service of the college on a person's participation in unwelcome sexual conduct.

(b) Hostile environment: unwelcome conduct that a reasonable person would determine is so severe, pervasive, and objectively offensive that it effectively denies a person equal access to the educational institution's education program or activity.

(c) Sexual assault: an offense classified as a forcible or non-forcible sex offense under the uniform crime reporting system of the federal bureau of investigation. The FBI uniform crime reporting system provides:

(i) Sex offenses forcible. Any sexual act directed against another person, without that person's consent including instances where the person is incapable of giving consent.

Forcible rape - the carnal knowledge of a person, forcibly and/or against that person's will or not forcibly or against that person's will where the victim is incapable of giving consent because of his/her temporary or permanent mental or physical incapacity.

Forcible sodomy - oral or anal sexual intercourse with another person, forcibly and/or against that person's will or not forcibly or against that person's will in instances where the victim is incapable of giving consent because of his/her youth or because of his/her temporary or permanent mental or physical incapacity.

Sexual assault with an object - the use of an object or instrument to unlawfully penetrate, however slightly, the genital or anal opening of the body of another person, forcibly and/or against that person's will or not forcibly or against the person's will in instances where the victim is incapable of giving consent because of his/her youth or because of his/her temporary or permanent mental or physical in capacity.

Forcible fondling - the touching of the private body parts of another person for the purpose of sexual gratification, forcibly and/or against that person's will or not forcibly or against that person's will where the victim is incapable of giving consent because of his/her youth or because of his/her temporary mental incapacity.

(d) Sex offenses non-forcible unlawful, non-forcible sexual intercourse.

Incest - non-forcible sexual intercourse between persons who are related to each other within the degrees wherein marriage is prohibited by law.

Statutory rape - non-forcible sexual intercourse with a person who is under the statutory age of consent.

(i) Dating violence: violence committed by a person who is or has been in a social relationship of a romantic or intimate nature with the complainant. The existence of such a relationship will be determined based on the complainant's statement and with consideration of the length and type of relationship, and the frequency of interaction between the persons involved in the relationship.

(ii) Dating violence: violence committed by a person who is or has been in a social relationship of a romantic or intimate nature with the complainant. The existence of such a relationship will be determined based on the complainant's statement and with consideration of the length and type of relationship, and the frequency of interaction between the persons involved in the relationship.

(iii) Domestic violence: felony or misdemeanor crimes of violence committed by a current or former spouse or intimate partner of the victim, by a person with whom the victim shares a child in common, by a person who is or has cohabitated with the victim as a spouse or intimate partner, by a person similarly situated to a spouse of the victim under domestic or family violence laws of the jurisdiction in which the crime of violence occurred, or by any other person against an adult or youth victim who is protected from that person's acts under the domestic or family violence laws of the jurisdiction in which the crime of violence occurred.

(iv) Stalking: engaging in a course of conduct directed at a specific person that would cause a reasonable person to

(a) Fear for their safety; or

(b) Suffer substantial emotional distress.

(17) Sexual violence: physical sexual acts perpetrated against a person's will or when a person is incapable of giving consent.

(18) Supportive measures: non-disciplinary, non-punitive individualized services offered as appropriate, as reasonably available, and without fee or charge to the complainant or respondent.

(D) This policy applies to all the following, including those who may be minors:

(1) Non-exempt and exempt staff employees

(2) Faculty and adjunct faculty

(3) Temporary employees

(4) Students

(5) Vendors, visitors, and other third parties

(E) The college will not tolerate sexual harassment, whether engaged in by fellow employees, supervisors, students, or by other non-employees who conduct business with the college. The college shall investigate any incident of alleged sexual harassment and shall take any action it deems appropriate after evaluating all of the circumstances.

(F) This policy shall be administered as set forth in the associated procedures.

(G) The office of human resources shall be assigned the responsibility of developing, implementing, and maintaining the sexual discrimination policy and procedures.

Last updated November 17, 2022 at 8:55 AM

History

Effective: November 17, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-05 Recruitment and selection policy.

Clark state college is an equal opportunity employer where applicants for employment are selected on the basis of compentency, training, qualifications and experience.

(A) Applicants are screened and considered without regard to color, religion, gender/sex, gender identity or expression, national origin (ancestry), military status, disability, age (forty years of age or older), genetic information, sexual orientation, status as a parent during pregnancy and immediately after the birth of a child, status as a parent of a young child, or status as a foster parent and any other protected group status as defined by federal and state law and college policy.

(B) The college utilizes the following strategies for hiring faculty and staff:

(1) Internal hire through competitive search and posting process

(2) Internal job movement through reorganization, internal progression and succession planning

(3) External hire through a competitive search through posting process

(4) External hire from a competitive search through the use of a search firm

This policy applies to all college employees and applicants for employment.

(D) Any false statement, misrepresentation or significant omission on the application form or resume submitted by the applicant may be cause for immediate dismissal from the college.

(E) Human resources is assigned the responsibility of developing, implementing and maintaining the hiring policy and procedures.

Last updated June 16, 2025 at 8:06 AM

History

Effective: June 13, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-07 Separation from Employment Policy.

The purpose of this policy is to outline the general principles and conditions under which an employee's relationship with the college ends.

(A) At-will employment: Employment with the college is voluntary and subject to separation by the employee or the college for lawful reasons at any time, with or without cause, and with or without notice. Nothing in this policy, or other policies, shall be construed to modify in any way the employment-at-will status of college employees.

(B) Voluntary separation: Voluntary separation from employment can occur when an employee decides, for whatever reason(s), to leave employment with the college and indicates this intent, verbally, or in writing, to the college. Employees are asked to formalize this request, in writing, providing at least two weeks' notice.

Staff employees who are director level and above, are asked to provide the college with thirty days' written notice of their intent to resign.

Instructional faculty members paid by contract have a professional/legal responsibility to provide reasonable notice (in a timely fashion) when they request to be released from a mutually agreed upon contract.

(C) Involuntary separation: Involuntary separation from employment typically occurs when the college makes the decision to end the employment relationship with an employee. This can occur for a number of reasons, including for job performance, misconduct, reorganization, and/or business reasons. The college reserves the right to decline the renewal of instructional faculty contracts without providing for cause. All terminations must be approved by the president.

(D) This policy will be administered as set forth in the separation from employment procedures.

(E) Human resources is assigned the responsibility of developing, implementing, and maintaining the associated separation from employment procedures.

Last updated July 13, 2026 at 7:54 AM

History

Effective: July 13, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-09 Equal employment opportunity and diversity policy.

(A) Purpose

To reaffirm and restate the college's continuing commitment to the principles of equal opportunity; to increase effectiveness by setting forth the action being taken and to be taken by the college and its employees concerning equal opportunity in educational programs and employment.

(B) Clark state college is committed to assuring equal opportunity to all persons and does not discriminate on the basis of race, color, religion, gender/sex, gender identity or expression, national origin (ancestry), military status, disability, age (forty years of age or older), genetic information, sexual orientation, status as a parent during pregnancy and immediately after the birth of a child, status as a parent of a young child, or status as a foster parent or any other protected group status as defined by law or college policy in its educational programs, activities, admissions or employment practices.

Clark state prohibits discrimination and harassment based on these protected group statuses in accordance with college policies, applicable laws and executive orders. Clark state complies with and adopts the international holocaust remembrance alliance's definition of antisemitism as set forth in Executive Order 2022-06D: "Defining and Combating Antisemitism."

Title IX of the Educational Amendments of 1972 prohibits employment discrimination on the basis of sex in educational programs or activities which receive federal financial assistance.

The college is committed to complying with all applicable laws regarding non-discrimination.

(D) Subcontractors, independent contractors and vendors

Clark state college adheres to all applicable state and federal equal opportunity/affirmative action statues and regulations.

Last updated June 16, 2025 at 8:06 AM

History

Effective: June 13, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-10 Faculty salary administration policy.

(A) Clark state college supports a salary administration process that is based on internal equity and market competitiveness.

(B) Fair market value is also a critical component of salary administration.

Last updated November 17, 2022 at 8:55 AM

History

Effective: November 17, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-12 Faculty load and overload policy.

(A) Clark state college's load for instructional faculty is designed to be competitive with other colleges of similar size and geographic location.

(B) Faculty responsibilities lie in the areas of teaching/learning, professional growth, and service to the college and community.

(D) The number of days faculty are on contract is one hundred seventy-three.

(E) Appropriate administrative procedures have been developed to implement the policy and have been approved by the president.

Last updated November 17, 2022 at 8:55 AM

History

Effective: November 17, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-13 Work week policy.

This policy ensures uniformity in the granting of overtime and compensatory time and to ensure compliance with the Fair Labor Standards Act (FLSA) and applicable provisions of the Revised Code by establishing guidelines for the development of employee schedules.

(A) Standard work week and work schedule: The college work week is forty hours. It begins Monday morning at twelve a.m. and ends the following sunday at eleven fifty-nine p.m.

Full-time instructional faculty members are expected to teach according to the schedule that has been establixhed by the respective dean. In addition to their teaching assignment, instructional faculty are expected to meet the commitments and work expectations set forth in their contract and by the respective dean.

(B)

Non-exempt staff are assigned working hours with full-time employees working eight hours per day during a five-day work week. Employees assigned to administrative or academic units typically follow a daily eight a.m. to five p.m. work schedule with one hour allowed for lunch. Maintenance/custodial personnel frequently follow a different eight hour daily schedule to allow access to unoccupied classrooms and office areas.

The college does not designate a formal rest period for non-exempt employees. Taking a break depends on the department and whether or not the work of the department is of such a nature that it can be interrupted. When rest periods are permitted, they are limited to two fifteen minute breaks per day -- one in the morning and one in the afternoon. Rest periods are not cumulative and may not be taken at the beginning or end of the day.

(C) Exempt staff are generally assigned a standard work schedule of eight hours per day during a five-day work week. Due to the workload demands, college functions or other operational needs, exempt employees may be required to work additional hours as necessary.

Last updated April 28, 2026 at 7:49 AM

History

Effective: April 28, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-15 Overtime and Compensatory Time Policy.

This policy ensures consistency in the granting of overtime and compensatory time while maintaining compliance with the Fair Labor Standards Act and relevant provisions of the Revised Code. When a college employee is required to be in an active pay status more than forty hours in any calendar week, the employee may be compensated for hours worked over forty at one and one-half times their regular rate of pay, or one and one-half hours off for every hour of overtime worked, unless otherwise specified in the associate procedures.

(A) Definitions:

(1) Workweek - A workweek is defined as Monday through Sunday.

(2) Overtime - Overtime includes any hours physically worked and/or approved school closings exceeding forty hours within one workweek. Hours counted toward the forty include actual hours worked, holidays, winter break, weather-related closures and other college-approved closure times.

(3) Overtime pay - Overtime pay refers to compensation for non-exempt employees at one and one-half times their regular rate of pay for every hour of overtime worked.

(4) Compensatory time - Compensatory time is granted at the rate of one and one-half hours off for every hour of overtime worked.

(5) Holiday hours and holiday pay - Holiday hours are defined as the employee's regularly scheduled work hours for the holiday, compensated at their regular rate of pay.

(B) This policy covers full-time non-exempt employees and part-time employees, but part-time employees are eligible only for the overtime component of this policy.

(D) Human resources is assigned the responsibility of developing, implementing, and maintaining the overtime and compensatory time policy and procedures.

Last updated July 13, 2026 at 7:54 AM

History

Effective: July 13, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-16 Per diem pay adjustment.

(A) When it is necessary to calculate the daily rate for an employee and make a pay deduction from an employee's base salary the following divisor shall be used:

(1) Regular full-time employees:

(a) Instructional faculty - one hundred seventy-six days

(b) Exempt staff - two hundred sixty days

(2) Regular part-time employees:

(a) Instructional faculty one hundred seventy-six days times FTE

(b) Exempt staff two hundred sixty days times FTE

(B) When it is necessary to calculate vacation pay for resigning employees or to calculate vacation or severance pay for retiring employees, the following divisor shall be used:

(1) Regular full-time employees

(a) Instructional faculty - one hundred seventy-six days

(b) Exempt and non-exempt staff two hundred forty-eight days less the number of vacation days accrued annually

(2) Regular part-tme employees

(a) Instructional faculty one hundred seventy-six days times FTE

(b) Exempt and non-exempt staff two hundred forty-eight days times FTE less the number of vacation days accrued annually

History

Effective: March 18, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-18 Use and ownership of employees' personal work products.

(A) Employees may not utilize Clark state college personnel, facilities, or equipment for purposes not related to the college mission without the written permission of the president, or his or her designee.

(B) For purposes relating to the college mission, unless otherwise provided in writing signed by the president, the institution shall have unlimited use of all employees' personal work products created with the assistance of institutional personnel, facilities, or equipment.

(C) For purposes relating to the college mission, unless otherwise provided in writing signed by the president, materials, processes, or work products created with the assistance of institutional personnel, facilities, or equipment, or created while under contract with the institution for the purpose of the creation of such materials, processes, or work products shall be the exclusive property of the institution.

Last updated June 16, 2025 at 8:07 AM

History

Effective: June 12, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-19 Nepotism.

The purpose of this policy is to establish a consistent process regarding employment decisions for members of the same family, and to ensure compliance with Ohio's ethics laws regarding nepotism.

(A) The college does not prohibit employment or promotion of an employee's family member; employment decisions for all employees are based on qualifications for the position.

(B) No college employee may use their position or influence to hire, promote or give preferential treatment to any family member. Internal and external applicants are required to self-disclose, at the time of application, if they are related to a current employee of the college. No college employee may supervise or be in the supervisory line of a family member.

(C) For the purposes of this policy, relatives are defined as brother, sister, mother, father, wife, husband, son, daughter, brother-in-law, sister-in-law, mother-in-law, father-in-law, stepchildren, stepparent, grandparent, step-grandparent, grandchildren, step-grandchildren.

(D) If a situation arises that would or could result in a conflict with this policy, the supervisor must consult with human resources.

(E) This policy applies to all employees of the college.

Last updated June 16, 2025 at 8:07 AM

History

Effective: June 13, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-20 Conflict of interest policy and commitment policy.

The purpose of this conflict of interest and commitment policy is to ensure that employees conduct themselves in a manner that fosters public confidence in the integrity of the college and commitment of its employees, and to ensure compliance with Ohio's ethics laws.

"General Standards of Ethical Conduct and Duty to Avoid Conflicts of Interest"

All Clark state college employees are expected to comply with Ohio's ethics laws and avoid improper conflicts, as found in Chapters 102. and 2921. of the Revised Code. The guiding principle of Ohio's ethics laws is to prevent a public employee, including college faculty, administrators and staff, from participating in matters that involve the public employee's own financial interest or those of the employee's family or business associates. College employees must therefore conduct themselves in a manner that avoids favoritism, bias, and the appearance of impropriety. As such, no college employee, by virtue of his or her employment, may receive special treatments or favors from others who do business with the college. Nor may employees use their college position for their personal benefit or for the documents/policies and procedures/conflict of interest and commitment policy benefit of a family member, as defined by this policy, or non-college business associate.

"College Commitment"

All Clark state college employees are expected to devote their work activities to functions of the college during college work hours. Employees may not engage in external work or any activities, paid or unpaid, that could result in a conflict of interest or could interfere with their overriding commitment to the college or to the performance of their duties and responsibilities to the college. This prohibition also applies to political activities and non-college governmental work (elected or appointed office). Employees who engage in external work or activities are expected to perform such work or activity during non-college work time, without utilizing college property or resources.

If external work or activity is performed during assigned college work time, employees must use vacation time that has been pre-approved by the supervisor.

Any employee who is elected or appointed to public office must promptly notify his or her area vice president or dean upon the election or appointment.

"Soliciting, Accepting or Using Authority for Anything of Value"

Employees may not solicit or accept "anything of value" from anyone who does business with the college, is seeking to do business with the college, is regulated by the college, or is interested in matters before the college. Nor may employees use the authority of their college position to secure "anything of value" from anyone who does business with the college, is seeking to do business with the college, is regulated by the college, or is interested in matters before the college. Such actions are considered "misuse of official position" under Chapter 102. of the Revised Code.

If an unsolicited gift is received, the employees should immediately notify the supervisor. The supervisor should consult with human resources to determine an appropriate course of action, which could include disposal, return or, as an example a food item that can be broadly distributed, sharing the gift.

The prohibitions under this section do not apply to items of nominal value. Examples include conference trinkets, a meal at a fast food or family restaurant, a promotional item, so long as they are not viewed as having a substantial or improper influence over the employee.

"Honorariums"

Employees, except for non-administrative faculty, as expressly authorized in division (H) of section 102.03 of the Revised Code, are prohibited from soliciting or accepting an honorarium, as defined by this policy.

"Public Contracts"

As directed by section 2921.43 of the Revised Code, employees are prohibited from authorizing, approving, recommending, or in any manner influencing others to secure a college contract in which the employee or family-member or non-college business associate has a financial or personal interest. In order to avoid even the appearance of impropriety, employees may not participate in any college decision-making process, formally or informally, regarding a college contract that could provide a personal benefit.

Employees, their family members and/or non-college business associates are specifically prohibited from having an interest in the profits or benefits of a college contract that has not been competitively bid.

"Ohio's Ethics Laws"

It should be realized that every type or source of conflict of interest cannot possibly be outlined in this policy. Ohio laws concerning conflicts of interest, namely Chapter 102. of the Revised Code and sections 2921.42 and 2921.43 of the Revised Code, must be adhered to in the conduct of any duties related to employment with the college. A summary of Ohio's ethics laws and guidance from the Ohio ethics commission can be found at www.ethics.ohio.gov.

"Disclosing Conflicts and Reporting Violations"

Clark state college will require all full-time staff employees to complete an annual conflict of interest statement of disclosure form. However, to avoid conflicts of interest and violations of this policy, circumstances actually or potentially involving such conflict should be promptly and fully disclosed to human resources if not already addressed in the annual conflict of interest statement of disclosure form. Such consultation should, of course, occur before, not after, the taking of any action that might raise ethical issues. Known or suspected violations of this policy should also be reported to human resources.

"Discipline and Other Sanctions"

Failure to abide by this policy and/or Ohio's ethics laws may result in college discipline up to and including termination. Known violations may also be referred to the Ohio ethics commission and local prosecutor for possible civil and criminal sanctions.

"Definitions"

"Anything of value": The Ethics Law prohibits a public official from soliciting or accepting 'anything of value,' if the thing of value could have a substantial and improper influence on him in the performance of public duties. 'Anything of value' is defined in state law to essentially include anything with any monetary value. Items that are considered nominal are not prohibited.

"Family member": spouse, parent, stepparent, child, stepchild, grandparent, grandchild, sibling, and any other individual related to the employee by blood or marriage if that individual lives in the same household with the employee.

"Honorarium": any payment made in consideration for any speech given, article published, or attendance at any public or private conference, convention, meeting, social event, meal, or similar gathering. "Honorarium" does not include ceremonial gifts or awards that have insignificant or nominal monetary value.

Last updated June 16, 2025 at 8:12 AM

History

Effective: June 13, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-21 Disciplinary action policy.

(A) Corrective action is intended to provide an opportunity to correct performance and/or behavior. The college will attempt to follow the principles of progressive corrective action; however, the level of corrective action will ultimately reflect the seriousness of the infraction. The college retains the right to immediately implement paid or unpaid suspension or immediately move to termination.

(B) This policy applies to all employees of Clark state college.

(C) The employee shall have access to due process under the employee complaint and grievance policy, and the employee complaint and grievance procedures, for all corrective actions with the exception of termination of employment.

(D) This policy shall be administered as set forth in the associated corrective action procedures.

(E) Human resources is assigned the responsibility of developing, implementing, and maintaining the corrective action policy and procedures.

Last updated June 16, 2025 at 8:12 AM

History

Effective: June 13, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-22 Academic instruction support compensation model procedures.

(A) Vision All courses shall have a Blackboard course shell and adhere to best practices.

(B) Mission provide quality, technology-enriched alternative methods of instruction and learning for all students.

(D) Faculty requirements

(1) All faculty (both full-time and adjunct) shall be required to:

(a) Participate in training and/or demonstrate ability to use instructional technology including syllabus system and Blackboard's basic course functions and tools.

(b) Enter their course section specific syllabus information in Clark state's electronic syllabus system.

(c) Personalize their Blackboard course shell section(s) with individual faculty contact information, a communication policy and a brief welcome in the "About This Section" area.

(d) Participate in professional development training covering enhancements to the Blackboard learning system, refresher tool-specific sessions and other technology training.

(e) Follow the best practices guidelines as established.

(2) Further, online faculty, as well as those creating and teaching hybrid courses, shall be required to:

(a) Successfully complete the required Blackboard course training rubric and become certified.

(b) Personalize their course section(s) beyond the basic requirements. This includes setting up the calendar, assignments, grade book, tests, managing the roster, maintaining and updating course content and providing additional instructional material and links.

(E) Course definitions

(1) Online courses All instructional and lab activities are completed in an online environment. They require no visits to campus; however, students may be required to use a proctored testing facility.

(2) Hybrid courses courses that combine the elements of the traditional face-to-face classroom and online instruction. These courses require attendance at scheduled sessions on campus or at clinical locations for lectures, labs or clinical experiences. The amount of time spent in the face-to-face setting shall be no more than fifty percent of the didactic coursework. Combined time is equivalent to the traditional course for the same number of credits.

(3) Traditional courses Traditional face-to-face courses may also include online components such as instructional material, calendar, assignments, grade postings and faculty/student communication. Regularly scheduled attendance in the classroom is required. All courses with a Blackboard shell are required to include a link to the section-specific course syllabus, individual faculty contact information, a communication policy and a brief welcome in the "About This Section."

(F) Best practices guidelines for all courses

(1) A calendar is provided that lists all important course-related dates including exams, assignments, project deadlines, face-to-face and virtual office hours and meeting times.

(2) A clear communication policy is provided to the students that explains when and how communication shall be handled.

(3) A link to the current approved section-specific syllabus is provided to the student that lists course description, goals, learning objectives, textbooks and other resources, course assignments, grading scale and courses policies. This process has been automated.

(4) Clear and concise instructions are provided for all assignments, projects and lessons.

(5) All resources and tools necessary to complete the work are available to the student.

(6) Due dates and other important information are provided to the student.

(7) Course content and lesson are well organized and in a logical sequence.

(8) Course content and activities associate with the student learning objectives.

(9) The course content or lessons go beyond what is found in the textbook or E-PAC.

(10) Materials and activities are fully developed and presented clearly.

(11) Teaching strategies reflect current learning theory and address various student learning styles and preferences.

(12) Course materials are kept up to date.

(13) Course materials are print friendly and in formats easily available to all students.

(14) Library, database and other instructional resources are provided to promote deeper learning research.

(15) Group or teamwork is used when appropriate.

(G) Specific requirements for Blackboard course shell based on course type

	Online	Hybrid	Traditional with Angel shell
Section specific course syllabus	X	X	X
Faculty contact information	X	X	X
Clear communication policy	X	X	X
Brief welcome in "About this Section" nugget	X	X	X
Institutional resources nugget	X	X	X
Course announcements nugget	X	X	X
Course e-mail nugget	X	X	X
Course grades nugget	X	X	Required if included
Course specific policies	X	X	Required if included
Assignment or project due dates, activities and exams are posted on the calendar	X	X	Required if included
Instructions for assignments, activities, projects, postings, etc., are clearly identified and explained	X	X	Required if included
Course content (instructional material) is included under the lessons tab	X	Required if included	Required if included
Titles and subtitles that clearly describe the subject content	X	Required if included	Required if included
Links to the library, databases or other web-based resources are included	X
Requires no campus visits	X
ADA compliant - text based equivalents for non-text based elements	X	Required if not provided elsewhere	Required if not provided elsewhere
Course material in a format that can be downloaded to a portable device	Recommended	Recommended	Recommended
A guided tour video provided	Recommended	Recommended	Recommended
A welcome video	Recommended	Recommended	Recommended

History

Effective: October 23, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-23 Faculty promotion policy.

(A) Clark state college supports a promotion system for faculty that is designed to reward individual performance that contributes to the college's mission.

(B) The ranks that have been established as part of the system are those that are reflective of higher education institutions across the nation. These include instructor, assistant professor, associate professor, and professor.

(D) Eligibility requirements, established by the college, include educational attainment and work experience as appropriate to the rank to which the person is applying.

(E) Faculty seeking promotion submit evidence of their achievements according to set criteria, including effective teaching/learning, professional growth, and service to the college and community.

(F) Peer review by colleagues is an essential component of the system.

(G) Promotion must be earned and is not automatic.

(H) The college president is the final authority for all decisions related to promotion.

(I) The provost/VPAA shall ensure that a promotion calendar is established for timely process completion.

(J) General guidelines for candidates for promotion shall be as follows:

(1) Guidelines for submission of applications in response to the promotion criteria are sent to all eligible faculty by the promotion committee by the end of the third full week of October.

(2) The promotion committee shall review the materials submitted for consideration. The promotion committee shall verify whether or not the faculty member has met the minimum requirements for promotion. If the minimum requirements are not met, the committee shall take no further action and shall not review the submitted materials.

(3) Meeting minimum requirements does not mean that a recommendation for promotion is automatic. Submitted materials shall be organized in a manner that facilitates review; simply listing accomplishments may not be adequate. Explanations of the exact nature of the contributions may be necessary. Promotion materials shall be reviewed and evaluated by the committee against the promotion requirements for the rank sought in order to determine whether or not the candidate will be recommended for promotion.

(4) A pattern of contributions over the years is more meaningful than a flurry of activity just prior to promotion eligibility.

Last updated November 17, 2022 at 8:56 AM

History

Effective: November 17, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-24 Background check policy.

(A) Clark state college is committed to providing a safe and secure environment for the campus community. This is accomplished by the appropriate use of comprehensive background checks conducted by a third-party vendor.

Background checks are used by the college to evaluate individuals for employment without regard to race, color, sex, gender, ethnicity, religion, sexual orientation, ancestry, age, marital status, veteran status, socio-economic status, or physical or mental disability and any other protected group status as defined by federal law. Background checks will be conducted in compliance with applicable laws and regulations.

(B) This policy applies to all applications for employment (final candidates, post-job offer), college employees who move to a financially sensitive position, student workers, those working with minors, as well as any other person required by federal, state or local law.

(D) Human resources is assigned the responsibility of developing, implementing, and maintaining the pre-employment background check policy and procedures.

Last updated July 16, 2026 at 2:35 PM

History

Effective: April 28, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-25 Employee Code of Conduct Policy.

All employees are expected to comply with the following work expectations. These expectations support the college's mission and contribute to a professional, safe, and productive work environment. The college will post all applicable policies and procedures on the employee portal for easy reference. Employees are responsible for reviewing, understanding, and complying with these documents. For questions regarding any expectations, policies, or procedures, employees should contact their supervisor or human resources.

(A) Attendance expectations:

(1) Report to work on time and work through the end of their scheduled shift.

(2) Notify their supervisor each day of an absence unless otherwise specified. Notification must follow college leave policies.

(3) Notify their supervisor of a planned or extended absence.

(4) Use vacation and sick leave in a manner that reflects professional responsibility and consideration for department coverage and operational needs. Frequent, excessive, or patterned absences - particularly those that interfere with job performance or team responsibilities - may be addressed through supervisory discussion or corrective action, consistent with college policy.

(B) Workplace conduct:

(1) Conduct oneself in a manner consistent with the college's mission, values, and guiding principles.

(2) Behave in a manner that does not compromise the safety, dignity, or privacy of oneself or others.

(3) Obtain supervisory approval before leaving work prior to the end of their scheduled shift.

(4) Return from meal periods and work break periods on time.

(1) Use the college's telephone system responsibly. Excessive personal calls are prohibited.

(2) Use college technology and electronic resources in accordance with the responsible use of technology policy and procedures.

(3) Keep computer login credentials confidential. Authorization is required to access another employee's credentials.

(4) Use office and medical supplies only for official college business. Personal use or removal is not permitted.

(5) Refrain from using work time for non-work-related activities (hobbies, recreational games, or work for third parties).

(D) Safety and security:

(1) Adhere to all college and departmental safety procedures.

(2) Immediately report any workplace accidents, injuries, or property damage.

(3) Follow college policies regarding the unauthorized possession of alcohol, weapons, explosives, and illegal drugs, including prescribed medical and recreational marijuana. In accordance with Ohio law, a valid license to carry a concealed handgun does not authorize possession in any college building or facility.

(4) Maintain respectful and professional communication at all times. The use of profane, abusive, or excessively loud language, or any behavior that threatens the safety or well-being of others, including verbal or physical threats, is strictly prohibited.

(5) Follow all smoking restrictions.

(E) Ethical standards:

(1) Maintain honesty and integrity in all work-related activities.

(2) Accurately record time worked. Falsifying time records or recording time on behalf of another employee without authorization is prohibited.

(3) Do not accept gifts, favors, or any form of compensation in exchange for special consideration, including in admissions or services provided through your college role (see conflict of interest policy).

(4) Do not engage in any fraudulent activity or criminal behavior on college property or in any work-related context.

(F) Job performance:

(1) Perform assigned duties competently, efficiently, and effectively, meeting or exceeding the minimum standards of their position.

(2) Behave respectfully and appropriately in all interactions with students, visitors, and other college personnel.

(3) Maintain readiness and ability to perform duties. Sleeping on the job or working under the influence of drugs or alcohol is prohibited.

(4) Follow instructions from supervisors, campus police officers, and other authorized college officials. Refusal to comply may be considered insubordination.

(5) Cooperate with coworkers and supervisors in a manner that supports team goals and the college's mission.

(6) Avoid disruptive, antagonistic behavior or unprofessional behavior that interferes with the work of others or the functioning of the college.

(G) Professional development:

(1) Actively participate in internal and external professional development opportunities.

(2) Engage in learning that promotes individual growth and contributes to the success of the college as a whole.

(H) Compliance with laws and regulations:

(1) Adhere to all applicable federal, state, and local laws and regulations.

(2) Comply with all regulations governing professional licensing, certification, and accreditation relevant to their job functions.

Last updated July 13, 2026 at 7:54 AM

History

Effective: July 13, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-26 Technical faculty promotion policy.

(A) Clark state community college supports a promotion system for technical faculty that is designed to reward individual performance that contributes to the college's mission.

(B) The ranks that have been established as part of the system. These include instructor, principal technical instructor, master technical instructor, and senior technical instructor.

(D) Eligibility requirements, established by the college, include educational attainment and work experience as appropriate to the rank to which the person is applying.

(E) Technical faculty seeking promotion submit evidence of their achievements according to set criteria, including effective teaching/learning, professional growth, and service to the college and community.

(F) Peer review by colleagues is an essential component of the system.

(G) Promotion must be earned and is not automatic.

(H) The college president is the final authority for all decisions related to promotion.

(I) The vice president of academic affairs (VPAA) shall ensure that a promotion calendar is established for timely process completion.

(J) General guidelines for candidates for promotion shall be as follows:

(1) The promotion committee shall review the materials submitted for consideration. The promotion committee shall verify whether or not the technical faculty member has met the minimum requirements for promotion. If the minimum requirements are not met, the committee shall take no further action and shall not review the submitted materials.

(2) Meeting minimum requirements does not mean that a recommendation for promotion is automatic. Submitted materials shall be organized in a manner that facilitates review; simply listing accomplishments may not be adequate. Explanations of the exact nature of the contributions may be necessary. Promotion materials shall be reviewed and evaluated by the committee against the promotion requirements for the rank sought in order to determine whether or not the candidate will be recommended for promotion.

(3) A pattern of contributions over the years is more meaningful than a flurry of activity just prior to promotion eligibility.

History

Effective: April 21, 2019
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-27 Consensual relationships policy.

The college's educational mission is promoted by professionalism in faculty-student and staff-student relationships. Professionalism is fostered by an atmosphere of mutual trust and respect. Actions of faculty and staff that harm this atmosphere undermine professionalism and hinder fulfillment of the college's educational mission. Trust and respect are diminished when those in position of authority abuse, or appear to abuse, their power. The purpose of this policy is to define consensual relationships and to define when these relationships are prohibited and may subject faculty and staff to disciplinary actions.

(A) Faculty and staff exercise authority over students in a variety of circumstances. Faculty authority is manifested primarily in the instructional context, which includes coursework, assigning, assessing, grading, advising, recommendations and similar processes. Faculty with supervisory responsibilities have similar authority to influence the terms and conditions of employment, performance and progress. Staff authority may manifest in the course of advising, coaching, supervision and in influencing the terms and conditions of employment, evaluating, job performance, progress, and recommendations.

(B) Amorous and sexual relationships between faculty and students are wrong, whether consensual or not, when the faculty or staff member has professional responsibility for the student. Such situations greatly increase the chances that the faculty or staff member will abuse their authority and sexually exploit the student. Voluntary consent by the student in such a relationship is suspect given the fundamentally asymmetric nature of the relationship. Moreover, other students and faculty or staff may be affected by such unprofessional behavior because it places the faculty or staff member in a position to favor or advance one student's interest at the expense of others and implicitly makes obtaining benefits contingent on amorous or sexual favors.

(C) Therefore, the college shall view it as unethical if faculty or staff members engage in amorous or sexual relations (consensual or otherwise) with students enrolled in their classes or subject to their supervision even when both parties appear to have consented to the relationship. Amorous or sexual relationships outside the instructional, advisory, coaching and supervisory contexts described in this policy, while not specifically prohibited, are discouraged and are very unwise.

(D) Accordingly, faculty and staff, whether full-time or part-time are prohibited from pursuing or engaging in an amorous or sexual relationship with any Clark state student enrolled in their courses or over whom they have other college responsibility or authority, including supervisory responsibilities. A person's status as a student commences upon admission to the college and continues during academic terms in which the person is enrolled, including college breaks and holidays. A person is no longer considered a student when they have completed their program of study, graduated and have not re-enrolled for one or more semesters. Relationships that have existed prior to a faculty or staff member's employment or a student's enrollment, such as those between spouses or partners, must be disclosed to the faculty or staff member's supervisor and human resources, but are generally exempt. In such cases, it is better for the student to take courses and be taught, advised, coached and/or supervised by another faculty or staff member as disclosure does not remove the power differential or the potential for coercive actions.

(E) Actions that violate this rule may subject the faculty and staff member to disciplinary action, up to and including termination. Actions that violate this rule may also be considered sexual harassment or misconduct and subject to college policies on sexual harassment and misconduct.

Last updated July 1, 2025 at 8:07 AM

History

Effective: July 1, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-3-28 Faculty evaluation policy.

(A) Full-time instructional faculty shall be evaluated on a yearly basis. The evaluation will include an assessment of all areas that the faculty member has spent at least five per cent of their annual work time on over the preceding year, including as relevant to the faculty member:

(1) Teaching

(2) Service

(3) Professional development

(4) Administrative roles with reassigned time

(5) Temporary special assignments or projects

(6) Research not included as part of professional development

(7) Clinical care

(B) The evaluation will include a summary assessment of the above performance areas that includes the parameters, "exceeds performance expectations," "meets performance expectations," or "does not meet performance expectations."

(D) Student evaluations will account for at least twenty-five per cent of the teaching component of the evaluation and include the set of questions developed by the chancellor.

(E) The teaching component will also include a peer evaluation of the faculty member, with emphasis placed on the faculty member's professional development regarding the faculty member's teaching responsibilities.

(F) The evaluation will include a projected work effort distribution which will be used in the next year's evaluation that is consistent with the college's workload policies, based on standards developed by the Ohio department of higher education, and approved by the dean.

(G) Evaluations will be conducted by the faculty member's supervisor, reviewed and approved or disapproved by the dean if the dean is not the supervisor, and submitted to the provost for review. In the case of a disagreement between the supervisor and the dean, or the dean and the provost, the provost has the final decision authority.

(H) Appeals process: should the faculty member disagree with the final decision of the evaluation review process, they may appeal to the president. The president's decision is final.

(I) This policy shall be reviewed and updated by the board of trustees every five years.

Last updated August 14, 2025 at 7:36 AM

History

Effective: August 14, 2025
Promulgated Under: 111.15

Chapter 3358:5-5 Benefit Policies

Ohio Adm.Code 3358:5-5-03 Professional improvement leave program policy.

(A) The board of trustees may grant approval for sabbatical leave in accordance with the applicable provisions of the Revised Code.

(B) Sabbatical leave is granted to provide an opportunity for improved service at the college. Full time exempt staff and full-time faculty may use professional leave for study, research, professional writing, travel or other activities recommended by the president of the college and approved by the board of trustees.

(D) Human resources is assigned the responsibility of developing, implementing and maintaining the sabbatical leave procedures.

Last updated June 16, 2025 at 8:13 AM

History

Effective: June 13, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-5-04 Emeritus status policy.

(A) Emeritus status is an honorary title awarded for distinguished service to the academic community. At Clark state college, the emeritus title may be bestowed on a faculty member, an exempt or non-exempt staff member, president, or a college trustee who has served the college with distinction. The bestowal of emeritus status is recognition of the value the college places on the experience, knowledge, ability, performance, and service of these individuals. Receiving the emeritus status is a distinctive honor, not a right.

(B) This policy shall be administered as set forth in the associated emeritus status procedures.

(C) Human resources is assigned the responsibility of developing, implementing, and maintaining the emeritus status policy and procedures.

Last updated June 16, 2025 at 8:25 AM

History

Effective: June 13, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-5-05 Employee recognition and rewards policy.

(A) Recognizing employees' contributions to the success of the college is a core value of Clark state college. This policy provides an avenue to recognize individuals and groups/teams for their contributions to the overall success of the college, the students we educate, and for their positive impact on the communities we serve.

(B) This policy applies to full-time exempt staff, full-time non-exempt staff and full-time faculty, as well as adjunct faculty. Executive council members are not eligible for recognition under the provisions of this policy.

(1) "Staff professional excellence award

(2) "Faculty Professional Excellence Award"

(3) Adjunct faculty professional excellence award

(D) This policy shall be administered as set forth in the associated employee recognition and rewards procedures.

(E) Human resources is assigned the responsibility of developing, implementing, and maintaining the employee recognition and rewards program.

Last updated June 16, 2025 at 8:26 AM

History

Effective: June 13, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-5-06 Sick leave policy.

The purpose of this policy is to ensure compliance with section 124.38 of the Revised Code and to set parametrs for its authorized use.

(A) Sick leave may be used 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, or death in the employee's immediate family defined as: spouse; (step)parents and parents-in-law; (step)children and sons- and daughters-in-law; (step)siblings and siblings-in-law; (step)grandparents and (step)grandchildren.

(B) Forty hours sick leave credit on an FTE basis is granted initially to new full-time exempt staff, full-time non-exempt staff and full-time faculty employees who have no prior accumulated sick leave. No additional sick leave days are accrued during the first four months of employment.

(C) Sick leave is accrued at 4.6 hours per pay period and there is no maximum limit of sick leave hours an employee can accrue.

(D) New, full-time employees who transfer from an Ohio public agency will be credited with the unused balance of their accumulated sick leave provided the person is employed within ten years of the date of the last termination from public service. The college must receive documentation from the previous institution, documenting the sick leave balance.

(E) Employees using sick leave are required to document their absence(s) on their timesheet. Sick leave must be taken in no less than thirty-minute increments.

(F) Sick leave hours are not considered hours worked in the calculation of overtime. If a holiday, as designated on the official college calendar, falls during an employee's sick leave, the employee's accrued sick leave balance will not be reduced for that holiday.

(G) Sick leave will accrue during unpaid leaves of absence, except in cases where the employee is using accrued, paid time off concurrently with an approved FMLA leave.

(H) An employee's right to reinstatement following the use of sick leave, FMLA leave, disability benefits or other leave for health reasons will be determined in accordance with college policies and applicable state and federal law.

(I) An employee's unused, sick leave balance is only paid out upon retirement, according to the formula in the separation from employment procedures. Payment on this basis is considered to eliminate all sick leave credit accrued by the employee at the time of retirement and such payment shall only be made once to any employees.

Last updated April 28, 2026 at 7:50 AM

History

Effective: April 28, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-5-07 Leave policies.

The purpose of this policy is to provide clarity and consistency for each type of leave. It ensures that both eligible employees and the college agree upon the parameters of time off, promoting transparency.

(A) Personal leave

(1) Three days personal leave with full pay is granted each fiscal year. Personal day hours may be taken in no less than thirty-minute increments. The absence must be submitted to the immediate supervisor within five days prior to the leave but no later than three days after the leave (in those situations where prior approval is not possible). Up to one day of unused personal leave (up to eight hours) may be rolled over at the end of the fiscal year to the next fiscal year. Personal leave hours are not considered hours worked for the calculation of overtime. Personal leave balances are not paid out upon separation from the college.

(2) Personal leave for employees hired after the beginning of the fiscal year will be prorated as follows:

(a) Employees hired in July, August or September shall receive three days.

(b) Employees hired in October, November or December shall receive two days.

(d) Employees hired in April, May or June shall not receive a personal day for that fiscal year.

(3) This benefit applies to all full-time exempt staff, full-time non-exempt staff and full-time faculty.

(B) Bereavement leave

(1) Accumulated sick leave may be used for an employee's absence due to a death in the employee's immediate family, defined as: spouse; (step)parents and parents-in-law; (step)children and sons- and daughters-in-law; (step)siblings and siblings-in-law; (step)grandparents and (step)grandchildren.

(2) Bereavement leave due to a death not in the employee's immediate family shall be taken as personal leave or vacation leave.

(3) Employees will document this leave to their immediate supervisor within five days prior to the leave but not later than three days after the leave (in those situations where prior approval is not possible).

(4) This benefit applies to all full-time exempt staff, full-time non-exempt staff and full-time faculty.

(1) Requests for approval of this leave should be directed to the immediate supervisor within five days prior to the leave but no later than three days after the leave (in situations where prior approval is not possible).

(2) Payment for this leave will be regular pay less the amount received for jury or witness duty.

(3) This benefit applies to all full-time exempt staff, full-time non-exempt staff and full-time faculty.

(D) Military service leave

(1) The college grants employees, except for temporary employees, who enlist or are inducted into military forces for the United States, including the Ohio national guard, a leave of absence and benefits to include regular pay, and entitled to all re-employment rights in accordance with the Revised Code and federal laws including the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA).

(2) This applies when the service member is required to participate for military service, training duty or related obligations as members of an armed forces reserve organization or the national guard, or when they are called out on an emergency basis for such service per the Revised Code.

(3) The USERRA prohibits discrimination and retaliation for the person's membership (voluntary or unvoluntary) in the uniformed services with regard to any aspect of employment and the college adopts and follows this principle.

(E) Professional development leave

Time away from work for professional development to attend meetings or conferences may, at the discretion of the immediate supervisor, be granted whenever attendance would directly contribute to the professional development of the employee, or as otherwise considered to be in the best interest of the institution.

(F) Unpaid leave of absence

(1) Up to thirty days of unpaid leave may only be requested in the event twelve weeks of approved Family Medical Leave Act (FMLA) leave has been exhausted, and additional time off is needed per the health care provider. Before the unpaid leave of absence is considered, the employee must have also exhausted all of their sick, personal, and vacation time.

(2) Requests for approval for an unpaid leave of absence shall be sent to the immediate supervisor, executive council member and human resources no later than thirty days prior to the first day of the requested leave. Documentation from the health care provider is required. Employees whose positions are contracted and/or funded by outside sources are not eligible for unpaid leaves of absence. The college assumes no financial obligation for unpaid leaves of absence.

(3) For unpaid leaves that fall under FMLA, the employee shall be responsible for continuing to pay, on a bi-weekly basis, the employee share of insurance premiums under which they are covered as well as other debts owed to the college that would normally be satisfied through payroll deduction. For unpaid leaves as an extension of approved FMLA, the employee shall pay, on a bi-weekly basis, the full amount of insurance premiums under which they are covered as well as other debts owed to the college that would normally be satisfied through payroll deduction. While on an unpaid leave of absence, other than FMLA, neither sick leave nor vacation leave shall be accrued.

(4) In the event the employee does not return to work, the college may choose to terminate employment and back-fill the employee's position.

(G) College closure

(1) In the event the college closes due to weather, natural disasters or other emergencies, the following guidelines apply regarding employee compensation during the closure:

(a) Employees scheduled to work: Employees who are normally scheduled to work during the time of the closure will be paid for their regularly scheduled hours at their standard rate of pay.

(b) Employees with scheduled sick, vacation, personal time, etc. during a college delay or closure will still have their balance charged for that time.

(c) Part-time and variable schedule employees: Part-time employees or employees with variable schedules will only be compensated for closures that fall on days they are regularly scheduled to work. For example, if a part-time employee does not normally work on Fridays and the college is closed on a Friday, the employee would not be eligible for pay that day.

(d) Maximum compensation during closure: Employees will not be compensated for more hours than they are regularly scheduled to work on a given day.

(e) Extended closures: If the closure extends beyond three days, the college's board of trustees will determine whether any or all of the missed days will be rescheduled. If rescheduled, employees may be required to work those days or may elect to use available vacation time, depending on the guidance provided at that time.

(f) Emergency declaration: The president holds the authority to declare a closure or emergency and will communicate any related decisions and procedures to employees accordingly.

(H) Voting leave

Since employees can usually vote before or after their regular working hours, the college does not make provisions for time off taken to vote.

(I) Sick leave

Please refer to the sick leave policy.

(J) Family and medical leave

Please refer to the Family and Medical Leave Act policy.

(K) Vacation leave

Please refer to the vacation leave procedures.

Last updated April 28, 2026 at 7:50 AM

History

Effective: April 28, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-5-08 Employee complaint and grievance policy.

The college recognizes disputes may arise in the workplace. Employees are encouraged to seek informal resolution as early as possible. Any employee may verbally present and discuss concern with their supervisor, and this informal process will remain entirely conversational and non-procedural. If informal resolution is not successful or appropriate, employees may use the formal resolution process. Management is responsible to facilitate a fair, equitable and timely resolution of workplace concerns.

(A) Definitions

(1) Informal concern: Any workplace issue raised verbally or informally that does not meet the definition of a formal complaint.

(2) Formal complaint: A formal complaint is a workplace concern or dispute submitted in writing by an employee regarding the interpretation, application, or alleged violation of a college policy, procedure or workplace practice.

(B) This policy applies to all Clark state employees to include, full-time and non-exempt staff, full-time faculty, adjunct faculty, student workers, substitutes and/or temporary employees.

(D) The president shall inform the board of trustees of any formal complaints that are appealed to the president and provide the final disposition of those matters.

(E) This policy shall be administered as set forth in the associated employee issue resolution procedures.

(F) Human resources shall be assigned the responsibility of developing, implementing, and maintaining the employee issue resolution policy and procedures.

Last updated April 28, 2026 at 7:50 AM

History

Effective: April 28, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-5-11 Proficiency examination compensation policy.

(A) Clark state college students

(1) Faculty members/division deans need to assure that students have obtained the proper receipt from the cashier's office for challenge/proficiency exam or portfolio fee payment prior to scheduling the proficiency examination or portfolio development.

(2) After the faculty member has administered or developed the proficiency examination, he/she shall complete a additional pay form indicating the course name, course number, and date of examination and shall indicate the following rate(s):

(a) Payment for administering and grading a skills based proficiency exam - fifty dollars.

(b) Payment for grading a written proficiency exam. - twenty-five dollars.

(d) Payment for modifying an existing challenge/proficiency exam - twenty-five.

(3) In the event of a portfolio, once a student completes the portfolio, the faculty member shall complete an additional pay form indicating the course name, course number, and date of portfolio review and shall indicate the following rates:

(a) Payment for portfolio support for each three credit hour course - one hundred dollars.

(b) Payment for portfolio support for courses one or two credit hours - seventy five dollars.

(c) Payment is to cover costs for the faculty to consult with the student prior to portfolio development as well as portfolio assessment.

(4) The additional pay form shall be signed by the faculty member and division dean and forwarded to the payroll office for processing.

(B) Students at CTC and other tech prep sites

(1) Payment for administering a proficiency examination off campus sixty dollars plus mileage.

(2) The additional pay form shall be signed by the faculty member and division dean and forwarded to the college's tech prep department so this expense can be tracked. The college's tech prep department will then forward the additional pay form to the payroll office for processing.

Last updated November 15, 2022 at 9:03 AM

History

Effective: November 14, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-5-12 Holidays observed policy.

(A) The purpose of this policy is to identify holiday break days when the college is officially closed.

(1) The college observes the following state designated holidays:

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

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

(d) Memorial day (last Monday in May)

(e) Juneteenth (June nineteenth)

(f) Independence day (July fourth)

(g) Labor day (first Monday in September)

(h) Veterans day (November eleventh)

(i) Thanksgiving day (fourth Thursday in November)

(j) Columbus day (ovserved on the day after Thanksgiving)

(k) Christmas Day (December twenty-fifth)

(B) The college is closed for winter break from December twenty-four through January first.

(C) Holidays that fall on a Saturday are observed on the preceding Friday; holidays that fall on a Sunday are observed on the following Monday.

(D) To receive eight hours of regular pay for a holiday, full-time exempt staff, full-time non-exempt staff and full-time faculty must be in pay status their scheduled work day preceding and their scheduled work day following such holiday. Holidays are considered hours worked in the calculation of overtime. For the sole purpose of determining holiday pay eligibility, being in pay status on the scheduled workday before and after a holiday includes:

(1) Vacation leave

(2) Sick leave

(3) Personal leave

(4) Weather-related closure

(5) Official college shutdown

(6) Actual hours worked

(E) Employees are paid for no more hours for a holiday than those hours they normally work each day.

(F) Employees who work on a holiday will receive "double time" pay (their normal rate of pay times two) for the hours worked that day, up to eight hours maximum.

(G) When a legal holiday, as noted on the official college calendar, falls in the midst of an employee's paid leave (i.e., vacation, sick), the employee shall be paid for the holiday by not having the holiday charged against their accrued leave balance.

Last updated April 28, 2026 at 7:50 AM

History

Effective: April 28, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-5-17 Tuition assistance program policy.

(A) The college encourages employees to pursue professional development in order to obtain competencies that support the growth and enrichment of both the employee and the college. In order to enhance and promote such skill development, the college provides a tuition assistance program to eligible employees. The program availability is contingent upon the college's financial resources.

(B) This policy includes:

(1) Tuition reimbursement program The college provides financial assistance to eligible employees who seek to further their education through coursework at an accredited educational institution. (All educational institutions must be properly accredited by the higher learning commission of North Central association or other regional accrediting associations having jurisdiction).

The tuition reimbursement program applies to full-time exempt staff, full-time non-exempt staff and full-time faculty.

(2) Institutional fee benefit program The college provides a tuition scholarship (instructional and general fees) for employees and eligible family members who seek to further their education through coursework taken at Clark state college.

The institutional fee benefit applies to full-time exempt staff, full-time non-exempt staff, full-time faculty and their spouses and dependent childred up to age twenty-six. This benefit also applies to adjunct faculty, who must have taught at lease one semester; the couse taken must be approved by the division dean; and the adjunct can only enroll in one course during the term they are assigned to teach. Adjunct faculty spouses and dependent children are not eligible for this program.

(C) Tuition reimbursement is subject to repayment to the college under certain conditions as identified in the associated procedures.

(D) Advanced degree pay adjustment

Upon presentation of evidence that an eligible employee has earned a degree subsequent to employment by Clark state college from an institution of higher education whose degree has been recognized by a regional accrediting association, an amount according to the following schedule will be added to the employee's base salary:

Degree	Amount added tobase salary
Doctoraldegree	$900.00
Master's degree	$500.00
Bachelor's degree	$375.00
Associate's degree	$250.00

This policy shall be administered as set forth in the associated tuition assistance program procedures.

(E) Human resources is responsible for developing, implementing, and maintaining the tuition assistance program.

Last updated May 5, 2025 at 1:22 PM

History

Effective: May 5, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-5-20 Family and Medical Leave Act Policy.

In accordance with the federal Family and Medical Leave Act (FMLA), Clark state college provides job-protected family and medical leave (FML) to eligible employees who are unable to work due to their own serious health condition or the need to care for an immediate family member with a serious health condition.

Eligible employees may take up to twelve workweeks (four hundred eighty hours) of leave within a twelve-month period for qualifying events, as defined under FMLA and this policy.

Employees caring for a covered military service member with a serious illness or injury may be eligible for up to twenty-six workweeks (one thousand forty hours) of leave in a single twelve-month period.

(A) Eligibility requirements

(1) To be eligible for FML under this policy, an employee must meet all of the following criteria:

(a) Have been employed by Clark state college for at least twelve months;

(b) Have worked at least twelve hundred fifty hours during the twelve months immediately preceding the start of the leave (equivalent to 60.1 per cent FTE or greater for the entire twelve-month period);

(B) Qualifying events for leave

(1) Eligible employees may request leave for the following FML qualifying reasons:

(a) The birth of the employee's child, and/or incapacity due to pregnancy or prenatal medical care;

(b) The placement of a child with the employee for adoption or foster care;

(d) To care for an immediate family member with a serious health condition. (Immediate family is defined as: spouse; (step)parents and parents-in-law; (step)children and sons- and daughters-in law; (step)siblings and siblings-in-law; (step)grandparents and (step)grandchildren);

(e) A serious health condition of the employee that renders them unable to perform the essential functions of their job, as certified by a health care provider; or

(f) A qualifying exigency related to the covered active duty (or notification of impending call or order to covered active duty) of the employee's spouse, son, daughter, or parent in a foreign country.

A serious health condition is defined as:

(1) A condition requiring inpatient care in a hospital, hospice, or residential medical care facility;

(2) A condition requiring continuing treatment by a licensed health care provider;

(3) A chronic or long-term illness that results in recurring or extended periods of incapacity, such as:

(a) Heart attack or serious heart condition

(b) Most forms of cancer

(d) Appendicitis

(e) Pneumonia

(f) Pregnancy and prenatal care

(4) A condition resulting in incapacity for five or more consecutive days, including those due to pregnancy, child birth or the placement of a child for adoption or foster care.

(5) The college may require certification from a health care provider to support the need for FML. This certification process is detailed in the college's family and medical leave procedures.

(6) Employees with questions regarding qualifying health conditions or how this policy interacts with the college's sick leave policy should contact the office of human resources.

(D) Military family leave entitlement

(1) In compliance with the Uniformed Services Employment and Reemployment Rights Act (USERRA) and the FMLA:

(a) All absences from work due to, or necessitated by, covered military service under USERRA will be counted toward FMLA eligibility.

(b) Eligible employees who are the primary caregiver for a covered military service member with a serious illness or injury may take up to twenty-six workweeks (one thousand forty hours) of leave in a single twelve-month period, per covered service member and per qualifying injury.

(c) If an employee also takes FML for another qualifying reason during the same twelve-month period, the total combined leave cannot exceed twenty-six workweeks.

(d) If this policy does not address a specific matter, federal law shall govern.

(E) Policy administration

(1) This policy shall be administered in conjunction with the family and medical leave act policy procedures, and consistent with the FMLA and related federal regulations in effect on the date that leave is being taken.

(2) Human resources is responsible for developing, implementing, and maintaining the Family and Medical Leave Act policy, related procedures, and all associated forms.

Last updated July 13, 2026 at 7:54 AM

History

Effective: July 13, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-5-21 Key control policy.

(A) The purpose of the key control policy is to protect the property and privacy of the college; to promote the security of faculty, staff and students; and to facilitate appropriate access to college facilities and equipment. This is accomplished by limiting access to facilities on the basis of demonstrated need.

(B) The office of the vice president for business affairs shall be assigned the responsibility of developing, implementing, and maintaining the key control function. This responsibility for the Greene center has been delegated to the associate dean, Greene center campuses.

Last updated November 15, 2022 at 9:04 AM

History

Effective: November 14, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-5-24 Compensation philosophy.

(A) The purpose of this policy is to reaffirm the college's desire to provide employees with a competitive level of compensation that reflects their individual contribution to the college's mission. This mission is realized by providing a total compensation package that includes base pay, benefits, professional development, and the flexibility of working in a higher education environment. Further, the purpose of the college's overall compensation package is to attract and retain employees who are focused on student success and community engagement. Clark state prides itself on being a strong steward of its resources, and it is within the context of its financial picture that compensation is examined and adjusted.

(B) Compensation principals

(1) Achieve and maintain competitive salaries in relevant labor markets

(2) Communicate compensation information to ensure that employees understand their total compensation package

(3) Administer pay equitably and in compliance with all applicable federal and state laws and regulations

(4) Provide professional development opportunities for employees to develop and advance in their position

(5) Recognize changing responsibilities given the college's current and future staffing needs

(C) Human resources is assigned the responsibility of developing, implementing, and maintaining the compensation philosophy policy.

Last updated June 16, 2025 at 8:26 AM

History

Effective: June 13, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-5-26 Employee sick leave bank program policy.

(A) The college recognizes that employees may face unexpected hardships when they have exhausted, or not yet accrued, their available paid time off (sick, vacation or personal leave). To provide support in these situations, the college has estalbished a voluntary sick leave bank program, which allows eligible employees to donate sick leave hours for use by other eligible employees. The sick leave bank helps alleviate financial hardship by providing a limited number of additional paid leave hours to employees who have depleted their balances and require time off due to a serious illness, injury or other qualifying event.

(B) This policy applies to full-time exempt staff, full-time non-exempt staff and full-time faculty.

(D) Human resources is responsible for developing, implementing and maintaining the employee sick leave bank policy, procedures and associated donation and withdrawal forms.

Last updated February 17, 2026 at 8:07 AM

History

Effective: February 16, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-5-27 Telecommuting policy.

(A) The college considers telecommuting a flexible work option when both the employee and the job are suited to such an arrangement. Telecommuting may be appropriate for some jobs but not for others. In unusual situations, the president may grant telecommuting approval for positions that would not normally be considered appropriate for telecommuting. Telecommuting is a not a right or benefit that an employee can expect or demand. Telecommuting does not change the terms and conditions of employment.

(B) Definitions

(1) Telecommuting: working from a remote site, such as a private home, instead of commuting to a designated headquarters. Emphasis is placed on information or communication exchanged through telephones and remote devices such as computers and fax machines to allow an employee to work at a remote workplace. Telecommuting does not include the provision of online instruction through a learning management system, or online instruction provided by adjunct instructors, or casual, intermittent online instruction provided by employees to supplement the work they regularly perform.

(2) Telecommuting application: approved format documenting agreement between the immediate supervisor and employee for use of telecommunications and computer technologies that allows an employee to perform some or all of their assigned duties at other than the normally assigned workplace.

(D) This policy shall be administered as set forth in the associated telecommuting procedures.

(E) Human resources is assigned the responsibility of developing, implementing, and maintaining the telecommuting policy and procedures.

Last updated June 16, 2025 at 8:26 AM

History

Effective: June 13, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-5-28 Voluntary Short Term Disability Benefit.

The purpose of this policy is to outline the eligibility, enrollment and benefit provisions for voluntary short-term disability (VSTD) coverage available to eligible employees of Clark state college. This policy ensures consistent administration of benefits and coordination with applicable leave provisions, including the Family and Medical Leave Act (FMLA).

(A) Voluntary short term disability benefit insurance provides income protection for employees who are unable to work due to a non-work-related illness, injury, or pregnancy. Coverage is entirely voluntary and paid one hundred per cent by the employee through payroll deduction.

Eligibility

(1) Full-time exempt staff, full-time non-exempt staff and full-time faculty.

(2) The employee must be actively at work on the policy's effective date.

(B) Enrollment opportunities

(1) At the time of hire or;

(2) During the college's annual open enrollment period for insurance coverage.

Coverage begins on the date established by the insurer following enrollment and verification of eligibility.

(D) Benefits

(1) The plan provides sixty per cent of pre-disability base wages, up to a maximum of two thousand dollars per week.

(2) Benefits begin on the eighth day following disability due to sickness or injury and may continue for up to twenty-six weeks after the (waiting) elimination period.

(3) Maternity-related disabilities are treated the same as any other disability.

(4) The plan and all limitations are administered by the provider in accordance with the terms of the benefit booklet.

(E) Coordination with FMLA

When an employee's disability qualifies under FMLA, up to twelve weeks of the non-working portion of the approved disability period, including elimination (waiting) period, will run concurrently with FMLA leave.

(F) Supplementation of benefits

(1) An employee receiving disability benefits may elect to supplement the VSTD payments by using available, accrued leave balances (sick, personal, or vacation leave).

(2) Supplementation becomes effective as of the date the employee requests it.

(3) Supplementation will be paid at the employee's base rate of pay in effect at the time of disability.

(4) The combined total of VSTD benefits and any leave supplementation shall not exceed one hundred per cent of the employee's regular pay for the period of disability.

(G) Job reinstatement

An employee's right to reinstatement following the use of sick leave, FMLA leave, disability benefits or other leave for health reasons will be determined in accordance with college policies and applicable state and federal law.

(H) Administration

(1) Human resources manages enrollment, payroll deductions and coordination with FMLA and leave supplementations.

(2) In the event of a discrepancy, the insurer's plan document governs.

Last updated July 28, 2026 at 7:38 AM

History

Effective: July 28, 2026
Promulgated Under: 111.15

Chapter 3358:5-7 Academic Policies

Ohio Adm.Code 3358:5-7-01 Class attendance policy.

(A) The curricula of all technologies at Clark state community college have defined academic and technical skill performance levels. Creating the learning environment is the responsibility of faculty. Achievement of the performance levels is the responsibility of the student.

(B) Faculty shall monitor class attendance and include a class attendance policy on their syllabi that includes any penalties for absences. Attendance policies shall be enforced consistently.

(C) Steady and gradual progress toward achievement of academic goals is best accomplished through regular class participation. Therefore, students are expected to attend all class and laboratory sessions. When unavoidable absences do occur, students shall take the responsibility to contact the instructor to make arrangements for work that has been missed. Students should be aware that depending on the nature of the assignment and class policies, not all work can be made up.

(D) Excessive absences and work that cannot or has not been made up may adversely affect the student's grade in a class. Instructors have the right to issue a lower grade, which may be a failing grade, to students who incur excessive absences and who have not officially withdrawn from the course. Excessive absences should be reported through a progress report. If absence is so excessive that it precludes satisfactory progress toward successful completion of the course, the records office may notify and drop the student from the course with a grade of "F" with the authorization of the instructor and academic dean of the division from which the course is offered.

(E) If a student has never attended class through the census date, faculty are required to submit notification to the records office. The records office shall notify and drop the student from the course. All tuition and fees for the course shall be removed from the student's financial record. When a student stops attending class but never officially drops the course, faculty shall assign a final grade of "UW" (unofficial withdraw). Faculty shall record the last date of attendance with the registrar.

(F) The college is required to report non-attendance to federal and state agencies that provide financial assistance to students. Failure to attend classes may also result in a student having to repay part or all of an allowance from the veterans administration and/or from other sources of financial aid.

Last updated May 5, 2025 at 7:41 AM

History

Effective: May 5, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-7-03 Credit hour system policy.

(A) Clark state college is committed to the establishment of a credit hour system that is consistent with the requirements of the U.S. department of education, the Ohio department of higher education and the guidelines of the higher learning commission.

(1) Clark state follows the federal definition of the credit hour: a credit hour is an amount of work represented in intended learning outcomes and verified by evidence of student achievement that is an institutionally established equivalency that reasonably approximates not less than:

(a) One hour of classroom or direct faculty instruction and a minimum of two hours of out-of-class student work for approximately fifteen weeks for one semester or trimester hour of credit, or ten to twelve weeks for one quarter hour of credit, or the equivalent amount of work over a different amount of time; or,

(b) At least an equivalent amount of work as required in paragraph (A)(1) of this rule for other academic activities as established by the institution, including laboratory work, internships, practrice, studio work and other academic work leading to the awards of credit hours.

(2) Clark state also follows the Ohio department of higher education definition of a credit hour as a minimum of seven hundred fifty minutes (semester credit hour) of formalized instruction that typically requires students to work at out-of-class assignments an average of twice the amount of time as the amount of formalized instruction. Credit hours may be calculated differently for other types of instruction (i.g., laboratory experience, directed practice experience, practicum experience, cooperative work experience, filed experience, observation experience, seminor and studio experience) as long as the credit hour calculations align with commonly accepted practices in higher education and with the regulation of regional accreditors and the federal financial aid program.

(B) Credit can be achieved through the scheduled classes offered by the college in any of the college-approved locations or course delivery formats.

(1) Transfer credit from other regionally accredited post-secondary institutions;

(2) Articulated credit as defined in a formal agreement with another agency, institution, or business or as defined in a procedure established by the college. These agreements and procedures may allow credit for corporate training, adult education training, high school programs determined to be of college-level rigor or other forms of learning;

(3) Proficiency credit granted through the student's successful completion of a proficiency examination or other approved assessment process developed by the college or a college-approved agency, institution, or business;

(4) Portfolio credit for prior life and/or work experience.

Each of these forms of equivalent credit must be validated through the appropriate campus processes.

Last updated May 5, 2025 at 7:41 AM

History

Effective: May 5, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-7-05 Graduation policy.

(A) Clark state college awards the following degrees/certificates:

(1) Bachelor of science

(2) Associate of arts

(3) Associate of science

(4) Associate of applied business

(5) Associate of applied science

(6) Associate of technical studies

(7) One-year certificates

(8) Short-term technical certificates - state approved programs of fewer than thirty credits for an in-demand job

(9) Short-term certificates - college approved programs of less than thirty credits

(10) Departmental certificates - college approved programs that are fewer credit hours than an associate degree

(B) Effective fall semester 2024, short-term technical certificates, short-term certificates and departmental certificates will be awarded if a student completes all courses within the certificate with a grade of "C" or higher. Certificates embedded within a degree program will be awarded unless the student has notified records and registration that they do not wish to receive the certificate.

(C) Effective fall semester 2023, for a student to earn multiple degrees at Clark state, the degree programs must be at least six credit hours different for a one-year certificate, twelve credit hours different for an associate degree and twenty-four credit hours different for a bachelor degree. If a student qualifies for more than one certificate/degree during the same semester using the same curriculum, the certificate/degree will default to the chosen major on record unless the college is otherwise notified by the student.

(D) Effective spring semester 2017, degree programs that contain one or more embedded certificates will automatically be awarded when the certificate requirements are completed unless the student contacts "Records and Registration" and indicates he/she does not wish to have the certificate credential awarded.

(E) All students are expected to complete the residency requirement of at least thirty credit hours of course work at Clark state for a bachelor degree or fifteen credit hours for an associate degree or twelve credit hours for a one-year certificate program. Credit equivalencies, as defined in the credit hour system procedures (rule 3358:5-7-03.1 of the Administrative Code), do not count toward the residency requirement. Students completing a short-term technical certificate, short-term certificate or departmental certificate must have earned Clark state institutional credit within the certificate program.

(F) Credits earned through credit equivalencies for an individual student shall not exceed one-half the required technical course credits for the degree or certificate program being pursued unless recommended by the faculty and approved by the dean of the division.

(G) The transcripted graduation date shall be the last official day of the term during which a student completes the course of study.

(H) The college will hold commencement in May of each year and as needed for students completing a bachelor degree, associate degree or one-year certificate.

(I) The college reserves the right to modify its graduation and other requirements as needed.

Last updated May 2, 2025 at 7:48 AM

History

Effective: May 2, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-7-06 Residency policy.

It is the intent of the college to be consistent with the state of Ohio Administrative Code in definitions of residency status for students.

(A) As applied here, the purpose of the Ohio Administrative Code is to exclude from treatment as residents those persons who are present in the state of Ohio primarily for the purpose of receiving the benefit of a state-supported education.

(B) As an institution of higher education charged with reporting student enrollment to the Ohio department of higher education for state subsidy purposes and assessing the tuition surcharge, Clark state community college provides individual students with a fair and adequate opportunity to present proof of their Ohio residency for purposes of this rule. The college may require the submission of affidavits and other documentary evidence which it may deem necessary to a full and complete determination under Clark state rules.

(C) An Ohio residency application and appropriate documentation must be completed and submitted to the records office for determination of approval/denial by the records office. Approval must occur prior to the first day of the term for which it is to be effective.

Last updated October 17, 2022 at 8:32 AM

History

Effective: October 14, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-7-07 Admissions policy.

(A) Clark state is committed to providing each student with the maximum opportunity to develop and learn. As such, we adhere to an open admissions policy. Admission to the college is offered to all applicants who are high school transcripted graduates or possess GED equivalent.

(B) Admission to the college does not ensure admission to a particular program of study. Some academic programs have established additional requirements that must be fulfilled prior to acceptance. All prospective applicants are encouraged to contact the admissions office for specific information.

(C) For some students, additional coursework in science, mathematics, and english may be needed prior to enrollment in certain courses and programs. Such coursework is determined through a review of a student's past academic record or through a placement test.

(D) Clark state admits students in the following enrollment categories:

(1) High school students seeking to enroll in the college credit plus program.

(2) High school students seeking to enroll at Clark state while in high school but who are not enrolled in the college credit plus program.

(3) High school graduates and adults who possess GED equivalency and have no prior college experience.

(4) Non high school graduates without a GED over eighteen years of age who have met the established placement testing scores.

(5) Students transferring to Clark state who have attended or are attending another college.

(6) International student admission.

(7) Mature citizens program for residents of Ohio.

(E) Students shall be considered officially admitted when a completed admissions application is entered into the college's data system.

Last updated July 28, 2025 at 7:48 AM

History

Effective: July 25, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-7-08 Faculty-student relations.

(A) Classroom procedures

(1) It is expected that a healthy atmosphere, conducive to the learning process, shall be maintained at all times in classroom and laboratories. The faculty-student relationship should be one of mutual respect and acceptance of the rights and privileges of each individual.

(2) At the beginning of each semester, faculty members are expected to provide students with a syllabus and use the first class period to orient the student to the course goals and objectives and the expected classroom routine.

(3) Student regulations concerning class attendance, testing, grading, and make-up policy should be spelled out in detail in the syllabus and explained during the first class meeting. Instructors should be specific concerning the educational objectives of the course as students have a right to understand what will be expected of them and the instructor.

(4) Instructors are expected to give tests, quizzes and/or other graded assignments. These should be viewed as a part of the student's educational experience. As such, they should be presented in a variety of styles requiring the student to draw on his or her ability to organize data, compare, make distinctions, and arrive at warrantable conclusions. Final examinations are to be given according to the published final exam schedule. Final examinations should cover the work of the entire course and should be sufficiently comprehensive to challenge the student's efforts during the entire time period assigned.

(B) Academic advisors

(1) Basic to all educational effort is the function of advising. The college accepts this principle in all its implications. Accordingly, a primary function of its faculty and staff is to provide competent educational and career advising.

(2) Recognizing that growth and acceptance of responsibility occur only to the degree that the student personally assumes self-direction for them, the role of the academic advisor is necessarily one of assistance, guidance and advisement. Helping the student realize and accept the fact that he or she is primarily responsible for his or her own actions, his or her decisions, and ultimately his or her own education is a vital element of the academic advisor's role.

(3) The college and its faculty (in both their instructional and advisor roles) consider each student an adult and responsible agent and thus perceives itself as functioning in its own integrity as an institution and not "in loco parentis."

(4) All students shall be assigned a faculty advisor based on their program area and on an equitable basis.

(5) The following guidelines are offered to help faculty in the definition of their role as academic advisors:

(a) Faculty advisors shall keep a current file on each of their advisees. In addition to documents describing the student's history at Clark state and other colleges/universities, advisors can access computer screens to gain current registration information about a student. This information should be used to advise students determining their abilities to succeed in the attempt of various credit hour loads. The faculty advisor shall be expected to follow established college policy on the sharing of student record information with anyone except the student. No information should be released from a student's personal file (even to employers) without prior permission from the student. Any information release shall be in compliance with federal regulations (FERPA) and with college regulations dealing with the privacy of student information.

(b) Graduation requirements for the faculty member's program area should be firm in his or her mind as he or she attempts to guide students toward that end. The advisor should also be familiar with the Ohio board of regents/state department of education standards for technical, basic, and general education credit. Naturally, the faculty advisor should be cognizant of all institutional regulations (catalog and student handbook) regarding graduation requirements.

(c) Students may need some assistance in deciding upon and working toward their career and life goals. Faculty advisors might wish to plan, along with the student, an entire sequence of courses to be taken during the student's tenure at the college. While most students follow prescribed curriculum, some, because of academic or personal reasons, might not. Therefore, a faculty advisor should prepare this kind of schedule instrument taking into consideration frequency of course offerings and prerequisites.

(d) Faculty advisors should discuss reasons for drop/adds with their advisees prior to any action. Students should be referred to the financial aid office for financial aid implications. Drop/adds should be processed through the records office as soon as possible after decisions have been reached.

(e) Many advisees will seek to have a channel for individual guidance and personal problem solving. Faculty advisors should be aware that it may be necessary for them to consult with or refer students to counseling services.

(f) Faculty advisors must practice appropriate confidentiality with regard to student information.

(1) Academic reasons When a student needs assistance in his or her courses, the student should be directed to the student academic success center (SASC) for tutoring or other assistance. If the student has a disability and needs accommodations, the student should be directed to accessibility services also within the SASC.

(2) Behavioral support services (BSS)

(a) "Behavior Intervention Team (BIT)" consists of a team of faculty and staff that are trained to pro-actively assess threat or risk and provide faculty resources or interventions as appropriate. Current BIT members include the dean of student affairs, director of student life, director of evening services, college counselor, campus police representative, and one faculty member.

(b) Counseling/mental health referral: The college has a licensed professional counselor available to assist students in addressing problems and concerns that may impede academic performance. Meetings with counseling services are confidential (except in cases in which disclosure of information is necessary to protect the student or others from physical or life-threatening danger), and no information shall be released without written permission. Referrals to community agencies may be made when appropriate.

(c) Peer listeners are also available to meet with students on a walk-in basis. The peer listeners are trained in a variety of areas including listening skills, crisis management, and problem solving. The counselor maintains oversight of the peer listener program.

Last updated May 5, 2025 at 7:41 AM

History

Effective: May 5, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-7-09 Continuing education policy.

(A) Admissions and courses:

The college offers a variety of credit and non-credit courses of a technical and vocational nature. Students desiring to pursue credit-bearing courses toward a degree or certificate must apply for admission. Those enrolling in non-credit training should follow the directions provided for that training.

(B) Services:

(1) Service to local business, industry, the professions, and government is one of the most important functions of the college. Every effort will be made, wherever sufficient interest is shown, to offer instruction which will allow employees to upskill or retrain. A wide range of courses from basic fundamentals to those requiring considerable preparation and background is offered.

(2) The department also can develop and administer, both on and off campus, programs specially tailored to meet the needs of private and public organizations, agencies, and groups. Programs can be single-session meetings or those requiring numerous hours for completion.

Various occupational standards, organizations, and professional groups are requiring members to update and upgrade their knowledge through continuing education activities. To facilitate this growing interest in life-long learning, the college awards the continuing education unit (CEU). The CEU is generally equated to be ten contact hours of participation in an organized continuing education experience under responsible sponsorship, capable direction, and a qualified instructor. The awarding of CEU's provides individuals, groups, and institutions with a standard of measurement for the recording, reporting, accumulation, and transfer of adult participation in approved continuing education activities. Decimal units may also be awarded for participation of less than ten hours.

(D) The mature citizens' educational program:

(1) Citizens sixty years of age or older who desire to be exempt from tuition and general fees may enroll in most college credit and non-credit classes on a space available basis. Classes which are excluded from this policy include but are not limited to non-credit STNA, phlebotomy, medical office specialist, welding, truck driver training, home inspection, specialized fire training, and high-skill specialized classes developed in the future. Continuing education third-party vendor courses including but not limited to Ed2Go on-line courses, home study activity director, and dental radiography courses are also excluded from this policy. Eligible persons desiring to participate in the program shall be exempt from normal admission requirements, as well as instructional and general fees, however, a materials fee shall be charged when applicable. In addition to course enrollment, participating citizens will have the opportunity to utilize college facilities, educational services, and take part in student activities.

(2) Space available means classroom seats unoccupied by regularly enrolled students approximately one day before the beginning of the class.

Last updated May 5, 2025 at 7:41 AM

History

Effective: May 5, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-7-12 Prior learning assessment policy.

(A) Prior learning assessment (PLA) is a process that enables learners to demonstrate what they have learned and translate that learning into college credit. PLA validates knowledge acquired through life experience, work experience, military experience, civic engagement, individual study and reading, and participation in classes or training sponsored by business and industry, professional organizations, and/or government agencies. Credit is awarded for college-level knowledge gained from experience and not for the experience itself. College-level learning is validated through pla when learners prove their mastery of the knowledge, skills, competencies, and abilities in a specific area of study offered by the college.

(B) There are a variety of third-party vendors that allow students to receive college credits in certain courses. Requisite advanced placement criteria are determined by vice president of academic affairs in partnership with department faculty, division dean, or designee. The types of prior learning examinations accepted by the college are the following:

(1) Advanced placement (AP):

AP exams are a series of examinations developed by the college board for AP high school classes in various subject areas. Students who have taken a college board ap credit examination must have scored at least a three to receive appropriate course credit.

(2) College level examination program (CLEP):

CLEP assesses proficiency in general education through thirty-three tests in five subject areas.

(3) Dantes subject standardized test (DSST):

DSST examinations test knowledge in both lower- and upper-level college course content through thirty-eight tests in six subject areas.

(4) International baccalaureate (IB):

Clark state recognizes the IB diploma as an advanced standing program for college credit. Students can also receive course credit for IB content area exams.

Students who have achieved military education and training credit may apply for acceptance of these credits toward the appropriate degree.

(D) Professional certification/industry credentials credit:

For courses in which professional certifications are utilized as an assessment tool, students may receive college credit for a course based on possessing such professional certification.

(E) Proficiency examinations:

Any student who believes he/she is qualified for college credit through experience, previous training, or noncredit coursework may request a proficiency exam at the appropriate division office. When a proficiency examination is an appropriate measure, the examination will be thorough and in keeping with the established goals and objectives of the course(s) and the overall program. Theoretical knowledge will be tested by faculty recommendation through common acceptable measures (i.e., paper and pencil, computerized, etc.) with the possibility of a practical skills component. Both written and practical skills testing may be required to ensure course rigor is maintained and achieved.

(F) Portfolio assessment:

A PLA portfolio is a detailed documentation illustrating college-level learning. The documentation varies by course and may include: examples of documents developed or materials made (like a machined part) at work or during some civic engagement, a self-assessment, an essay or oral interview explaining knowledge and experience, awards and honors, and certifications showing completion of workshops or seminars offered by professional organizations, business and industry or government agencies.

(G) Credit for prior learning assessment:

(1) All students are expected to complete the residency requirement of at least thirty credit hours of courswork at Clark state for a bachelor degree, fifteen credit hours of coursework at Clark state for an associate degree or twelve credit hours for a one-year certificate program. Credit equivalencies such as transfer and pla credit do not count toward the residency requirement.

(2) A student is limited to receiving fifty per cent total credits for a degree or certificate from pla. Additionally, credit equivalencies may not exceed one half of the required technical course credits for the degree, the one-year certificate, or the departmental certificate program being pursued unless recommended by the faculty and approved by the division dean or designee.

(3) All PLA credit is subject to time limitations for certain courses and/or majors. Limitations are determined by the profession/industry standards and the discretion of faculty, division dean or designee.

(4) To apply for PLA credit the student must be admitted to Clark state with an eligible declared major.

(5) Students may only apply for PLA credit for courses directly applicable to curriculum requirements in the student's declared certificate or degree program.

(6) A student who wishes to apply for PLA for a course in their major must complete the process prior to the term the student intends to receive the PLA credit for the course.

(7) Approved PLA credit does not guarantee credit or waiver for that course's prerequisites.

(8) Approved PLA credits serve as prerequisites in the same manner as their course equivalencies.

(9) All PLA must be awarded before the semester prior to graduation.

(10) A student may not apply for PLA for a course that the student:

(a) Is enrolled in after the fifteenth day.

(b) Has previously taken with a failing grade (F or UW; D grade if student's major requires a grade of C or better in the course for progression and graduation requirements).

(11) Clark state accepts credit for prior learning that has been awarded by other regionally accredited institutions as per the college's transfer policy. These credits have the same limitations in their use in meeting graduation requirements as do PLA credits earned at clark state and will be used in computing the total hours of PLA for which a student is eligible.

(12) A student who intends to use credit for PLA in a course to meet clark state degree requirements and intends to transfer to another institution should check the requirements of the receiving institution.

(13) Course credit hours earned by third party vendors, military training experience credit, or professional certification are awarded and recorded by records and registration. Proficiency examinations and portfolios are assessed and awarded by faculty and recorded by records and registration.

(14) The records and registration office will maintain a copy of the student's PLA form which indicates the assessment process and final grade (credit or no credit).

(H) Prior learning assessment appeals procedure:

Clark state has established a process for prior learning assessment appeals as listed in the PLA procedures document.

Last updated May 5, 2025 at 7:42 AM

History

Effective: May 5, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-7-13 Texbook adoption policy.

(A) Selection procedure

(1) Textbooks will be adopted and ordered via the approved vendor. All textbook adoptions shall be posted in accordance with the approved vendor's timelines.

(2) Lead faculty members, in consultation with discipline faculty, will make textbook recommendations to coordinators for each course.

(3) Upon adoption of a textbook, the textbook shall remain in use for not less than two academic years.

(4) Faculty shall make every effort to adopt textbooks that provide students with multiple purchasing options to decrease student cost. These options may include, but are not limited to, e-books, rentals, loose leaf editions, and open educational resources (OERs).

(5) Faculty members shall make every effort to use all items contained in textbook/resource bundles.

(6) Faculty may not directly sell or rent textbooks to students.

(7) Textbook adoptions will be made in accordance with Clark state's teaching and learning principles and best practices within each discipline.

(8) To utilize a textbook or other material which is authored by faculty and the sale of which results in a royalty being paid to the faculty member, then the textbook/material may only be adopted if a majority of the other discipline faculty consent to the use of the textbook or material. In instances where the faculty author is the only full-time faculty member within a discipline, the division dean must approve the use of the textbook or other material authored by the faculty member.

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

(B) Discontinuance policy

(1) All textbook adoptions shall remain in use for no less than two academic years. If this is not possible due to an urgent or unavoidable issue, permission for a new adoption must be granted by the faculty member's academic/division dean.

(2) Faculty members may not require students to purchase additional textbook materials and/or bundles that have not been preapproved for the course.

(3) No new textbook adoptions shall be permitted mid-year, without the approval of the faculty member's academic/division dean. Textbook edition changes may be permitted mid-year.

(4) Faculty may not sell faculty textbook copies to book buyers.

Last updated February 20, 2024 at 8:51 AM

History

Effective: February 20, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-7-14 Student location policy.

(A) Clark state college is committed to providing each student with the maximum opportunity to develop and learn. As such, the student location policy follows 34 CFR 668.4(c)(3)(ii) and requires institutions to have a written policy and documented process for establishing the location of prospective students and students that must be applied consistently. Both policy and process should have regular, frequent review and updates as needed.

(B) Clark state is a member of the national council for state authorization reciprocity agreement (NC-SARA) which allows the college to provide distance learning programs (both online and in the form of supervised field experiences) and coursework to residents of states other than Ohio. NC-SARA membership, however, does not grant reciprocity or exempt us from state professional licensing requirements. As a result, licensing requirements in Ohio may not be recognized as sufficient to obtain a license in any other state.

(C) This policy applies to all staff and faculty with oversight in academic departments that offer educational programs leading to professional licensure or faculty or staff who advertise programs as meeting specific professional licensure or certification requirements and all students.

(D) Definitions:

(1) Student location: a student's location shall be defined as the place in which the student is currently living or physically located (e.g. current address) at the time of enrollment in a program. Student location will be determined by the active local address in the student information system. Students may update their address in self-service.

(a) IPEDS - Location for those students enrolled exclusively in distance education should be their physical location or current address, as of the institution's fall reporting date. If this is not available, the address on file for the student will be used.

(b) For students listed in the military or active duty, the college will use the permanent address instead of the student's physical location.

(c) NC-SARA location is the state, territory or district where the student is located while receiving instruction and does not refer to the student's official state of residence.

(2) Professional licensure: Programs leading to required initial professional licensure or certification: academic programs designed for or marketed as fulfilling the purpose of preparing graduates to meet the educational requirements for initial professional licensure or certification requirements of a state board. Identified professional licensure programs currently available at Clark state include early childhood education, medical assisting, medical laboratory technology, paramedic, physical therapist assistant, practical nursing, realtime/judicial reporting and broadcast caption/CART, registered nursing.

(E) Student responsibility

(1) Student: It is recommended that a prospective or current student who intends to complete a licensure program to check with the licensing board(s) in their state of residence or in the state in which they intend to obtain a license for the most recent information and requirements. The student's physical location at the time of registration will remain in effect unless and until the student provides official notification of location status to the college.

(2) It is the responsibility of the student to report their address or to make an address change in the student information system. If a student relocates during the course of a program to another state, it may impact whether the student can remain in the program, meet the state licensure requirements, and/or continue to receive financial aid funding.

(3) It is the responsibility of the student to review the consumer-information email delivered at the beginning of the term; this pertains to either the student location or major change.

(F) College responsibility

(1) Clark state college collects location information from a student as part of the registration process. Each semester, location information is collected and reviewed for active students.

(2) Clark state will make a good-faith effort to determine whether or not a program meets licensing requirements in the student's location. This determination will be posted on the college website and students will be informed whether or not their program meets licensing requirements in their state.

(3) Depending on a student's location or change of status, Clark state college may or may not be able to allow the student to continue taking online courses or approve clinical or internship placement. Clark state college shall not be held liable if the student is unable to qualify for licensure or certifcation in a specific jurisdiction, or cannot obtain a practicum/internship location.

(4) It is the responsibility of Clark state college to regularly review this rule and to document consistently-applied processes for the purpose of establishing the location of prospective and current students.

(5) The college must communicate this rule and process to students each term, in the consumer-information email.

(6) Each academic program leading to professional licensure will annually update their program page to include as it pertains to the 34 CFR 668.4(c)(3)(ii).

Last updated May 7, 2025 at 7:43 AM

History

Effective: May 7, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-7-15 Testing your faith.

(A) Students may request accommodations for up to three days of absences each semester for reasons of faith, religion, spiritual belief or organized activities connected to their religious denomination, church, or other religious/spiritual organization.

(B) Students must notify their instructor(s) within the first fourteen days of the course of the dates they require religious accommodation in writing or via email

(C) Students who notify their instructor(s) of their intended absences due to religious beliefs and activities will receive alternative accommodations for missed exams or other academic requirements as a result of such absences. There is no academic penalty for taking absences under this policy.

(D) Further information about this policy may be obtained from the assistant dean of access and retention services. If a student feels that they have not received a religious accommodation allowed by this policy, they should notify the college of any grievance with regard to the implementation of the policy by completing the academic concern form (https://cm.maxient.com/reportingform.php?ClarkStateCC&layout_id=5). The assistant dean of access and retention services will review the academic concern form, speak with the student, instructor and school dean and make a recommendation regarding the requested accommodation. If the student remains dissatisfied, the recommendation may be appealed to the vice president of academic affairs, whose decision will be final.

(E) This policy shall be posted on the college website with contact information of an individual who can provide further information about the policy. The college will also post a non-exhaustive list of major religious holidays or festivals for the next two academic years. This statement shall include this wording, "This list is non-exhaustive, and the list may not be used to deny accommodation to a student for a holiday or festival of the student's faith or religious or spiritual belief system that does not appear on the list."

(F) This policy will appear in all course syllabi and include the description of the general procedure for requesting accommodations and the contact information for an individual whom a student may contact for more information about this policy. Syllabi will also include a link to the non-exhaustive list of religious holidays and festivals and the disclaimer that the list is non-exhaustive. Finally, syllabi will include the process by which a student may notify the institution of any grievance with regard to the implementation of the policy.

Last updated May 6, 2025 at 7:51 AM

History

Effective: May 6, 2025
Promulgated Under: 111.15

Chapter 3358:5-9 Student Policies In General

Ohio Adm.Code 3358:5-9-01 Student insurance plans.

(A) Through coordination with the office of business, affairs, Clark state community college provides or makes available the following insurance plans for students.

(1) Limited professional liability insurance Students currently enrolled in certain health, human and public services technologies academic programs and required clinical activities are covered by limited professional liability insurance.

(2) Health insurance Currently enrolled students are eligible to participate in the college-sponsored student health insurance plan. Medical plans can be for the student only and can also include their dependents.

(3) Athletic insurance Students participating in the "National Junior College Athletic Association" (NJCAA) sports through the college are required to be covered under a plan that does not exclude injuries incurred during participation in athletics. This coverage must either be provided by a personal plan carried by the student (or their parent(s). In addition to their personal coverage, Clark state provides excess accident medical insurance to eligible student athletes.

Last updated April 12, 2025 at 10:03 AM

History

Effective: April 11, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-9-02 Student rights and responsibilities/code of conduct policy.

(A) Clark state college is an academic community in which all persons students, faculty, administration and staff share responsibility for its growth and continued welfare. As members of the college community, students can reasonably expect that the following rights shall be respected by all college offices, programs, employees and organizations.

Clark state college further encourages all members of the college community to endorse, support and abide by the following statement of values which this community has deemed fundamental to its mission and integral to its growth.

(1) Non-discrimination/racial, religious and ethnic harassment and intimidation

No agent or organization of Clark state community college shall discriminate against any student on the basis of race, color, religion, gender/sex or expression, national origin (ancestry), military status, disability, age (forty years of age or older), genetic information, sexual orientation, status as a parent during pregnancy and immediately after the birth of a child, status as a parent of a young child, or status as a foster parent and any other protected group status as defined by law or college policy in its educational programs, activities, admissions, or employment practices as required by Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act, and other applicable statutes. Clark state prohibits discrimination and harassment based on these protected group statuses in accordance with college policies, applicable laws, and executive orders. Clark state complies with and adopts the IHRA definition of antisemitism set forth in Executive Order 2022-06D, "Defining and Combating AntiSemitism." In their individual roles as members of student organizations, students have the responsibility not to discriminate against others.

(2) Assembly/protest

Students may assemble in an orderly manner and engage in peaceful protest, demonstrations and picketing which does not disrupt the functions of the college, threaten the health or safety of any person or violate this rule.

(3) Religion/association

Students may exercise their religious convictions and associate with religious, political or other organizations of their choice in college facilities provided they do so in a manner that respects the rights of other members of the community and complies with this policy. Students have the responsibility to respect the rights of other members of the college community to free exercise of their religious convictions and to free association with organizations of their choice.

(4) Privacy/search/seizure

Students have a reasonable expectation to be free from unreasonable searches or unlawful arrest on college property. Students have the responsibility to respect the privacy of other members of the college community.

(5) Academic pursuits

Students shall have access to accurate and plainly stated information relating to maintenance of acceptable academic standing, graduation requirements and individual course objectives and requirements. Students may expect instruction from designated instructors at appointed class times and reasonable access to those instructors. Students have the responsibility to attend class and to know their appropriate academic requirements.

(6) Quality environment

Students may expect a reasonably safe environment supportive of the college's mission and their own educational goals. Students have the responsibility to protect and maintain that environment and to protect themselves from all hazards to the extent that reasonable behavior and precaution can avoid risk.

(7) Governance/participation

Students may establish representative governmental bodies and to participate in college governance in accordance with the rules and regulations of the college. Students who accept representative roles in the governance of the college have the obligation to participate responsibly.

(8) Due process

Students shall be afforded due process before formal disciplinary sanctions are imposed by the college for violations of this policy. Students have the right to written notice and the opportunity for a hearing before any change in status is incurred for disciplinary reasons, unless a significant threat to persons or property exists.

(9) Confidentiality

Students may access and control access to their education records as provided in the federal Family Educational Rights and Privacy Act of 1974, also known as the Buckley Amendment. These include the rights to review and challenge the content of educational records, to control disclosure of personal and academic information to third parties and to limit the routine disclosure of all or some information defined as "directory information" by the act.

(10) Speech/expression/press students may express themselves freely on any subject provided they do so in a manner that does not violate this policy. Students, in turn, have the responsibility to respect the rights of all members of the college in exercising these freedoms. In accordance with the public policy and the laws of the state of Ohio, Clark state affirms the following principles:

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

(b) The college is committed to giving students broad latitude to speak, write, listen, challenge, learn, and discuss any issue, subject to division (E) of section 3345.0215 of the Revised Code.

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

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

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

(f) Although the college greatly values civility and mutual respect, concerns about civility and mutual respect shall never be used as a justification for closing off the discussion of ideas, however offensive, unwise, immoral, indecent, disagreeable, conservative, liberal, traditional, radical, or wrong-headed those ideas may be to some students or faculty.

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

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

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

(11) Nothing contained in this policy shall be construed as prohibiting the college from imposing measures that do not violate the First Amendment to the United States Constitution or Article I, Sections 3 and 11 of the Ohio Constitution such as:

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

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

(c) Restricting the use of the college's property to protect the free speech rights of students and teachers and preserve the use of the property for the advancement of the college's mission;

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

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

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

(13) Nothing in this policy shall be interpreted as restricting or impairing the College's obligations under federal law including, but not limited to, Title IV of the Higher Education Act of 1965, Title VI of the Civil Rights Act of 1962, Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title II of the Americans with Disabilities Act, Age Discrimination in Employment Act, and the Age Discrimination Act of 1975.

(14) Complaints

(a) As outlined in the student rights and responsibilities/code of conduct procedures, a student or student group may submit a complaint about an alleged violation of this policy.

(b) A complaint can be submitted online on the college's website via the behavioral issues/general incidents form.

(c) Under the process, which shall comply with standards adopted by the Ohio chancellor of higher education, the college will investigate the alleged violation as outlined in the student rights and responsibilities/code of conduct procedures.

(d) Any form of retaliation against a student or student group who files a complaint about an alleged violation of this policy is strictly prohibited.

(B) Students at Clark state college are expected to conduct themselves in a manner supportive of the educational mission of the institution. As members of the college community, student have the responsibility to behave appropriately. Integrity, respect for the person and property of others and a commitment to intellectual and personal growth in a diverse population are values deemed fundamental to membership in the college community and represent the student code of conduct.

Clark state college considers the following behaviors, or attempts thereof, whether acting alone or with any other persons, in violation the student code of conduct. Examples include but are not limited to:

(1) Physical harm or threat of physical harm or general conduct which threatens the mental or emotional health of any person or persons.

(2) Physical or verbal, oral or written harassment, which is beyond the bounds of protected free speech that creates an intimidating, hostile, or offensive educational environment.

(3) Disorderly conduct including but not limited to public intoxication, lewd, indecent or obscene behavior or intentional disruption of lawful activities of the college.

(4) Theft, damage to personal/college property or unauthorized entry, use or occupation of college facilities.

(5) Forgery, alteration, fabrication or misuse of records, grades, diplomas, college documents, and identification cards.

(6) Illegal purchase, use, possession or being under the influence of or distribution of alcohol, drugs, or controlled substances on college property in college vehicles, or at college events. Although Ohio law allows certain activities related to the possession and use of medical marijuana and, effective December 7, 2023, will allow certain activities related to the possession and use of recreational marijuana, using and possessing marijuana continues to be prohibited by and a violation of Clark state policy and remains a crime under federal law. This prohibition applies even when the possession and use would be legal under the laws of the state of Ohio. As a result, neither those with medical marijuana prescription/cards, nor those recreationally using marijuana in accordance with Chapter 3780. of the Revised Code, are permitted to use medical or recreational marijuana on campus, in the conduct of Clark state business or as part of any Clark state activity.

(7) Non-compliance with directives of the college officials.

(8) Possession of firearms, explosive devices, fireworks, dangerous or illegal weapons or hazardous materials.

(9) Interference with or misuse of fire alarms, elevators or other safety and security equipment or programs.

(10) Violation of any federal, state or local law which has a negative impact on the well-being of the college or its individual members.

(11) Violation of college policies, rules or regulations that are published in the student handbook or any other official college publications or agreements.

(12) Academic misconduct including but not limited to plagiarism and cheating. For example, misuse of academic resources or facilities and misuse of computer software, data, equipment or networks.

(13) Violations of a position of trust or authority at the college including the misuse or unauthorized use of Clark state or organizational names, representatives, and/or images.

(14) Disruptive behavior and/or the obstruction of teaching, research, administration, or other lawful Clark state activities on or off campus.

Last updated April 12, 2025 at 10:03 AM

History

Effective: April 11, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-9-03 Student grievance policy.

(A) Clark state college recognizes that in the interest of the students it serves, a procedure is necessary whereby students can be assured a prompt, impartial and fair hearing of their grievances. Students who may have a grievance are provided this system to ensure fairness and due process. This procedure shall be available to all students.

(B) Definitions

(1) A "grievance" is a complaint involving the violation, interpretation or application of:

(a) A college policy;

(b) An administrative procedure;

(d) The violation of individual rights by another student;

(e) Alleged discrimination on the basis of race, color, religion, gender/sex, gender identity or expression, national origin (ancestry), military status, disability, age (forty years of age or older), genetic information, sexual orientation, status as a parent of a young child, or status as a foster parent and any other protected group status as defined by law or college policy in its educational programs, activities, admissions, or employment practices as required by Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act, and other applicable statutes.

(2) A "student" is someone who is enrolled at Clark state college at the time of the grievance.

(3) An "advocate" is an informal and neutral resource who provides assistance to students in exploring options to resolve problems, complaints and conflicts. An "advocate" serves as a resource for students who seek guidance on policies and procedures.

Last updated November 17, 2022 at 5:57 PM

History

Effective: November 17, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-9-04 Student fees and payment policy.

(A) Affordability is a major goal of community colleges with the primary mission relating to specialized workforce education and accessibility. Clark state college endeavors to provide educational opportunities for individuals of all economic backgrounds. The goal is to never turn away a student solely based on finances. The college and the Clark state college foundation provide scholarships that benefit students who find the cost of tuition to be difficult for them.

(B) The challenge of fostering student access and success in higher education while maintaining or improving the quality of the learning experience is something that the president and trustees struggle with each year. Discussions have resulted in innovative tuition policies resulting in differentiated tuition rates.

(C) How tuition is established and governed as well as the causes of tuition increases is critically important for trustees to consider as post-secondary education becomes more of a requirement for people to be financially successful and for states and the nation to remain globally competitive in the twenty-first century.

(D) Tuition is part of a higher education finance system that links several key policies together, rather than part of a stand-alone policy, represented by the sticker price of the college. Tuition can be thought of as one leg of a three-legged higher education finance stool, with the other two legs being state appropriations and financial aid. As the size, shape and length of all three legs of a stool need to be considered in concert to ensure stability and functionality, integrating these three finance policies is necessary to be effective in achieving the strategic goals of the college.

(E) The president is charged with developing administrative procedures to support this student fees and payment policy.

Last updated November 17, 2022 at 5:57 PM

History

Effective: November 17, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-9-05 Student privacy policy.

(A) The Family Educational Rights and Privacy Act of 1974 (FERPA) as amended, also called the Buckley Amendment, is designed to protect the privacy of students' records and to establish rights for students to inspect and review their records. The act requires each educational institution to inform students of these rights. General information and procedures implemented by Clark state college are in compliance with the act. Students should be familiar with the act and with college procedures. The act and implementing rules involve both access to and release of information from student educational records.

(B) Definitions:

(1) Educational records are all records maintained at the college containing information relating to a student.

(2) FERPA rights transfer from parent to student when a student reaches the age of eighteen or when a student begins to attend a post-secondary institution, regardless of age.

Last updated November 17, 2022 at 5:57 PM

History

Effective: November 17, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-9-09 Career services policy.

(A) The Clark state college career center offers enrolled students, alumni and Clark state applicants access to information to help them explore careers, define career interests and pathways.

(B) The career center staff assists students and alumni with their job search including resume writing, interviewing and job search strategies. The job bank is a service for enrolled students and graduates of Clark state college. The career center offers on-campus and area job fairs and recruiting events.

(C) Disclaimer for students using the job bank Due to the volume of job, co-op and internship postings received, the Clark state college career center does not research the integrity of each organization or person that lists a vacancy through this website. Inclusion of an organization in the job bank should not be considered as an endorsement by the Clark state college career center of the organization nor its products or services. It is the responsibility of the job seeker to verify information included in the job, co-op or internship postings and to evaluate the working conditions, wages, safety or other aspects of employment.

Last updated November 17, 2022 at 5:57 PM

History

Effective: November 17, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-9-10 Student identification cards policy.

(A) Students at Clark state college are issued identification cards free of charge.

(B) ID pictures are taken in the library, Sara T. Landess 122, in Springfield, at the information desk in Beavercreek, student services in Xenia, and Bellefontaine.

(C) Students are requested to carry their ID card when on campus. It should be presented at the request of any college employee. The cards are nontransferable.

(D) The ID card is necessary for the use various services on campus, admission to athletic events, and otherwise as a verification of enrollment.

Last updated February 7, 2022 at 8:08 PM

History

Effective: February 7, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-9-11 Student activity programs.

(A) A student activity program and proper accounting procedures are essential to the effective operation of the college.

(B) The following policies shall be adopted for the administration of such funds.

(1) Administration

(a) These policies apply to all on-campus programs involving the receipt and disbursement of monies.

(b) The assistant vice president, student affairs is responsible for the general administration and management of all activities and funds for student activities.

(2) Criteria for approval of activities

(a) The activity contributes directly to the educational, civic, social, or ethical development of the student involved.

(b) Student participation does not require special qualifications of race, creed, or national origin.

(c) The activity does not involve excessive cost to the individual or the college, nor does it exploit the individual or college for commercial purposes.

(d) The activity does not place excessive time demands on the staff or participants.

(e) The activity is under college oversight with evidence of proper planning.

(f) No activity shall be maintained without a responsible faculty advisor.

(3) Fiscal management of funds

(a) The assistant vice president student affairs is the authorized agent or co-agent in the letting of any contract for the supply of goods or services for the activity/program.

(b) The custodian of individual accounts shall be required to maintain records as prescribed by the board-appointed treasurer.

(c) Vendors shall be selected solely upon the basis of price, the quality of goods, and the amount of services rendered. Monetary contributions, gifts, or items of value are not to be required, offered, or received.

Last updated November 17, 2022 at 5:57 PM

History

Effective: November 17, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-9-12 Field trips policy.

Field trips are an integral part of many classes. To be sure that the experience is positive, the following shall be closely observed.

(A) For the faculty member

(1) Make the proper arrangements at least two weeks in advance with the business organization being visited.

(2) Have students (in writing) inform other instructors whose classes will be affected.

(3) Carefully outline the purpose of the field trip with the students. Have questions prepared if appropriate.

(4) Make appropriate travel arrangements and inform students of departure/arrival times.

(5) If college vehicles are used, the faculty member shall contact the office of the vice president for business affairs to schedule a vehicle. Students are discouraged from driving college vehicles.

(6) Travel by privately-owned vehicle is authorized only if the employee or student is insured under a policy of liability insurance in compliance with the laws of the state of Ohio. If students drive their personal vehicles, the student will not have automobile coverage through the college. The college, however, is protected under its non-owned vehicle rider.

(7) Announce follow-up requirements such as class return time, reports, and assignments.

(8) Send a thank-you note to the business representative (if applicable).

(B) For the students

(1) Conduct should be appropriate to the event.

(2) Use the field trip as a learning experience following instructor guidelines.

(3) Use the experience as a potential career path.

(4) Be prepared to ask questions, make observations, and complete reports.

Last updated November 17, 2022 at 5:57 PM

History

Effective: November 17, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-9-13 Scholarship program.

(A) Clark state community college scholarships:

(1) The college may fund scholarships to students to enhance access, to attract academically talented individuals, to encourage diversity, to meet matching fund requirements for grants, or for other appropriate purposes.

(2) All college-funded scholarships must be submitted for funding consideration in the annual budgeting process.

(3) Scholarship awards criteria and processes must be approved in advance by the appropriate executive cabinet member and must comply with all equal opportunity guidelines.

(B) Clark state foundation scholarships:

(1) The foundation offers scholarships funded by contributions and grants from individuals, corporations, foundations and organizations.

(2) The foundation establishes criteria and processes for their scholarships based upon donor intent and foundation policies and procedures.

Scholarships that are available from time to time through state funding are promoted through the admissions and financial aid offices.

History

Effective: March 27, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-9-14 Student assemblies.

(A) In the process of obtaining a college education, students are often presented with differing points of view on issues. Students at Clark state community college shall feel free to explore and debate contemporary issues in an atmosphere of free expression as outlined in policy 3358:5-13-10 of the Administrative Code, "Student Rights and Responsibilities."

(B) To facilitate the process of maintaining an appropriate atmosphere, the following procedures shall be followed in scheduling student assemblies on campus:

(1) Students wishing to hold an assembly on campus shall complete a request form and submit it to the dean of student affairs at least one week prior to holding the event.

(2) The dean of student affairs shall review the request and if approved may assist the requesting students or student groups in arranging the time and location of the assembly.

(3) Once approval is received, the requesting students or student groups shall notify the college's campus police department regarding the assembly.

(4) Once the assembly is scheduled, the requesting students or student groups shall be responsible for advertising the assembly on campus.

(5) The requesting students or student groups shall be responsible for assisting college authorities in maintaining an atmosphere at the event so that participants can have the opportunity to listen to the views being expressed.

(6) After the assembly is over, the requesting students or student groups shall assist in the cleanup of the area where the event was held.

(C) Students or student groups who hold assemblies without prior approval of the college are in violation of college policy.

History

Effective: March 27, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-9-15 Gifts, prizes and awards policy.

The U.S. department of education considers gifts, prizes and awards given to students because of enrollment at a postsecondary institution or for the purpose of aiding a student's study or training as estimated financial assistance.

(A) A gift, prize or award is considered estimated financial assistance if either applies:

(1) The recipient is required to use the disbursement for education expenses. For example, a free course is awarded as a prize at an event.

(2) The recipient must be a current student to receive the gift, prize or award. For example, a disbursement is made from the "Dreamkeepers Emergency Fund" to pay for rent or utilities for a student.

(B) Such gifts, prizes or awards in these categories must be reported to the financial aid office within five business days of the distribution. The awarded student must be notified that if accepted, the award may affect their financial aid package.

(1) The recipient is not required to be a student and the contest is open to the community. For example, a prize is given as a result of a random drawing at a sporting event.

(2) The prize or award is related to employment. In this case, the prize may be considered compensation.

Last updated November 17, 2022 at 5:57 PM

History

Effective: November 17, 2022
Promulgated Under: 111.15

Chapter 3358:5-11 College Policies on Expenditures, Technology In General

Ohio Adm.Code 3358:5-11-01 President's discretionary fund.

(A) The treasurer is directed to establish a president's discretionary fund for the purpose of receiving gifts or donations from individuals, agencies, firms or groups, and transfer of funds from the general operating budget.

(B) Funds transferred from the general operating budget shall be used for expenditures that serve a public purpose.

(C) Other funds shall be used for expenditures that promote the president's office and/or for activities which serve in the best interests of Clark state college.

(D) The president and treasurer are authorized to cosign all withdrawals from said fund which shall be segregated in a separate bank account.

Last updated June 16, 2025 at 8:16 AM

History

Effective: June 12, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-02 Ohio public facilities commission authorization responsibility.

(A) The president or his/her designee is authorized to complete and sign, on behalf of the state community college district, Ohio public facilities for all of the projects for the state community college district provided for, by, or pursuant to the appropriations made under by the General Assembly.

(B) The board of trustees agrees to permit the Ohio public facilities commission to use the sites for the purpose of identified projects, the boundaries of which are shown in the plans for such projects, for so long as the respective notes, if any, and bond issues to finance such projects shall be outstanding.

(C) The state community college district and the board of trustees, in its behalf, agrees to undertake performance of the functions and responsibilities of a using governmental agency, and of a designated governmental agency to the extent it is such, as provided in the regulations of the Ohio public facilities commission and any applicable leases, agreement, or rules of the commission, with respect to the identified projects.

History

Effective: October 23, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-03 Copyright policy.

(A) Define copyright Copyright is the ownership and control of the intellectual property in original works of authorship that is subject to copyright law. All rights in copyright shall remain with the creator unless the work is a "work for hire." For the purposes of this policy, a work will be considered a "work for hire" if the work is supported by a direct allocation of funds through the college for the pursuit of a specific project, is commissioned by the college, or is otherwise subject to contractual obligations that define it as college work. This policy covers all faculty and staff of the college including adjunct faculty.

(B) Printing/copying

(1) The unauthorized use or copying of any material which is copyrighted and/or licensed is illegal and unethical. The copyright law of the United States (Title XVII United States Code) governs reproducing copyrighted material. Faculty, staff, and students shall abide by the national standards for copyright as reflected in the following guidelines:

(a) Guidelines for classroom copying for not-for-profit educational institutions with respect to books and periodicals

(b) Guidelines for use of audiovisual materials including video tapes, CDs, DVDs, etc.

(d) Guidelines for educational uses of music

(2) Failure to observe copyright and/or license agreements is a violation of the law and of Clark state policy.

(3) No college-owned/leased copying or computing equipment shall be used for unauthorized copying or commercial purposes.

(4) Respect for the intellectual work and property of others has traditionally been essential to the mission of Clark state college. Plagiarism is not tolerated nor is the unauthorized copying of software (including programs, applications, data bases, and code), and any other material protected by copyright.

(5) The faculty and staff of Clark state college recognize its obligation to provide continuing guidance as to what constitutes academic honesty and to promote procedures and circumstances which will reinforce this principle.

(6) To ensure compliance with the guidelines, the college shall make the guidelines/copyright notice available to all faculty, staff, and students. Copyright guidelines are included in the faculty, staff and student handbooks and are posted in computer labs and other public areas where there is equipment capable of producing copies. This includes public copiers, fax machines and printers.

(7) Liability for any infringement of this policy rests with the person making the copy or requesting the copy.

(8) The copyright compliance officer at the college is the director of library services. Records of all requests for permissions, replies to such requests, and license agreements shall be filed and maintained in the office of the copyright compliance officer.

(C) Works for hire - Use and ownership of employees' personal work products "Work for hire" is a legal term defined as "a work prepared by an employee within the scope of his or her employment." This definition includes works prepared by employees in satisfaction of sponsored agreements between the college and outside agencies. Certain commissioned works also are works for hire if the parties so agree in writing. The employer by law is the "author," and hence the owner, of works for hire for copyright purposes. Ownership in a work for hire may be relinquished to the employee or others only by an official of the college authorized to do so.

(1) Employees may not utilize college personnel, facilities or equipment for purposes not related to the college mission.

(2) For purposes relating to the college mission, the college shall have unlimited use of all employees' personal work products created with the assistance of college personnel, facilities or equipment.

(3) For purposes relating to the college mission, materials, processes or work products created with the assistance of college personnel, facilities or equipment or created while under contract with the college for the purpose of the creation of such materials, processes or work products shall be the exclusive property of the college.

Last updated November 15, 2022 at 9:07 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-04 Independent contractor status policy.

(A) The law treats employees and independent contractors differently. Independent contractors are often exempt from labor and employment legislation while employees are usually covered. Failure to properly classify independent contractors can lead to unemployment tax liability, insurance or benefits suits, wage and hour claims, etc.

(B) To determine whether a worker is an independent contractor or an employee under common law, the relationship between the worker and the college must be examined. All evidence of control and independence including behavioral control, financial control and the type of relationship itself should be considered.

(1) Behavioral control covers facts that show whether the college has a right to direct or control how the work is done through instructions, training, or other means.

(2) Financial control covers facts that show whether the college has a right to direct or control the financial and business aspects of the worker's job. This includes:

(a) The extent to which the worker has unreimbursed business expenses.

(b) The extent of the worker's investment in the facilities used in performing services.

(d) How the college pays the worker.

(e) The extent to which the worker can realize a profit or incur a loss.

(3) Type of relationship covers facts that show how the parties perceive their relationship. This includes:

(a) Written contracts describing the relationship the parties intended to create.

(b) The extent to which the worker is available to perform services for other, similar businesses.

(c) Whether the college provides the worker with employee-type benefits such as insurance, retirement plan, vacation pay or sick pay.

(d) The permanency of the relationship.

(e) The extent to which services performed by the worker are a key aspect of the regular business of the college.

(C) The internal revenue service uses twenty factors for classifying workers as independent contractors. Other agencies use a sample A-B-C test or some variation to determine independent contractor status.

History

Effective: October 23, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-05 Records retention policy.

(A) Records are vitally important in the operation of any organization. They serve as the memory, are the evidence of past events and are the basis for future actions. When created, maintained and disposed of in an orderly and systematic manner, records can be an asset. When created, maintained and disposed of in a haphazard and disorderly manner, they can reduce the effectiveness of the organization and increase costs substantially. The purpose of this policy is to provide the basic principles in which to accomplish a workable records retention program.

(B) The policy is specifically designed with the following objectives:

(1) Save space. Office space can be better utilized by removing those records not required for daily operations, by removing from storage areas those records that no longer have significant value and by maintaining a regular controlled flow of records from office to storage to destruction.

(2) Save money. A records problem develops when more records come in than flow out. A cost savings can be realized with an effective records retention program by controlling and cutting the purchases of additional equipment and supplies used for filing unneeded records which accumulate. The program also provides the mechanism for storing less active records in a low cost storage area.

(3) Save time. Uncontrolled records retention practices can create a time problem by letting records build up in both office and storage areas. It becomes more difficult to find material. Time can be saved in locating records by removing inactive material from office files, by instituting a system whereby each department knows what records it has and where they are kept and by providing an orderly method of storing inactive records.

The office of business affairs shall be assigned the responsibility of developing, implementing and maintaining an effective records retention program including retention schedules, location of records, and dates of disposition.

It shall be the responsibility of each department to comply with the records retention program.

Last updated April 7, 2025 at 8:47 AM

History

Effective: April 7, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-06 Travel expense reimbursement policy.

(A) Section 126.31 of the Revised Code enables employees, officers, members or consultants of Clark state college to be reimbursed for necessary travel and other expenses incurred while on official business inside or outside the state of Ohio if authorized by the college.

(B) Employees and representatives should incur the lowest practical and reasonable expense while completing the travel process in an efficient and timely manner. Employees and representatives traveling on college business have the duty to exercise care to avoid impropriety, or even the appearance of impropriety, in any travel expense.

(C) The college may pay the actual cost of commercial travel, registration fees, and other required pre-payments. All other allowable travel expenses not prepaid by the college or paid with a Clark state purchasing card shall be handled on a reimbursement basis only. Cash advances are not allowable.

Last updated June 16, 2025 at 8:16 AM

History

Effective: June 12, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-07 Disbursement policy.

(A) Section 3354.06 of the Revised Code requires the board of trustees to appoint a treasurer, that is not a member of the board, and thereby gives authority to the treasurer to disburse all funds on behalf of the institution.

(B) The college practices good stewardship of funds and fosters strong vendor relationships by ensuring timely payments. To facilitate this, the treasurer is authorized to disburse funds without requiring board approval for each transaction.

(C) The treasurer shall disburse funds for the payment of financial obligations authorized by an approved budget and/or board appropriation. Approval of payments are managed within the business office in conjunction with budget managers and the treasurer's oversight.

Last updated June 16, 2025 at 8:19 AM

History

Effective: June 12, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-08 Facility usage policy.

(A) Clark state college is a catalyst for individual, corporate, and community prosperity by providing access to higher education for our diverse community and fostering student success through high quality, learning-centered education and services. The community recognizes the college as a vital community resource and enjoys high utilization of college facilities for civic and cultural purposes.

(B) One of the college's guiding principles is to act as good stewards of the resources with which it is entrusted.

(C) The business affairs office and, as applicable, the sponsoring department shall receive and review all requests by a responsible organization or individual, the use of college facilities for public, cultural, educational, recreational and civic purposes.

(D) All events shall be conducted in accordance with federal, state, and local laws, regulations and ordinances.

(E) The business affairs office shall develop appropriate procedures and establish reasonable rental and fee rates.

Last updated June 16, 2025 at 8:19 AM

History

Effective: June 12, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-09 Public use of college outdoor areas policy.

(A) The purpose of the policy is to promote the free exchange of ideas and the safe and efficient operation of the college by:

(1) Fostering free speech, assembly and other expressive activities on college property by all persons, whether or not they are affiliated with the college

(2) Maintaining an appropriate educational and work environment for all persons present on college property, including but not limited to students, faculty, employees, customers and visitors.

(3) Maintaining the personal security of all persons present on college property and protecting the property of the college and of persons present on college property.

In developing this policy, the college recognizes the constitutional freedoms guaranteed by the United States and Ohio Constitutions, including freedom of speech, press and assembly. The college also recognizes the need to preserve and protect its property, students, guests and employees of the college, and to ensure the effective operation of educational, business and related activities of the college. Expressive activities on the college's campus may be subject to reasonable regulation with regard to the time, place and manner of the activities. College employees will not consider the content of expressive activities when enforcing this policy. No policy can address every possible activity or situation that may occur on college property, and the college reserves the right to address such situations as circumstances warrant.

(4) This policy does not apply to use of college facilities and grounds for official events sponsored by the college.

(5) Expressive activities carried out under this policy shall not be considered to be speech made by, on behalf of, or endorsed by the college.

(6) This policy supersedes any provisions in any other earlier-adopted college policies that address similar or overlapping issues, such as use of outdoor spaces.

(B) Outdoor areas of campus generally available for use:

(1) General access Any person or group may use, without prior notification, any publicly accessible outdoor area of the college's Leffel lane, downtown Springfield and Greene center campuses except parking lots and driveways. Federal, state and local laws will be enforced as applicable. The use of walkways or other common areas may not block the free passage of others or impede the regular operation of the college. Use of the general access areas may include speaking, non-verbal expression, distributing literature, displaying signage and circulating petitions. There is no limit to the number of times a month a person or group may access those areas.

During work and class hours or if the area is currently in use for an official college event, amplification may be restricted if it unreasonably interferes with college operations or noise ordinances are violated.

When assessing a request to reserve campus facilities or outdoor areas, the college will not consider the content or viewpoint of the expression or the possible reaction to that expression. The college will not impose restrictions due to the content or viewpoint of their expression or the possible reaction to that expression. In the event that other persons react negatively to a student's, student organization's or college employee's expression, the college shall take steps to ensure public safety while allowing the expressive activity to continue.

(2) Outreach centers The college's outreach centers are leased facilities and not owned by the college. Those facilities generally do not include any outdoor space leased or controlled by the college; therefore, no publicly-accessible outdoor areas are available for use under this policy. Where any outdoor space is controlled by the college, this policy applies.

(3) Large groups Except in circumstances described below, any person or group whose use of an outdoor area is expected or reasonably likely to have more than one hundred people must notify the college's executive vice president for business affairs at least three business days before the day of the expressive activity, including information as to the specific location to be used for the event and the estimated expected number of persons, and the name and contact information of at least one person who can be contacted regarding logistics of the event, which shall include at least one person who will be personally present.

Prior notice is necessary to ensure that there is sufficient space for the large group event, that the large group event does not conflict with any other scheduled use of the outdoor space, and that sufficient college resources are available for crowd control and security. If such advance notice is not feasible because of circumstances that could not be reasonably anticipated, the person or group shall provide the college with as much advance notice as circumstances reasonably permit.

(C) Student use In addition to the general right of access to outdoor areas of campus described in paragraph (B) of this policy, any student or student organization may seek to reserve the use of specific outdoor areas by contacting the senior vice president for student affairs, enrollment management and regional locations. Any request by a student or student organization to reserve such area or space shall be made at least one business day prior to the event. A request will be granted unless it would conflict or interfere with a previously scheduled event or activity or violate this policy.

A student or student organization that has reserved a specific area or space under this policy will have priority over any other persons seeking to use the area or space during the scheduled time period. Any decision denying a request shall be promptly communicated in writing to the requester and shall set forth the basis for the denial. The content of the anticipated speech or other expressive activity shall not form the basis for a denial.

(D) Prohibited activities

(1) Any event or activity that disrupts the ability of the college to effectively and peacefully teach students, provide client services, or conduct any of its other business and support operations is prohibited. Examples include but are not limited to excessive noise, impeding vehicle or pedestrian traffic, an event larger than the venue can handle, a clear threat to public safety, and conduct otherwise unlawful.

(2) Engaging in racial, religious and ethnic harrassment and intimidation.

(3) No activity may damage college property. Prohibited actions include but are not limited to driving stakes or poles into the ground, hammering nails into buildings, and attaching anything to sidewalks, paved areas, or any part of any building, structure or fixture (except the designated bulletin boards).

(4) Deadly weapons are prohibited unless otherwise protected by state law.

(5) Distribution/solicitation by placing any material on vehicles in the parking lots is prohibited. Leaving trash, litter, materials or pollutants in any areas is prohibited.

(E) Enforcement Local law enforcement shall enforce the provisions of this policy.

Any person who violates paragraph (D) of this policy, (prohibited activities,) of this policy may be subject to an order to leave college property. Employees in violation of this policy may be subject to discipline, up to and including termination. Students in violation of this policy may be subject to the procedures as outlined in the student rights and responsibilities/code of conduct procedures.

(F) Statutory language

(1) Section 3345.0212 of the Revised Code requires each public college in Ohio to enforce to a policy on harassment that is consistent with and adheres strictly to the definition of harassment in section 3345.0122 of the Revised Code.

(2) The college's commitment to freedom of expression does not extend to unlawful harassment. Under section 3345.0211 of the Revised Code, harassment is defined as unwelcome conduct that is so severe, pervasive and objectively offensive that it effectively denies an individual equal access to the individual's education program or activity.

(3) Intimidation is defined as a violation of ethnic intimidation as described in section 2927.12 of the Revised Code.

(4) This policy applies to alleged harassment that takes place on college property (owned, leased or controlled premises), at college-sponsored events, and in connection with a college recognized program or activity.

(G) Property damage During an event, the student, student organization, or college employee requesting the reservation is responsible for preserving and maintaining the facility or reserved area. If the event causes any damage to those facilities or areas, the sponsoring person(s) or organization (and its officers, if applicable) shall assume responsibility.

(H) Expressive activities that are not proetected by the First Amendment will not be protected under this policy.

(I) Dispute resolution

(1) Any person or recognized student organization who believes unlawful, unreasonable or arbitrary limitations have been imposed on any of their speech or other expressive activities under this policy may file a complaint online through the general concern/grievance form.

(2) Students may submit complaints and allegations of racial, religious or ethnic harassment or intimidation in accordance with the student grievance/complaint procedures.

(J) Training and education - Training will be provided for college administration, faculty and staff on how to respond to hate incidents or incidents of harassment that occur during a class or event held at the college at the time the incident occurs.

(K) Procedures The president may adopt procedures to administer this policy.

Last updated April 15, 2025 at 7:54 AM

History

Effective: April 14, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-10 Purchasing policy.

(A) Clark state community college shall endeavor to purchase materials and services in the proper quantity and quality, have them available at the time they are needed, and secure them at the lowest or best price from a responsible source.

(B) While the purchase of all equipment, supplies, and services for use within the college is initiated through the college, the authority to obligate the college for any expenditure of funds shall be limited to the approval of either the president, treasurer or to an employee who has been delegated that responsibility by the president or treasurer. Employees making unauthorized purchases may be held personally liable for the purchase.

(C) In order to ensure the adequate internal accounting controls, the following bidding guidelines have been established:

(1) In the absence of a purchasing department, it is recommended that college personnel involved in the purchasing process exercise good purchasing judgment and secure informal competitive pricing for items requisitioned.

(2) In accordance with Chapter 125. of the Revised Code, all purchases of equipment, furnishings, supplies and services of fifty thousand dollars or more shall require either the solicitation of informal competitive pricing from selected providers or a formal "invitation to bid". The treasurer may also require this procedure on selected purchases under this threshold or on aggregate purchases.

(3) Per rule 153:1-9-01 of the Administrative Code, all contracts for improvements (renovation/new construction) more than two hundred fifty thousand dollars shall require either the solicitation of informal competitive pricing from selected providers or a more formal "invitation to bid."

(D) The following items may be exempt from the guidelines listed in paragraph (C) of this policy:

(1) Emergency purchases (i.e., maintenance, equipment repair, etc.). A bid waiver form must be completed and approved before any purchases are made.

(2) Items pre-bid (i.e., by the state of Ohio, the inter-university council purchasing group, etc).

(3) Items purchased from a "single" or "sole source provider." A bid waiver form must be completed and approved before any purchases are made.

(4) Professional service providers (i.e., consultants, physicians, brokers, etc.).

(E) Requirements for contracting for the following services are established in the Revised Code:

(1) Professional design and design-build services with a fee in excess of twenty-five thousand dollars must follow the requirements of sections 153.65 to 153.71 of the Revised Code.

(2) Independent public accountants must follow the requirements of Chapter 117. of the Revised Code. The process is lead by the auditor of state.

(3) Legal counsel is assigned by the office of the Ohio attorney general.

(F) Any necessary administrative guidelines needed to implement this policy, shall be established by the college administration.

(G) As goods and services are procured using funds from federal, state, local or private awards and contracts, the following shall be applied as an addendum to the college's general procurement procedures.

(1) The college's procedures for procurement and purchasing should be followed unless the award or contract stipulates otherwise. When the award or contract is different from the college's policy and procedure, the purchasers shall follow whichever policy and procedure is more stringent.

(2) All records of expenditure for Federal awards must be maintained on the accrual basis of accounting, which is consistent with the college's basis of accounting. Goods and services will be expensed in the year they are received, not the year they are paid.

Last updated May 5, 2025 at 7:42 AM

History

Effective: May 5, 2025
Promulgated Under: 111.15

Ohio Adm.Code 153:1-9-01

(A) For the purposes of this chapter:

(1) "Rate of inflation" has the same meaning as in section 107.032 of the Revised Code.

(2) "Public bidding threshold" means the monetary threshold contained in section 153.01 of the Revised Code.

(B) The executive director of the Ohio facilities construction commission shall evaluate the public bidding threshold and adjust the amount based on the average rate of inflation during each of the previous five years immediately preceding the adjustment by doing the following:

(1) Determine the rate of inflation by calculating the percent change in the average annual consumer price index (CPI-U), all urban consumers, midwest, all items, for the previous five calendar years as published by the U.S. department of labor, bureau of labor statistics in the month of January following the fifth year.

(2) Adjust the public bidding threshold by multiplying the calculated preceding five-year rate of inflation by the baseline public bidding threshold and rounding the result to the nearest five thousand dollars to establish the public bidding threshold.

(1) Determine the rate of inflation in the same manner as in paragraph (B)(1) of this rule.

(2) Adjust the public bidding threshold by multiplying the rate of inflation by the amount calculated previously as a threshold prior to rounding, and then rounding the result to the nearest five thousand dollars to establish the adjusted public bidding threshold.

(D) If the calculation results in paragraph (C) of this rule results in no change in the public bidding threshold, no change to this rule is required.

(E) The public bidding threshold shall be posted on the commission's website at http://ofcc.ohio.gov.

(F) Beginning in January 2023 until the next adjustment period, the public bidding threshold is two hundred fifty thousand dollars.

Last updated January 19, 2023 at 4:45 PM

History

Effective: January 19, 2023
Promulgated Under: 119.03

Ohio Adm.Code 3358:5-11-12 Responsible use of technology policy.

(A) Clark state college provides students, faculty and staff with access to technology resources as an integral part of the educational environment. This includes but is not limited to computers, telephones, printers, fax machines, as well as access to information via the Internet and the college network. These technologies are intended for instructional, research, and administrative activities of the institution and are designed to facilitate communication and learning.

(B) Members of the Clark state college, i.e., all college employees, students and board members, are expected to use technology in a manner consistent with state and federal laws, the mission of the college and other official college documents such as the policy and procedures of the college, the college catalog, and student handbook, etc.

(1) Comply with all federal, state, other applicable laws, and college policies and procedures.

(2) Use resources responsibly.

(3) Protect the integrity of the physical and software facilities.

(4) Respect the rights and privacy of other users.

(5) Respect data belonging to others.

(6) Use only those technology resources that they are authorized to use and only in a manner and to the extent authorized.

(7) Protect the integrity of their own user accounts and the accounts of others.

(D) Illegal activities of any kind shall not be tolerated. Such activities include but are not limited to:

(1) Acquiring, uploading, downloading or possessing any material that is considered child pornography.

(2) Harassment.

(3) Libel.

(4) Any act that violates copyright laws.

(5) Unauthorized access to the network ("hacking").

(6) Impersonating other individuals.

(7) Creating, using or distributing virus programs or programs that attempt to scan or exploit network security and/or other vulnerabilities.

(E) Failure to comply

(1) Violation of any of the Clark state responsible use of technology policies and procedures may result in disciplinary action.

(2) Violators of these regulations may be ejected from Clark State owned or controlled property and subject to criminal prosecution and/or college discipline.

Last updated November 15, 2022 at 9:11 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-14 Media communications.

(A) The marketing and communications office works as a liaison between the college and the media to ensure both parties are provided with as much information as is needed in the timeliest manner possible. The marketing manager serves as the college spokesperson.

(B) If a reporter calls an employee directly for information on a college issue or in the event of a crisis situation, the employee shall refer the call to the marketing and communications office who will field questions on behalf of the employee.

(D) If a reporter calls an employee directly for information unrelated to the college but rather in relation to current or world events to seek their expert opinion, the employee may respond to the reporter and then notify the marketing and communications office.

History

Effective: October 23, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-15 Equipment inventory control policy.

(A) To maintain the control and the identification, recording, and accountability of all moveable equipment, accurate and timely records must be on file.

(B) Records of equipment costing five-thousand dollars or more and having an estimated useful life of five years or more shall be maintained by the business office. These records shall contain an inventory barcode tag number, dollar cost, and location.

(C) Records of equipment costing less than five-thoursand dollars shall be maintained by the appropriate departmental administrator responsible for the equipment.

(D) Records of all technology equipment (above or below five-thousand dollars) shall be maintained by the information technology department.

(E) Equipment inventories are audited periodically. Therefore, it is of great importance that all transactions affecting equipment be reported in a timely fashion in accordance with established procedures.

(F) No employee of the college shall personally benefit from the sale of college inventory. All monies collected from the sale of inventory shall be remitted back to the college.

Last updated November 15, 2022 at 9:11 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-16 Grant proposal development.

The purpose of the policy for grant proposal development is to ensure that any proposal created for the purpose of acquiring funding for a particular project at Clark state college is highly organized, consistent, coherent, realistic, competitive, and, if funded, promotes the college's mission and services. The policy entails the following criteria that must be met before applying to the manger, resource development for production of a grant proposal or for assistance in its production:

(A) The project to be funded is aligned with the college's mission and strategic priorities.

(B) The project is aligned with the applicant's department's needs and priorities.

(C) The project can be realistically implemented without overextending the human and financial resources either of the department or the college.

(D) The request for proposal development is made well in advance of the deadline for the submission of a proposal.

(E) The project leader is willing to spend the time required to be an active partner in the production of the proposal.

Last updated November 15, 2022 at 9:12 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-17 Food, beverage and other amenities purchase policy.

(A) The college may pay or reimburse properly documented expenses for food, beverages and other amenities (including flowers, token retirement gifts, meritorious service awards, etc.). The expenditures must be for a proper public purpose. Allowable expenses include:

(1) Food, beverages and other amenities at business meetings. Expenses may be incurred only for those individuals whose presence is necessary to the business discussion. Department/division meetings shall not be considered business meetings for the purposes of this policy.

(2) Food and beverages purchased for staff that are required to work through lunch/dinner and cannot leave their desk (i.e., a "working" breakfast, lunch or dinner with a proper public purpose). Providing food or beverages on a daily or similar ongoing basis shall not be considered to be an appropriate use of college funds.

(3) Food, beverages and other amenities at internal college functions including seminars, retreats, workshops, orientations, retirements and other official college functions. Food and beverage expenses to support a staff/departmental party (i.e., resignation, holiday gatherings, new hire, baby or wedding showers or other social events) are not allowable.

(B) Expenses must be reasonable, documented by itemized original receipts and pre-approved by the supervisor and executive council member. In addition to an itemized original receipt, substantiation of these business expenses requires documentation of the time, date, place, business purpose and names of attendees. The college shall not pay or reimburse expenses that lack documentation or a proper public purpose.

(C) Employees shall complete a check request in order to be reimbursed. The college's corporate credit card may be used for these types of expenses.

(D) Expenses for alcoholic beverages are not reimbursable.

Last updated November 15, 2022 at 9:12 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-18 College vehicle use policy.

(A) The purpose of this policy is to establish standard requirements and procedures regarding the use of college-owned vehicles by college employees. This policy and related procedures are intended to ensure the safety and well-being of college employees, students and guests; to facilitate the efficient and effective use of college resources; to minimize the college's exposure to liability; to monitor the use of college-owned vehicles.

(B) All college vehicles shall be driven in a safe and courteous manner by drivers over the age of eighteen. Only college employees are authorized to drive college vehicles.

Last updated April 7, 2025 at 8:47 AM

History

Effective: April 7, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-19 Information technology security policy.

In order to fulfill its mission of instruction and providing value to the community, the college is committed to providing a secure yet open network that protects the integrity and confidentiality of information while maintaining its accessibility.

(A) Information technology (IT) assets are comprised of computing equipment, network infrastructure, operating systems, applications, data, and all technologies that support the information and computing needs of the college.

(B) The college is responsible for the security and integrity of data it acquires about employees, independent contract workers, students, board members, student and employment applicants, and users of its facilities.

(C) IT assets must be protected from various security threats such as theft, vandalism, virus infections, denial of service attacks, and other activities that would breach their confidentiality, compromise their integrity, or prevent their availability.

(D) Appropriate controls must be used to protect physical access to resources, commensurate with the identified level of acceptable risk. These may range in scope with complexity from extensive security installations to protect a room or facility where server are located to simple measures taken to protect a user's display screen.

(E) Appropriate security measures for authentication, authorization, and accounting shall be implemented and maintained to ensure the confidentiality, integrity, and availability of IT assets and the security of information.

(F) While the implementation of security measures is needed to protect the college's IT assets, too much security could limit usability and cause intolerable inconvenience to the users. The security measures must balance between restrictions and convenience as well as the cost to implement security measures.

(G) The college shall implement measures to make the college compliant with federal, state, and payment card industry (PCI) local requirements for IT security.

(H) The college shall designate an information security officer (ISO) who is responsible for compliancy to protect the IT assets of the college and the security of personal information.

(I) Departments shall work with the ISO to ensure that the IT assets in their possession are secured as specified in the IT security procedures.

(J) All college employees, independent contract workers, students, and board members shall be appropriately informed of the college's IT security policy and procedures.

(K) Failure to comply: Violation of any of the Clark state IT security policy and procedures may result in disciplinary or other appropriate action.

(L) User accounts and access to network assets can be revoked at any time.

History

Effective: October 23, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-20 Public records policy.

Clark state college is a public institution subject to Ohio's public records statute and therefore it is Ohio law that applies to requests for the college's public records. While Ohio law does not state when records are to be provided, the statute requires that the college provide copies of existing records that are requested with reasonable specificity within a reasonable period of time.

Last updated November 15, 2022 at 9:12 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-21 Identity theft prevention program policy.

(A) Program adoption Clark state college developed this identity theft prevention program pursuant to the federal trade commission's red flags rule, which implements Section 114 of the Fair and Accurate Credit Transactions Act of 2003. After consideration of the size and complexity of the college's operations and account systems, and the nature and scope of the college's activities, the Clark state community college board of trustees determined that this program was appropriate for the college and therefore approved this program on March 17, 2009.

(B) Definitions

(1) Identity theft a fraud committed or attempted using the identifying information of another person without authority.

(2) Red flag a pattern, practice, or specific activity that indicates the possible existence of identity theft.

(3) Covered account all accounts or loans that are administered by the college.

(4) Program administrator the individual designated with primary responsibility for oversight of the program.

(5) Identifying information any name or number that may be used, alone or in conjunction with any other information, to identify a specific person, including: name, address, telephone number, social security number, date of birth, government-issued driver's license or identification number, alien registration number, government passport number, employer or taxpayer identification number, personal identification number or computer internet protocol address, and bank routing code.

(C) Fulfilling requirements of the red flags rule - Under the red flags rule, the college is required to establish an identity theft prevention program tailored to its size, complexity and the nature of its operation. Each program must contain reasonable policies and procedures to:

(1) Identify relevant red flags for new and existing covered accounts and incorporate those red flags into the program.

(2) Detect red flags that have been incorporated into the program.

(3) Respond appropriately to any red flags that are detected to prevent and mitigate identity theft.

(4) Ensure the program is updated periodically to reflect changes in risks to students or to the safety and soundness of the student from identity theft.

Last updated November 15, 2022 at 9:12 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-22 Post-issuance compliance policy.

Clark state college ("Clark State") uses bonds as one means of financing capital projects in support of its mission. The "Post-Issuance Compliance Policy" is to articulate compliance with federal income tax and securities laws, as well as the requirements set forth in the bond documents for each bond issue. The policy is to strictly follow the U.S. Constitution and federal laws, the Ohio Constitution and the Ohio Revised Code laws. For purposes of this policy, the term "bonds" means any obligation of Clark state incurred for the purpose of borrowing money, including, without limitation, bonds, notes and certificates of participation in capital leases.

Last updated November 15, 2022 at 9:13 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-23 Social media policy.

(A) Social media is a communication tool that provides opportunities for members of Clark state college to share information and knowledge to the public. This initiative fosters learning, innovation, and collaboration between faculty, staff, and students. This policy applies to all social media use on behalf of the college.

Social media takes a number of forms including, but not limited to, social networking websites (e.g., LinkedIn, Facebook), microblogging websites (e.g., Twitter), blogs, online encyclopedias (e.g., Wikipedia), and video and photo sharing websites (e.g., YouTube, and Instagram). This policy provides information for members of the college community using social media.

(B) The college recognizes that social media content has the potential to affect the reputation of Clark state college and its stakeholders. This policy serves to protect the college's reputation, image, and identity as well as guide the official use of social media by employees representing Clark state college.

(C) Clark state college is committed to promoting, regulating, and protecting the integrity of its identity. Clark state college's social media channels are an official representation of the college, therefore must meet marketing and branding standards established by the college. The college may pursue all available recourse to block, remove, or delete inappropriate social media communication and/or accounts.

(D) The college relies on a team of employees who contribute to the success of social media by providing appropriate content and timely interaction with users. Employees who manage social media channels are expected to understand and respect the importance and obligations when representing the college on a public forum.

(1) Content posted by employees on Clark state college's social media accounts should follow established procedures. Social media content posted on behalf of the college must:

(a) Comply with all applicable laws, regulations, and college policies, including, but not limited to, those addressing harassment, privacy of student and health records, confidentiality, copyright, computer usage, and information security.

(b) Comply with the terms of use for the social media platform used.

(E) All data and files, including social media content, on computers owned or operated by Clark state or transmitted using the college network are subject to applicable policies. Social media content posted using computers not computers not owned or operated by the college or tranmitted using the college's network may nonetheless be subject to appropriate action by Clark state college under applicable laws and/or policies.

(F) Faculty, staff, and recognized student organizations who wish to have a Clark state college social media account must get prior approval from the college relations/marketing office. A Clark state community college employee must be identified for each registered social media account used on behalf of the college.

The college relations/marketing office will review and evaluate all social media accounts created on behalf of Clark state college on a regular basis and will serve as a resource for content managers.

Last updated February 20, 2024 at 8:51 AM

History

Effective: February 20, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-24 Review of college policies.

The president's office is responsible for periodically reviewing college policies with the owners of the policy. When applicable, the shared governance system shall be utilized to ensure campus-wide input on policies that affect faculty and staff. Policies shall be reviewed every three years with any necessary changes presented to the board of trustees for action at the June board meeting, starting in 2020. Updates between review periods may also be necessary to respond to changes in applicable law or business practices.

The following considerations will be made when policies are reviewed:

(A) Continued and ongoing need for the policy.

(B) Mission fulfillment.

(D) Alignment with the law and/or best practices.

(E) Effective and sustained implementation.

(F) Student impact and/or impact on student success.

Last updated May 2, 2025 at 7:49 AM

History

Effective: May 2, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-25 Website policy.

(A) The Clark state college website serves primarily as a recruitment tool that allows faculty and staff to promote educational opportunities and activities to prospective students, but additionally provides information to faculty, staff, students, alumni and friends.

(B) The Clark state college website serves primarily as a recruitment tool that allows faculty and staff to promote educational opportunities and activities to prospective students, but additionally provides information to faculty, staff, students, alumni and friends.

(D) Registering domain names (outside the clarkstate.edu domain) that point to Clark state IP (internet protocol) addresses is prohibited.

(E) The college reserves the right to remove from the Clark state web server any page found to be in violation of the law, college policies, interests or that is detrimental to performance of the web server or the network.

(F) The college will adhere to the web accessibility standards as set by the architectural and transportation barriers compliance board as part of Section 508 of the Rehabilitation Act of 1973.

Last updated November 15, 2022 at 9:13 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-26 Determining allowable cost policy.

The purpose of this policy is to ensure federal funds received by Clark state college are spent only on allowable activities in accordance with CFR Part 200 Subpart E Cost Principles, other special terms or conditions of the grant award, and/or other applicable state and federal guidelines. The college is committed to ensuring that all expenditures are appropriate and are conducted in accordance with sponsor terms and conditions as well as regulations. The business office has the authority to approve or reject expenditures based on allow-ability and reasonableness.

The federal government is the largest sponsor of externally funded activity at Clark state college. The cost principles relating to expenditures on federal awards are contained in the office of management of budget's (OMB) uniform administrative requirements, cost principles and audit requirements for federal awards, final rule (uniform guidance). These cost principles require that any expense charged to a federally sponsored project be reasonable and necessary, allocable, consistently treated, and conform to any limits or exclusions set forth in uniform guidance or the terms and conditions of the award. In addition, individual awards may include special terms and conditions, which must be considered before allocating certain costs to the award.

This document outlines the general procedure for determining allowable costs on federally sponsored awards. The goal of this document is to provide clear guidance as to what costs constitute appropriate expenses to sponsored projects as well as to achieve consistency in expensing practices across Clark state college.

All employees who are involved with the administration of sponsored agreements should be familiar with this policy. This includes business administrators and departmental sponsored project administrators, deans, chairs, principal investigators and other research personnel who are involved with sponsored awards.

(A) Except where otherwise authorized by statute, costs must meet the following general criteria in order to be allowable under federal awards and most other grant-sponsored programs:

(1) The cost must be necessary and reasonable for the performance of the federal award or sponsored agreement and it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the cost.

(2) The cost must be allocable to a particular project when it has a direct benefit and can be directly attributable to the project or activity being performed.

(3) The cost must be consistent with policies and procedures that apply uniformly to both federally financed and other activities of the college.

(4) The cost is consistently treated when used in like circumstances (i.e., as direct or indirect costs).

(5) The cost must be allowed by Clark state college policy, sponsor policies, and costs conform to any limitations or exclusions set forth by section 200.403 principles or are identified in the federal award.

(B) A cost is reasonable if the nature of the goods or services acquired or applied, and the amount involved, reflect the action that a prudent person would have taken under the prevailing circumstances when the decision to incur the cost was made. Important consideration in determining the reasonableness of costs are:

(1) Is the cost of a type generally recognized as necessary for the operation of the college or the performance of the sponsored project?

(2) Have the restraints or requirements imposed by such factors as federal and state laws and regulations, sponsored agreement terms and conditions, and arm's-length bargaining been satisfied?

(3) Have the individuals concerned acted with due prudence in the circumstances, considering their responsibilities of the institution, its employees, its students, the government, and the public at large?

(4) Is the extent of the actions taken with respect to the incurrence of the costs (i.e., hiring decision, choice of goods or services, determination of salary or price, vendor selection, etc.) consistent with established Clark state college policies and practices applicable to the work of the institution generally, including sponsored projects?

(C) A cost is allocable to a particular cost objective (i.e., a specific function, project, sponsored agreement, department, or the like) if the goods or services involved are chargeable or assignable to such cost objective in accordance with relative benefits received or other equitable relationship. Every incurred cost must have a direct benefit to the sponsored project being charged. In general, a cost is allocable to a particular sponsored project if it fulfills one of the following conditions:

(1) It is incurred solely to advance the work under the sponsored agreement; or

(2) it benefits both the sponsored agreement and other work of the college, in proportions that can be approximated through use of reasonable methods; or

(3) it is necessary to the overall operation of the college and, in light of the principles provided in OMB uniform guidance, is deemed assignable in part to sponsored projects.

(D) If a cost benefits two or more projects or activities in proportions that can be determined without undue effort or cost, the cost should be allocated to the projects based on the proportional benefit. If a cost benefits two or more projects or activities in proportions that cannot be determined because of the interrelationship of the work involved, then the costs may be allocated or transferred to benefited college departments/projects on any reasonable basis as established by grant guidelines.

(E) In the rare instances in which a proper cost allocation cannot ultimately be determined using any reasonable methods, the cost may be charged to a single sponsored project.

(F) Where the purchase of equipment or other capital items is specifically authorized under a sponsored agreement, the amounts thus authorized for such purchases are assignable to the sponsored agreement regardless of the use that may subsequently be made of the equipment or other capital items involved.

(G) Any costs allocable to a particular sponsored agreement under the standards provided in OMB uniform guidance may not be shifted to other sponsored agreements in order to meet deficiencies caused by overruns or other fund considerations, to avoid restrictions imposed by law or by terms of the sponsored agreement, or for other reasons of convenience.

(H) Any costs allocable to activities sponsored by industry, foreign governments, or other sponsors may not be shifted to federally sponsored agreements.

(I) Applicable laws, regulations, and guidance

CFR Part 200 Subpart E

Last updated November 15, 2022 at 9:14 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-28 Cash management, grant and contracts policy.

(A) Clark state college receives external funding from various sources for grants and contracts, with the largest source being the federal government. The college will comply with federal regulations including those from the office of management and budget (OMB's 2 CFR 200 Uniform Administrative Requirements), and the Electronic Funds Transfer Act (15 U.S.C. 1693-1693r). Cost principles and audit requirements will be adhered to as specified in any governmental award.

(B) Clark state college requires complying with the college's policies and procedures as well as the grant's and contract's terms and conditions, and any regulations regarding the charging and reporting of costs on the award(s).

(C) Clark state college will provide accurate, timely, and complete disclosure of the financial results of grants and contracts. Timely recording of transactions required and final reporting of required reporting and closeout requirements.

(D) The purpose of this policy is to provide guidance for the monitoring and collection of cash and accounts receivable on sponsored awards in accordance with federal and other non-federal sponsor requirements. The objective is to ensure consistent and timely processing of grant and contract revenues as well as reducing the College's exposure to delinquent or uncollected funds.

(E) This policy applies to all grants and contracts and must be followed by all individuals involved operationally or in administering grants and contracts on behalf of the college.

Standards for cash advance payment method

(1) The drawdown reimbursement request mechanism is preferred over the payment-in-advance mechanism for receiving grant/contract award payments. Drawdown requests for cash reimbursement of allowable grant expenditures will be as determined by the grant agency or the business office monthly, unless an alternative longer interval is specified and permitted under a specific grant award.

(2) Drawdown reimbursement requests must be substantiated by sufficient support to justify the request, including general ledger reporting that reconciles (a) recorded grant expenditures and (b) recorded grant revenues to (c) the drawdown amount requested.

(3) Clark state college shall make timely payment to contractors in accordance with contract provisions.

(4) Clark state college shall account for all receipts, obligations, and expenditures of grant and contract funds.

(5) Advance payments will be deposited and maintained in insured accounts whenever possible.

(6) Advance payments will be interest-bearing accounts unless the following apply:

(a) The best reasonable available, interested bearing account would not meet required guidelines as noted in the grants and contracts;

(b) The depository would require an average or minimum balance so high that it would not be feasible within expected federal and non-federal cash resources;

(d) Pursuant to federal law and regulations, Clark state college may retain interest earned for administrative costs as allowed. Any additional interest earned on advance payments deposited in interest-bearing accounts must be remitted according to the government contract as prescribed in the grant and contract and federal law. Remittances shall include pertinent information of the payee and nature of the payment.

(7) Applicable laws, regulations, and guidance

2 C.F.R. 200.305

Last updated November 15, 2022 at 9:14 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-29 Banking policy.

The purpose of the banking policy is to ensure adequate oversight and review of the college's banking relationships.

(A) Section 3354.10 of the Revised Code and other applicable provisions of the Ohio Revised Code will guide the college's banking policy and procedures.

(B) To open or close a bank account requires the authorization of both the college president and the treasurer.

(C) Any financial institution used by the college for purposes of banking activities shall have a nexus in the state of Ohio.

(D) The college may maintain bank accounts, either by the same bank or separate banks, for among the following purposes:

(1) Checking account for accounts payable and student refunding

(2) Procurement card

(3) Credit card payment processing

(4) Payroll

(5) Personnel related activities such as flexible spending accounts, health savings accounts, etc.

(6) College and financial institution technologies and processes may advance the need for additional accounts

(E) The decision about which or how many financial institutions with which to contract should be based upon the best overall or combination of offerings, services and affordability for the entire campus.

(F) The vice president for business affairs along with his/her staff, will evaluate, every five years, the banking relationships of the college. This shall lead to a request for information (RFI) or a request for proposal (RFP) whichever is found appropriate depending on the evaluation of the current banking relationships. This may be done more often than every five years as is appropriate, based upon changes in the banking environment in Ohio.

Last updated November 15, 2022 at 9:14 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-30 Branding policy.

(A) The Clark state college branding policy establishes styles for font, color and images as well as logo, word marks and taglines for all college promotional materials.

(B) All promotional or informational materials that represent Clark state college to prospective students, currently enrolled students and the public must be branded and produced by the marketing office. Exceptions include academic course material and official correspondence on college stationery.

(C) The marketing office will provide the Clark state college logo to external agencies for use in partnership or sponsorship materials. The branding style guide will accompany the artwork.

Last updated November 15, 2022 at 9:15 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-33 Investment policy.

The purpose of the investment policy is to ensure the safety, liquidity and earnings potential while meeting the college's cash flow needs and providing a reasonable return on investment, while keeping risk low, within the constraints of this policy.

(A) Sections 3358.06, 3345.05, 3354.10, and 135.14 of the Revised Code and other applicable provisions of the Ohio Revised Code will guide the college's investment policy and procedures.

(B) Authority to set policy for the college's investment activities falls on the board of trustees. The treasurer, with counsel of the board of trustee's finance and facilities committee, will be charged to maintain and update the college's policy on investing.

(C) This policy applies to all financial assets of the college, including state and federal funds held by it, to the extent allowable by state or federal guidelines. The treasurer and/or staff shall routinely monitor the contents of the college's investment holdings, the available markets and relative value of competing investments and adjust their holdings accordingly.

(D) The treasurer and/or staff will use prudence in the management of the college's investments. The college will exercise due diligence in making choices that keep the college's risk in investing low, while still providing a reasonable return on investment.

(E) Those involved in the investment process will refrain from activities that are or could be construed as a conflict of interest. The treasurer and/or staff involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the college's investments. They shall disclose any personal financial and investment positions that could be related to the performance of the investment portfolio.

(F) Acting in accordance with the investment policy relieves the treasurer and/or staff from personal liability for the negative effects of risk that are inherent in investing.

Investment committee

(G) Division (C) of section 3345.05 of the Revised Code requires the establishment of an investment committee. The board finance and facilities committee shall serve as the investment committee.

(H) Objectives The primary objectives, in priority order, of the college's investment activities shall be:

(1) Safety: Safety of principal is the foremost objective of the investment program. Investments of the college shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio.

(2) Diversification: Diversification of assets and maturities is required in order to avoid potential losses on individual securities that may exceed the income generated from the remainder of the portfolio.

(3) Liquidity: The college's investment portfolio will remain sufficiently liquid to enable it to meet all operating requirements, which might be reasonably anticipated. An investment must be liquid within five years, per the Ohio Revised Code.

(4) Return on investment: The college's investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and economic cycles, taking into account this investment policy and the cash flow characteristics of the portfolio.

Last updated November 15, 2022 at 9:15 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-34 Cash managment policy.

The purpose of this policy is to establish sound cash management practices to ensure efficient and sufficient utilization of cash, which is consistent with the goals of the college.

(A) All activity and balances in the primary accounts shall be monitored by the treasurer and appointed staff to assess the cash necessary to meet daily obligations and ensure adequate funds are available to pay for those obligations.

(B) The treasurer and appointed staff are responsible for the movement of money between bank accounts and investment pools maintained by the college and/or state funds to ensure sufficient funds are available to meet the college's obligations.

(1) Liquidity-maintain the ability to pay bills when they are due.

(2) Cash optimization-establish procedures that help minimize investment in non-earning cash resources.

(3) Financing-follow established policy and procedures on short-term and long-term borrowed funds.

(4) Regulatory-comply with federal cash drawdown and excess cash regulations and applicable state of Ohio policies.

(5) Coordination-ensuring that the college's cash management goals are communicated and integrated with policy decisions of other areas of the institution that have an impact on cash flows, such as the foundation.

Last updated November 15, 2022 at 9:15 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-11-35 Senate Bill 1 Compliance Policy.

In compliance with section 3345.0217 of the Revised Code, Clark state will:

(A) Prohibit all of the following:

(1) Any orientation or training course regarding diversity, equity and inclusion, unless Clark state receives an exemption allowed under section 3345.0217 of the Revised Code from the department of higher education. The institution must submit a written request for exception to the chancellor of higher education;

(2) The continuation of existing diversity, equity and inclusion offices or departments;

(3) Establishing new diversity, equity and inclusion offices or departments;

(4) Using diversity, equity and inclusion in job descriptions;

(5) Contracting with consultants or third-parties whose role is or would be to promote admissions, hiring or promotion on the basis of race, ethnicity, religion, sex, sexual orientation, gender identity or gender expression;

(6) The establishment of any new institutional scholarships that use diversity, equity and inclusion in any manner.

(B) Affirm and declare that its primary function is to practice, or support the practice, discovery, improvement, transmission, and dissemination of knowledge and citizenship education by means of research, teaching, discussion and debate.

(C) Affirm and declare that, to fulfill the function described in paragraph (B) of this rule, the state institution shall ensure the fullest degree of intellectual diversity.

(D) Affirm and declare that faculty and staff shall allow and encourage students to reach their own conclusions about all controversial beliefs or policies and shall not seek to indoctrinate any social, political or religious point of view.

(E) Demonstrate intellectual diversity for course approval, approval of courses to satisfy general education requirements, student course evaluations, common reading programs, annual reviews, strategic goals for each department and student learning.

(F) Declare that it will not endorse or oppose, as an institution, any controversial belief or policy, except on matters that directly impact the institution's funding or mission of discovery, improvement, and dissemination of knowledge. The institution may also endorse the congress of the United States when it establishes a state of armed hostility against a foreign power.

This does not include the recognition of national and state holidays, support for the Constitution and laws of the United States or the state of Ohio, or the display of the American or Ohio flag.

(G) Affirm and declare that the state institution will not encourage, discourage, require, or forbid students, faculty, or administrators to endorse, assent to, or publicly express a given ideology, political stance, or view of a social policy, nor will the institution require students to do any of those things to obtain an undergraduate or post-graduate degree.

Paragraphs (F) and (G) of this rule do not apply to the exercise of professional judgment about whether to endorse the consensus or foundational beliefs of an academic discipline, unless that exercise is misused to take an action prohibited in paragraph (F) of this rule.

(H) Prohibit political and ideological litmus tests in all hiring, promotion, and admission decisions, including diversity statements and any other requirement that applicants describe their commitment to any ideology, principle, concept, or formulation that requires commitment to any controversial belief or policy.

(I) Affirm and declare that no hiring, promotion, or admission process or decision shall encourage, discourage, require, or forbid students, faculty, or administrators to endorse, assent to, or publicly express a given ideology or political stance.

(J) Affirm and declare that the state institution will not use a diversity statement or any other assessment of an applicant's political or ideological views in any hiring, promotions, or admission process or decision.

(K) Affirm and declare that no process or decision regulating conditions of work or study, such as committee assignments, course scheduling, or workload adjustment policies, shall encourage, discourage, require, or forbid students, faculty, or administrators to endorse, assent to, or publicly express a given ideology or political stance.

(L) Affirm and declare that the state institution will seek out invited speakers who have diverse ideological or political views.

(M) Post prominently on its web site a complete list of all speaker fees, honoraria, and other emoluments in excess of five hundred dollars for events that are sponsored by the state institution. That information shall be all of the following:

(1) Accessible from the main page of the institution's web site by use of not more than three links;

(2) Searchable by keywords and phrases;

(3) Accessible to the public without requiring user registration of any kind.

Last updated February 17, 2026 at 8:07 AM

History

Effective: February 16, 2026
Promulgated Under: 111.15

Chapter 3358:5-13 Policies In General

Ohio Adm.Code 3358:5-13-01 Drug-free workplace.

(A) The following behavioral expectations of employees and students are intended to protect the health, safety, and well-being of all individuals associated with the college:

(1) The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance or alcohol is prohibited on campus or at college activities off-campus.

(2) Effective as of September 8, 2016, Ohio law allows certain activities related to the possession and use of medical marijuana. Effective as of December 7, 2023, Ohio law also allows certain activities related to the possession and use of recreational marijuana. However, using and possessing marijuana continues to be prohibited by and a violation of Clark state policy and remains a crime under federal law.

This prohibition applies even when the possession and use would be legal under the laws of the state of Ohio. As a result, neither those with medical marijuana prescription/cards, nor those recreationally using marijuana in accordance with Chapter 3780. of the Revised Code, are permitted to use medical or recreational marijuana on campus, in the conduct of Clark state business or as part of any Clark state activity.

(3) Sanctions for students and employees who are found to be in possession of or using marijuana include suspension, dismissal and/or termination of employment.

(B) Any bid submitted by a contractor that is not enrolled in a Bureau of Worker's Compensation (BWC) drug-free program or have a program that BWC has determined to be comparable shall have their bid deemed non-responsive and not eligible for the award of contract(s).

Last updated June 16, 2025 at 8:19 AM

History

Effective: June 12, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-13-03 Smoke-free environment/alternative nicotine products.

(A) Smoking is defined as the burning of tobacco or any other material in any type of smoking equipment, including but not restricted to, cigarettes, electronic cigarettes, cigars or pipes.

(B) Alternative nicotine product means an electronic cigarette or any other product or device that consists of or contains nicotine that can be ingested into the body by any means, including but not limited to, chewing, smoking, absorbing, dissolving or inhaling; excluding chewing gum or patch.

(C) The board of trustees of Clark state college, in an effort to protect the health, safety and welfare of students, employees and visitors to the college, prohibits smoking and the use of alternative nicotine products on all campuses and in other enclosed areas owned or leased by the college and in all vehicles owned or leased by the college pursuant to Chapter 3794. of the Revised Code.

(D) Smoking or use of tobacco products is strictly prohibited on campus property except smoking is allowed in personal vehicles parked on campus owned property, but subject to landord policies on reted space.

(E) The implementation and administration of this policy shall be under the direction of the business affairs office.

Last updated April 11, 2025 at 12:31 PM

History

Effective: April 11, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-13-04 Parking policy.

(A) Clark state college places a high priority on providing sufficient and convenient parking for students, faculty, staff and visitors.

(B) Parking regulations have been developed to maximize the use of parking spaces and to assist in maintaining lots. Faculty, staff and students are responsible for understanding and complying with parking regulations.

(C) The college reserves the right to ticket, immobilize and/or tow, at the owner's expense, any vehicle in violation of established parking regulations. Persistent violators may have their parking privileges denied.

(D) The college assumes no responsibility for the care of, damage to and/or protection of any vehicle or its contents at any time while it is operated or parked on campus.

(E) Parking regulations are posted on the college's web page under policies and procedures.

Last updated April 7, 2025 at 9:10 AM

History

Effective: April 7, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-13-05 Faculty code of ethics.

(A) Commitment to the students

(1) Educators measure their success by the progress of each student toward realization of the predetermined objectives of each course. The educator works to stimulate the spirit of inquiry, the acquisition of knowledge and understanding, and the thoughtful formulation of goals.

(2) In fulfilling their obligation to the student, the educator:

(a) Shall respect the dignity of the student, acknowledge his/her right to express differing opinions, and foster and defend intellectual honesty and freedom of inquiry and instruction.

(b) Shall make known to the student the objectives of the course and shall attempt to accomplish these objectives through student interaction both inside and outside the classroom.

(c) Shall exercise prudence and make a reasonable effort to protect the student from conditions harmful to learning or to health and safety.

(d) Shall conduct themselves in their professional relationship in such a manner that they do not expose the student to unnecessary embarrassment or disparagement.

(e) Shall willingly teach all students enrolled in a course and evaluate them on academic performance in accordance with predetermined objectives and not on matters irrelevant to that performance, whether personality, race, religion, degree of political activism, or personal beliefs.

(f) Shall keep in confidence information that has been obtained in the course of professional service, unless disclosure serves professional purposes or is required by law.

(g) Shall not use professional relationships with students for private advantage.

(B) Commitment to the public

(1) Members of the academic community share with all other citizens the responsibility for the development of sound public policy and assume full political and civic responsibilities. Outside of one's professional field, the educator accepts the same responsibility, which all other individuals bear for their acts and utterances.

(2) In fulfilling their obligation to the public, the educator:

(a) Shall not misrepresent the institution with which they are affiliated and shall take care to take adequate precautions to distinguish between their personal and institutional views.

(b) Shall not knowingly distort or misrepresent the facts concerning educational matters in direct or indirect public expression.

(c) Shall not use institutional privileges for private gain or to promote political candidates or partisan political activities.

(d) Shall not accept gratuities, gifts, or favors that might impair or appear to impair professional judgment, nor offer any favor, service, or thing of value to obtain special advantages.

(1) The educator believes that the quality of the services of his/her profession directly influences the nation and its citizens. He/she, therefore, exerts every effort to raise professional standards, to improve his/her service, to promote a climate in which the exercise of professional judgment is encouraged, and to achieve conditions, which attract persons worthy of the trust of careers in education.

(2) In fulfilling his/her obligation to the profession, the educator:

(a) Shall not discriminate on the grounds of race, color, creed, or national origin for membership in professional organizations, nor interfere with the free participation of colleagues in the affairs of their association.

(b) Shall accord just and equitable treatment to all members of the profession in the exercise of their professional rights and responsibilities.

(c) Shall not use coercive means or promise special treatment in order to influence professional decisions of colleagues.

(d) Shall withhold and safeguard information acquired about colleagues in the course of employment, unless disclosure serves professional purposes or is required by law.

(e) Shall not misrepresent his/her professional qualifications.

(f) Shall not knowingly distort evaluations of colleagues.

(D) Commitment to professional employment practices

(1) The educator regards the employment agreement as a pledge to be executed both in spirit and in fact in a manner consistent with the highest ideals of professional service. They believe that sound professional personal relationships with governing boards are built upon personal integrity, dignity, and mutual respect.

(2) In fulfilling their obligation to professional employment practices, the educator:

(a) Shall apply for, accept, offer, or assign a position or responsibility on the basis of professional preparation.

(b) Shall not knowingly withhold information regarding a position from an applicant or misrepresent an assignment or conditions of employment.

(c) Shall give prompt notice to the college of any change in availability of service, and the college shall give prompt notice of change in availability or nature of a position.

(d) Shall adhere to the terms of a contract or appointment, unless these terms have been legally terminated, falsely represented, or substantially altered by unilateral action of the college.

(e) Shall conduct professional business through channels that have been approved by the college.

(f) Shall not delegate assigned tasks to unqualified personnel.

(g) Shall not permit commercial exploitation of his/her professional position.

History

Effective: October 23, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-13-07 Solicitations/sales policy.

(A) Solicitations for support of various activities must be approved by the president or his/her designee. Those that are customarily approved are community-based, non-political campaigns such as the united way, or campus-based activities such as the foundation scholarship and circle of friends fund drives.

(B) The following activities relating to solicitations/sales are prohibited unless prior approval is given as noted:

(1) Use of college name or letterhead approved by the president

(2) Circularizing employees approved by the chief human resources officer

(3) Providing lists of college employees to outside fund-raising groups approved by the chief human resources officer

(4) Personal solicitation of employees during working hours (for example, school funding efforts of employee's child) approved by the chief human resources officer

History

Effective: October 23, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-13-08 Mobile emergency response plan.

(A) Clark state community college will be able to better manage a crisis if prepared to deal with its possible occurrence before it actually unfolds. A MERP has been developed to guide the swift, unified and comprehensive reaction to a serious incident at the college and shall serve as a tool for training faculty and staff to respond to crisis events.

(B) The MERP shall provide the administrative protocol and procedures needed to deal with emergencies and crisis management situations on the college campuses.

(D) The initial emergency procedures guide shall be printed and distributed to each employee and to student senate. The MERP shall be posted on the college's web site and available as an App downloaded to a mobile device.

History

Effective: October 23, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-13-09 Strategic plan for energy management policy.

(A) Clark state college recognizes that energy is a strategic business and operating challenge. Ongoing growth in the college's demand for energy and need for an affordable, reliable supply of energy with the new energy cost realities of a global economy require an integrated energy efficiency conservation plan that systematically offsets the rising costs of energy and increased campus demand. This plan focuses on reducing energy consumption per gross square foot, reducing carbon dioxide emissions and gaining system-wide efficiencies.

(B) The "Strategic Plan for Energy Management" sets forth energy goals, objectives and strategies for energy efficiency programs necessary for the college to satisfy the energy efficiency and conservation guidelines of Substitute House Bill 251 (section 3345.69 of the Revised Code) by fiscal year 2014.

(C) The Strategic Plan for Energy Management addresses three strategic challenges: energy reliability, energy conservation and sustainability. By recognizing the college's efforts and achievements to date, and detailing actionable strategies and programs that exceed the energy efficiency and conservation guidelines of Substitute House Bill 251 (section 3345.69 of the Revised Code), the college has developed a multi-year, cost effective strategy that addresses the safety and comfort of the college community while sustaining the college's asset base.

Last updated November 15, 2022 at 9:16 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-13-11 Anti-hazing policy.

Clark state college is committed to creating a safe, collegiate, working, and learning environment for all students, faculty and staff, and visitors. As a part of this commitment, Clark state college prohibits all forms of hazing as defined in this policy. The college will investigate and respond to all reports of hazing as outlined in this policy.

(A) Policy statement

The college holds students accountable for their behavior both on and off-campus and addresses behavior that is a violation of the student code of conduct. This policy applies to conduct that occurs on or off-campus, between two or more people who are affiliated with the college, or any student or other organization associated with the college. This policy applies to Clark state college students, student clubs/organizations, student groups, and employees. This policy also applies to volunteers acting in an official capacity that advise or coach student clubs/organizations and/or student groups and who have direct contact with students. This policy is effective from matriculation to commencement, including breaks in the academic year and Clark state college has jurisdiction whether the conduct occurs on or off campus

(B) Sanctions

Hazing is a serious offense of the Clark state college student code of conduct and, therefore, is subject to the full range of sanctions (educational sanction, warning, probation, suspension, dismissal). In addition, other educational activities may be required as conditions of the sanction. An individual, organization, or group may be subject to other outcomes in accordance with the applicable outside constituents or group in which the student is involved, or their governing bodies. The college has the right to take action regardless of the actions of the governing body.

The assistant vice president, student affairs shall coordinate the investigation of all hazing allegations. When appropriate, other college offices may handle certain aspects of the college response, such as human resources.

Additionally, the assistant vice president, student affairs will assess the need for interim measures (e.g. suspension of current group activities). Every effort will be taken to complete the investigation in a timely manner. The hazing allegation will be investigated and resolved in keeping with the student code of conduct process. At the point when a formal conduct charge is made against an organization, the national or oversight organization, if any, shall be notified. Criminal investigations resulting from a report to law enforcement will be handled by the appropriate law enforcement agency. Clark State may charge an individual or a group with a violation of this anti-hazing policy via the student code of conduct and/or other college rules, regulations or policies.

Sanctions applied to organizations and/or individuals will be imposed in accordance with the severity of the violation and will be determined by the assistant vice president, student affairs.

(D) Definition of hazing

Hazing means intentionally, knowingly, or recklessly, for the purposes of initiating, admitting or affiliating a student into or with an organization, or for the purpose of continuing or enhancing a student's membership or status in an organization, causing, coercing or forcing a student to do any of the following, regardless of whether such conduct occurs on or off campus:

(1) Violate federal or state criminal law.

(2) Violate college policies, rules, regulations that are published in the student handbook or any other official college publications or agreements.

(3) Consume any food, liquid, alcoholic liquid, drug or other substance which subjects the student to a risk of emotional or physical harm.

(4) Endure brutality of a physical nature, including whipping, beating, branding, calisthenics or exposure to the elements.

(5) Endure brutality of a mental nature, including actively adversely affecting the mental health or dignity of the individual, sleep deprivation, exclusion from social contact or conduct that could result in extreme embarrassment.

(6) Endure brutality of a sexual nature.

(7) Endure any other activity that creates a reasonable likelihood of bodily injury to the student.

It shall not be a defense to a charge of hazing that the student consented to the conduct in question.

(E) Reporting

Reporting an Incident: Campus safety is a top priority and all reports of hazing are taken seriously to protect the health and well-being of our Clark state community. Individuals and/or student organizations should report incidents of hazing through the online incident report form. Reports will be routed to the assistant vice president, student affairs. Clark state college depends on community members to identify and report behaviors of concern so that the college can provide distressed students and employees with appropriate support services and resources.

Clark state college is committed to reviewing all reports of hazing. Anonymous reports are accepted; however, the college's ability to obtain additional information may be compromised and the ability to investigate anonymous reports may be limited. In the event of immediate physical danger to a student or others, 911 must be called immediately.

Any questions concerning the interpretation or application of this policy should be referred to the assistant vice president, student affairs.

(F) Mandatory reporting

In order to enable the college to respond effectively and to stop instances of hazing, all college employees must, within twenty-four hours of receiving the information, report information they have about reported or possible hazing to the assistant vice president, student affairs. Employees who are required by law to protect confidentiality are exempt from this requirement.

(G) College reporting

The college will maintain a report of all violations of this policy that are reported to the college and which result in a violation of this policy. The college will update the report bi-annually on January first and August first of each year and will post the updated report on the college's website. If the violations rise to the level of Clery Act reporting, they will be included in the annual campus safety report published each October.

(H) College training and education

All students seeking membership in a registered student organization or student group at Clark state college must complete the anti-hazing training provided by the college. Failure to complete the training will result in the student being denied the ability to participate in any recognized student organization or group. If a student is unsure if they have completed the required program they should contact the assistant vice president, student affairs to verify their eligibility to join a student organization or group.

Last updated November 15, 2022 at 9:16 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-13-12 Workplace violence prevention policy.

(A) Clark state college is committed to mainting a safe and respectful working environment for all employees. To support this commitment, the college enforces a "zero tolerance" policy toward workplace violence. This includes acts or threats of physical violence, such as intimidation, harassment or coercion - regardless of physical location. These behaviors are prohibited whether they occur between employees in person, remotely or in any context connected to work-related interactions, including those involving individuals outside the college. Such conduct will result in corrective action, up to and including termination of employment. Incidents involving non-employees will be addressed through appropriate legal channels, including the criminal complaint process.

(B) This policy applies to all employees of Clark state college.

(D) Human resources is assigned the responsibility of developing, implementing, and maintaining the workplace violence prevention policy and procedures.

Last updated April 28, 2026 at 7:51 AM

History

Effective: April 28, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-13-14 Safety and health policy.

(A) The administration of Clark state college recognizes the importance of safety and health by promoting voluntary compliance with all pertinent safety requirements and is committed to providing a workplace for all employees in which recognized hazards are controlled or eliminated.

(B) The philosophy and objectives behind this commitment are:

(1) The safety and health of all college employees is a prime priority.

(2) The only acceptable level of safety and health performance is one that prevents injury and accidents.

(3) Safety and health are an integral part of the daily business functions.

(4) Safety and health are a responsibility that must be shared equally and without exception by everyone within the college.

(5) The administration and those with supervisory responsibilities shall be held accountable for the safety and health of the personnel for whom they are responsible. All employees shall be required to make their safety and the safety of their fellow workers a prime priority.

(6) The administration is committed to developing options for returning injured workers and employees with work-related illnesses to work at the earliest opportunity.

(C) Each individual within the organization shall be expected to conduct their daily tasks in a manner consistent with the philosophy and objective in this policy.

Last updated November 15, 2022 at 9:17 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-13-15 Communicable disease policy.

(A) Clark state college shall make every attempt to allow their employees and students to work or attend classes providing they are physically and mentally capable and, if in doing so, they do not impose an increased risk to their own health or the health of others.

(B) The college shall not utilize the HIV antibody test in decisions regarding recruitment and/or retention of its students or employees.

(C) Any individual known to have a disease classified as communicable and who presents a significant risk of disease transmission through casual contact with other employees and students shall be restricted from attending work or class until they are no longer able to transmit the disease.

(D) Employees or students infected with diseases that are transmitted through close contact must properly govern their behavior in light of known disease transmission and based on current medical knowledge. Any individual whose behavior endangers others shall be counseled, isolated, or removed from the campus after consultation with the college counselor, the behavioral intervention team, and/or law enforcement. The decision to restrict or exclude any individual will be rendered on a case-by-case basis using medically based judgments to insure the welfare of the individual, the college, and the entire campus community.

(E) The college is committed to maintaining a safe and healthy work environment for all employees and students. The college also recognizes its obligation to maintain the confidentiality of any and all medical information and will only disclose such information where required by state or federal law. The college shall not tolerate harassment or other forms of discrimination against employees or students with communicable or life threatening diseases.

Last updated November 15, 2022 at 9:17 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-13-16 Concealed carry policy.

(A) Pursuant to Chapter 2923. of the Revised Code, it is a criminal offense to carry on their person a firearm, explosive device, firework, deadly weapon, dangerous or illegal weapon, or hazardous material, concealed or otherwise, on college-owned or controlled property. If an individual observes another with any of the above, they shall notify the campus police department and provide the following information:

(1) Name

(2) Location (be specific)

(3) Nature of problem (be specific)

(4) Description of victim and/or assailant (be specific)

(B) Individuals are permitted to transport a loaded, concealed handgun in a motor vehicle only if it is carried in one of the three following ways:

(1) In a holster on your person that is in plain sight. Plain sight means clearly visible or unobstructed.

(2) In a closed, locked glove compartment.

(3) In a case that is in plain sight and that is locked.

Last updated November 15, 2022 at 9:18 AM

History

Effective: November 15, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-13-17 Naming rights policy.

(A) College facilities, programs and initiatives may be named to recognize significant gifts to Clark state foundation for the benefit of the college.

(B) The vice president of external affairs shall maintain a listing of available naming opportunities with recommended gift levels.

(C) Naming opportunities must be approved by the college president in advance of offering the recognition to a prospective donor.

(D) A named facility will retain the use of the name as long as the area remains in use. If the facility is demolished or repurposed, an alternative means of recognizing the donor will be established.

(E) The board of trustees retains the right to revoke a naming recognition in the event that the continued use of the name may compromise the public trust or be contrary to the best interests of the college.

History

Effective: February 1, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-13-18 Employee campus free speech policy.

Clark state college is an academic community in which all persons - students, student groups, facuty, administration, and staff - share responsibility for its growth and continued welfare. As members of the college community, students can reasonably expect that the following rights shall be respected by all college offices, programs, employees and organizations.

Clark state college further encourages all members of the college community to endorse, support, and abide by the following statement of values which this community has deemed fundamental to its mission and integral to its growth.

(A) Speech/expression/press

Employees may express themselves freely on any subject provided they do so in a manner that does not violate this policy. Employees, in turn, have the responsibility to respect the rights of all members of the college in exercising these freedoms.

(B) In accordance with the public policy and the laws of the state of Ohio, Clark state affirms the following principles:

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

(2) The college is committed to giving students broad latitude to speak, write, listen, challenge, learn, and discuss any issue, subject to division (E) of section 3345.0215 of the Revised Code.

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

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

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

(6) Although the college greatly values civility and mutual respect, concerns about civility and mutual respect shall never be used as a justification for closing off the discussion of ideas, however offensive, unwise, immoral, indecent, disagreeable, conservative, liberal, traditional, radical, or wrong-headed those ideas may be to some students or faculty.

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

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

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

(C) Nothing contained in this policy shall be construed as prohibiting the college from imposing measures that do not violate the First Amendment to the United States Constitution or Article I, Sections 3 and 11 of the Ohio Constitution such as:

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

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

(3) Restricting the use of the college's property to protect the free speech rights of students and teachers and preserve the use of the property for the advancement of the college's mission;

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

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

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

(E) Nothing in this policy shall be interpreted as restricting or impairing the college's obligations under federal law including, but not limited to, Title IV of the Higher Education Act of 1965, Title VI of the Civil Rights Act of 1962, Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title II of the Americans with Disabilities Act, Age Discrimination in Employment Act, and the Age Discrimination Act of 1975.

(F) Complaints

(1) The college will investigate the alleged violation as outlined in the "Employee Campus Free Speech Procedures," which comply with standards adopted by the Ohio chancellor of higher education.

(2) The college will investigate the alleged violation as outlined in the "Employee Campus Free Speech Policy Complaint Resolution Procedures," which shall comply with standards adopted by the Ohio chancellor of higher education.

Last updated April 28, 2026 at 7:51 AM

History

Effective: April 28, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3358:5-13-19 Weapons Policy.

(A) Pursuant to Chapter 2923. of the Revised Code and consistent with college policy, except as set forth herein and otherwise by applicable law, concealed handguns, deadly weapons, firearms, handguns, explosive devices, incendiary devices, dangerous ordinance, fireworks, weapons or hazardous materials are not permitted on college-owned or controlled property.

(B) Carrying a concealed handgun is not permitted on college-owned or controlled property. Carrying a concealed handgun, deadly weapons, firearms, handguns, explosive devices, incendiary devices, dangerous ordinance, fireworks, weapons or hazardous materials may constitute a crime.

(C) If an individual observes another with any of the above-identified weapons, devices or dangerous ordinances, they shall notify the campus police department and provide the following information:

(1) Name

(2) Location (be specific)

(3) Nature of problem (be specific)

(4) Description of person(s) involved (be specific)

(D) Pursuant to and consistent with Ohio law, firearms transported in lawfully parked vehicles by holders of concealed carry permits may not be removed from the vehicle. Firearms kept in lawfully parked vehicles while the licensee is not present must be locked within the trunk, glove box or other enclosed compartment or container within the vehicle.

(E) Anyone found in violation of this policy may be subject to arrest, criminal prosecution and/or disciplinary action by the college, as appropriate.

(F) Additional information regarding the state's concealed carry law can be found at the website of the Ohio attorney general at www.ohioattorneygeneral.gov.

Last updated February 20, 2024 at 8:47 PM

History

Effective: February 20, 2024
Promulgated Under: 111.15