Ohio Adm.Code 3362 | Ohio Administrative Code 3362 — Shawnee State University

Chapter 3362-1 Board of Trustees

Ohio Adm.Code 3362-1-01 Bylaws of the board of trustees.

(A) Members of the board of trustees

Shawnee state university is governed by its board of trustees and the members of the board are appointed by the governor, in accordance with section 3362.01 of the Revised Code. In accordance with Ohio law, student trustees do not have voting authority, although their opinions and advice during deliberations are encouraged.

(B) Officers of the board of trustees and their duties

(1) At its last regular meeting of each fiscal year, the board shall elect a chairperson and vice chairperson for the next fiscal year. The terms of those elected will commence at the start of next fiscal year. At the board's discretion, the board may elect a chair and/or vice chair to serve a term of one fiscal year or two fiscal years. Regardless of the length of appointment, a chair's or vice chair's term will extend beyond the designated expiration date in instances where a successor has not yet been elected. However, under no circumstances may a chair's or vice chair's term extend beyond the individual's term as trustee.

(2) The chairperson shall preside at all meetings of the board and shall decide all questions of order. It shall be the chairperson's duty to see that the board's bylaws are properly followed and its orders properly executed. The chairperson shall, on behalf of and in the name of the university and the board, sign all instruments authorized by the board, except as such duties may be delegated to administrative officers.

(3) In the absence of the chairperson, the vice chairperson shall be invested with the powers and discharge the duties of the chairperson. In the absence of the chairperson and the vice chairperson, the duties of chairperson will be discharged by the trustee in the following order: chairperson of the finance and administration committee; chairperson of the academic and student affairs committee; vice chairperson of the finance and administration committee; and vice chairperson of the academic and student affairs committee.

The president is expected to attend all board and committee meetings, including executive sessions, unless directed otherwise by the board. At such meetings, the president will, in an advisory role, have a voice in board deliberations and have the authority to initiate any subject.

(D) Secretary of the board

(1) The board may appoint a secretary of the board. The secretary may, if not a member of the board, hold an administrative position with the university. The secretary shall be responsible for ensuring that meeting notices are provided in accordance with Ohio law. The secretary shall also be custodian of all board records and shall attest as required, by his or her signature, all instruments executed by the chairperson or other authorized person on behalf and in the name of the university and the board.

(2) The secretary shall be responsible for preparing accurate minutes of all board meetings and of committee meetings as needed.

(3) The secretary may, if called upon by the board chairperson, serve as board parliamentarian.

(4) The board may also appoint an assistant secretary, who may be a member of the board or hold an administrative position with the university. The assistant secretary shall be responsible for preparing accurate minutes of board meetings and committee meetings, as needed, when the secretary is not in attendance at such meetings. The assistant secretary may also perform other duties set forth in paragraphs (D)(1) to (D)(3) of this rule when the secretary is on an extended absence from his or her employment.

(5) The secretary and assistant secretary serve at the pleasure of the board.

(E) Treasurer of the board

The board may appoint a treasurer of the board to take custody and control of all monies due and owing to the university and to properly account for all monies coming into his or her care and the expenditures of said monies on behalf of the university. The treasurer may, if not a member of the board, hold an administrative position with the university. The treasurer's appointment is continuing but may be terminated at any time, with or without cause, by the board. The treasurer will be bonded or insured for faithful performance of his or her duties in conformance with section 3362.02 of the Revised Code.

(F) Board of trustees committees

(1) Standing committees of the board consisting of no fewer than three members each shall be appointed yearly by the chairperson of the board. The chairperson shall also appoint new members to committees any time a vacancy occurs. Committee chairpersons and vice chairpersons shall be appointed by the chairperson of the board. Matters considered and recommended by any standing committee for board approval, including any board or university policy, shall be brought to the board in the form of a resolution.

(2) A majority of a committee's voting members constitutes a quorum. In the event a majority of the voting members are not present in person or through electronic communication (see paragraph (J) of this rule) to take committee action, a quorum may be established with at least one voting member of the committee plus any two additional voting members of the board. The board chairperson, when present at the committee meeting, has authority to make such temporary appointment(s). If the chairperson is not present, the priority for making temporary appointment(s) shall be as follows when such individual is present: board vice chairperson, chair of the committee, vice chair of the committee, chair of another standing committee. The authority to make temporary appointments under this paragraph applies regardless of whether the individual authorized to make the appointment is present in person or through electronic communication.

(3) The academic and student affairs committee shall consider and make recommendations to the board on matters pertaining to academic and student affairs programs and resources. Specific matters that may be presented to the academic and student affairs committee include, but are not limited to, the following: proposed and existing degree programs; awarding of degrees; commencement and other major university events; research and community development; faculty and staff matters including faculty promotions, organizational structures for academics and student affairs; and other matters as assigned to the committee by the board or chairperson of the board.

(4) The finance and administration committee shall consider and make recommendations to the board on matters pertaining to financial, business, facilities and administration of the university. Specific matters that may be presented to the finance and administration committee include, but are not limited to, the following: university capital and operating budgets; submission of appropriation and capital requests; tuition and student fees; annual audits; business organization and practices; borrowing and investment of funds; facilities and grounds, including naming, planning, construction, and maintenance; real property matters; purchasing policies; organization and staffing of finance and administration; personnel policies and matters; safety and security; information technology; auxiliary operations and services; and other matters as assigned to the committee by the board or chairperson of the board.

(5) The executive committee shall be comprised of the board chairperson (serving as chairperson), board vice chairperson, immediate past board chairperson, and the chairpersons of the committees on academic and student affairs, and finance and administration. In the event either or both the chairperson and vice chairperson of the board also chairs a committee, the board chairperson may appoint an additional board member(s) to the executive committee. In the event that the past board chairperson is no longer a member of the board, the board chairperson shall appoint a sitting board member to fill what would have been the past chairperson's position. The executive committee shall consider and make recommendations to the board on the following matters: proposed university policies on matters not assigned to another committee; bargaining unit agreements; and personnel actions that pertain to any of the vice presidents, senior executives, or other personnel requested by the president or chairperson of the board. The executive committee shall also have responsibility for: orienting and mentoring new board members; evaluating the performance of the president and make a recommendation to the board on the president's compensation and benefits package. The executive committee shall also act/recommend on behalf of the board on issues needing immediate attention and report such actions to the board. To act on behalf of the board, a quorum of the executive committee (three members), which may include temporary appointments pursuant to paragraph (F)(2) of this rule, must be present in person or by electronic communication. Executive committee actions taken on behalf of the board shall be reported to the board and made a part of the official record by including such action in the record of the next regularly scheduled board meeting. Any meeting of the Executive committee at which binding action is taken shall adhere to all applicable provisions of section 121.22 of the Revised Code, the open meetings law and section 3345.82 of the Revised Code, electronic attendance of board of trustees' meetings.

(6) The chairperson of the board shall be a voting member of the board, the executive committee, and one other standing committee and an ex-officio (non-voting) member of all other committees.

(7) The president will appoint at least one vice president, senior executive, or other appropriate administrative personnel to staff the academic and student affairs committee and the finance and administration committee.

(8) As used in paragraph (F) of this rule, senior executive, shall mean the chief financial officer, chief operating officer, chief of staff, chief enrollment officer, chief advancement officer, and any other vice president or chief-level positions created in the future.

(G) Meetings of the board of trustees

(1) The board of trustees shall comply with all provisions of the Ohio open meetings law set forth in section 121.22 of the Revised Code. The secretary shall be responsible for ensuring that all required notifications are issued. Any person desiring specific notification of board meetings may request copies of board agendas upon providing a self- addressed stamped envelope to the secretary, or by providing an email address to which agendas may be sent electronically.

(2) Meetings

(a) The annual organizational meeting of the board is its last regularly scheduled meeting of the fiscal year. Other regular meetings will be scheduled and posted for public notice at least five days in advance.

(b) Special meetings may be held upon the call of the chairperson or upon written request to the secretary by three or more board members. The secretary or his/her designee shall provide notice of special meetings, including the time, location, and purpose of the special meeting, not less than twenty-four hours in advance to all media outlets that have requested such notification, except in the case of an emergency that requires immediate official action. When a special meeting is a rescheduled regular meeting, the meeting's purpose may be for general purposes.

(c) Emergency meetings. When a situation requires immediate board action and twenty-four hours'advance notice is not possible or practicable, the secretary or his/her designee shall immediately notify all media outlets that have specifically requested such notice of the time, place and purpose of the emergency meeting.

(d) A majority of the then-current membership of the board, when duly convened, shall constitute a quorum to do business, and a majority vote of those present in person or by electronic communication shall be sufficient to adopt any motion or resolution, provided that the vote of no fewer than five members shall be necessary to make or confirm the making of any contract involving the expenditure of money not provided for in the annual budget; to adopt and revise the annual budget; and to amend or repeal previously adopted policies or bylaws of the board.

(e) A roll call vote shall be taken whenever any member is present through electronic communication. When all members in attendance are present in person, a roll call vote shall be taken whenever directed by the chairperson or requested by two members of the board and shall be necessary when electing or removing a president.

(3) Order of business

(a) The usual order of business at board meetings shall be as follows:

(i) Call to order

(ii) Roll call

(iii) Approval of minutes

(iv) Approval of agenda

(v) Consent agenda

(vi) Committee reports

(vii) Non-consent action items

(viii) Reports, if any, from board liaisons with other organizations

(ix) President's report

(x) New business

(xi) Comments from constituent groups (if any) and the public

(xii) Executive session, if necessary

(xiii) Other business

(xiv) Adjournment

(b) Business to be considered.

The president is responsible for development of the agenda for the chairperson's final approval. Any proposed action or business item by a board member should be presented to other board members and the president at least five days prior to the board meeting.

Items requiring a decision that are expected to require no discussion or debate by the board may be presented as a consent agenda as part of the agenda described in paragraph (G)(3)(b) of this rule. Items may be removed from the consent agenda on the request of any board member and without a motion or vote. Removed items may be taken up by the board either immediately after the consent agenda or placed later on the agenda at the discretion of the chairperson. Items not removed may be adopted by general consent and in accordance with paragraphs (G)(2)(d) to (G)(2)(e) of this rule. Consent agenda items may include items recommended to the board by any of the standing committees of the board, except for any items that involve the expenditure of money not provided for in the annual budget, or adoption or revision of the annual budget.

(4) Public and constituent participation

It is the policy of the board to require persons who wish to address the board in the comment portion of the board meeting to limit their remarks to no more than five minutes and to speak at the appropriate time during the agenda. The chairperson may institute a sign-in process for persons who wish to speak and also limit the number of speakers commenting on any one subject. The board may or may not respond to speakers' comments.

(5) Parliamentary rules

The proceedings of the board, when not otherwise provided for by its rules, shall be governed by the most current edition of "Robert's Rules of Order." Any motion shall be reduced to writing upon the request of a member.

(6) Recording meetings

Members of the public and the news media may record public sessions of board and committee meetings. Use of recording devices may not interfere with the meeting or other attendees' view or hearing of the proceedings. Any recording devices must be fixed to one location in the room throughout the meeting. No flashes or other light enhancing devices may be used. The location of recording devices will be determined by the chairperson prior to the meeting. Where multiple parties desire to record the meeting, the chairperson may limit the number of recording devices in the meeting to no more than two.

(H) The president of the university

(1) Serving at the pleasure of the board of trustees, the president is the chief executive officer of the university.

(2) The president is responsible for recommending policies to the board and for implementing those policies approved by the board. The president must provide leadership in establishing a vision and goals to guide the university in fulfilling its mission. While the board has the ultimate responsibility for the governance of the institution to ensure its proper maintenance and successful and continuous operation, it is the president's responsibility to execute board policies and administer the university to fulfill its mission. Specific responsibilities of the president include, but are not limited to, the following:

(a) Administer board policies to achieve the institutional mission.

(b) Direct strategic and short-range planning.

(d) Develop and maintain an administrative organization and governance structure to facilitate both input into policy development and effective utilization of the resources required to achieve the university's goals and mission.

(e) Develop and maintain a system that will receive, screen and recommend for employment the most qualified personnel required to carry out the mission of the university. In addition, this system must address the assignment, supervision, evaluation and promotion of personnel employed by the university.

(f) Plan and develop a process to secure and maintain the resources necessary to achieve the university's mission at the highest level of quality. This responsibility shall include the presentation of these needs before the Ohio department of higher education, the governor's office, and the legislature.

(g) Prepare and present for board of trustees approval the annual operating and capital budgets; in addition, make budgetary allocations and supervise the expenditure of all funds.

(h) Present for board of trustees approval matters that are required by law or university policy to be presented to the board.

(i) Develop and maintain facilities and equipment required to support the mission of the university.

(j) Communicate to the board the current condition and potential problems facing the university.

(k) Represent the university before external public and private sector constituencies.

(3) The president will be evaluated by the board according to rule 3362-1-03 of the Administrative Code.

(I) Adoption, amendment, and repeal of bylaws and of university policy and procedures

(1) The foregoing bylaws are intended to provide a general framework for the administration, and operation of the university. Detailed policies and procedures for the organization, administration, and operation of the university may be adopted, amended, and repealed by the board of trustees or president as specified in rule 3362-1-05 of the Administrative Code.

(2) The adoption, repeal, or amendment of bylaws requires the affirmative vote of five or more members at a regular meeting of the board, providing that notice of the meeting specifies that adoption, amendment, or repeal of the bylaws is to be considered.

(J) Participation by electronic communication

(1) To the extent permitted by Ohio law and in accordance with paragraphs (J)(2) to (J)(4) of this rule, members of the board of trustees may participate in board meetings or committee meetings by electronic communication when it is impossible or difficult for them to be physically present at the meeting. Electronic communication means live, audio-enabled communication that permits the trustees attending a meeting, the trustees present in person at the place where the meeting is conducted, and all members of the public present in person at the place where the meeting is conducted to simultaneously communicate with each other during the meeting.

(2) A member's attendance at a board or committee meeting by electronic communication is subject to the following limitations:

(a) Each member of the board shall be present in person at the place where the meeting is conducted for not less than one-half of the board meetings annually.

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

(c) Any trustee who intends to attend a meeting by means of electronic communication shall notify the board chairperson of that intent not less than forty-eight hours before the meeting, except in case of a declared emergency.

(3) Except as provided in paragraphs (J)(2)(a) to (J)(2)(c) of this rule:

(a) There shall be no additional limits on the number of trustees who may attend a meeting by means of electronic communication;

(b) There shall be no limit on the number of meetings that the board may conduct by means of electronic communication;

(c) There shall be no further limits on the number of meetings in which any one trustee may attend by electronic communication; and

(d) No additional limits or obligations shall be placed on any trustee because they attend a meeting by means of electronic communication.

(4) Provided that the requirements of paragraphs (J)(2)(a) to (J)(2)(c) of this rule are satisfied, a trustee who attends a meeting by means of electronic communication shall be considered present at the meeting, shall be counted for quorum purposes, and may vote at the meeting.

(5) When one or more trustees attends a board or board committee meeting by means of electronic communication, all votes taken at that meeting will be by roll call vote.

(K) Trustee emeritus

The board may grant emeritus status to a board member whose term has ended, is about to end, or who departed from the board in good standing and had, during the member's board term, made an exemplary contribution to the board. Nominations may be made by any current board member in writing to the chairperson of the board or to the president and should fully describe the reasons for the nomination. A grant of trustee emeritus status requires approval of a resolution by a majority of board members at a meeting in which a quorum is present in person or by electronic communication. A trustee emeritus is an honorary title, without compensation, and, unless compelling circumstances arise that affect the integrity of the institution, the title is a life time honor. A majority of two-thirds of the board is necessary to remove an emeritus status.

Last updated October 3, 2024 at 8:51 AM

History

Effective: October 3, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3362-1-03

(A) Purpose

(1) The board of trustees is charged by the Revised Code to employ and compensate the university president. It is therefore the board's responsibility to periodically evaluate the president to insure that the president is providing effective leadership and performing at the highest level.

(2) The purposes of the board's evaluation of the president are as follows:

(a) To assess the effectiveness of the president;

(b) To enable the board and president to establish and evaluate mutually agreed-upon goals and objectives;

(d) To determine appropriate compensation adjustments and other terms of employment.

(B) The evaluation process and time frame

(1) The executive committee of the board of trustees shall conduct an annual performance evaluation of the president that follows a process established by the chairperson of the board and includes input from the president. The executive committee may, at its discretion, solicit viewpoints of internal and external constituencies and stakeholders.

(2) At least once during each contract term and before another contract is negotiated or extended, the executive committee is encouraged to conduct a comprehensive performance review (three sixty degree review) using an external entity.

(3) Upon completion of its performance evaluation of the president, the executive committee shall report the evaluation results and make recommendations to the full board. The recommendations may include compensation adjustments and other employment terms, as deemed appropriate. Any compensation adjustment or other employment term that modifies the president's employment agreement shall require full board approval.

(1) Within thirty days after the full board has reviewed the results and recommendations of the executive committee's report, the board chairperson shall issue a written management letter to the president confirming agreed upon goals.

(2) The board chairperson is responsible for communicating with identified stakeholders regarding the evaluation review process and its outcomes, if appropriate.

(D) Execution of the president's employment contract

The board chairperson, acting on behalf of the board, shall execute any new or amended presidential employment contract(s) as required as a result of this process.

Last updated October 11, 2024 at 2:11 PM

History

Effective: January 26, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3362-1-05

(A) Purpose

(1) The Shawnee state university board of trustees has title to university investments and these funds are held in trust. The investments are to be made consistent with this investment policy as set forth in this rule.

(2) All fiduciaries implementing this investment policy are required to discharge their duties with the care, skill, prudence, and diligence under the circumstances then prevailing that a prudent person acting in like capacity and familiar with such matters would use in the conduct of an enterprise of like character and with like aims.

(B) Membership and duties

(1) The membership of the investment committee shall be as follows:

(a) The university's chief financial officer or his/her delegate shall serve as a permanent member of the committee.

(b) The university controller or his/her delegate shall serve as a permanent member of the committee.

(c) The chair of the board of trustees shall appoint a chair of the investment committee from among the members of the board. The chair of the investment committee shall serve in that role for a term of one fiscal year, which is renewable at the discretion of the chair of the board.

(d) In addition to the members discussed in paragraphs (B)(1)(a) to (B)(1)(c) of this rule, there shall be three additional members. Each such additional member shall be appointed in staggered three-year terms, which are renewable as set forth in paragraph (B)(1)(f) of this rule. Existing members at the time of this amendment shall serve out the remainder of their terms, and are eligible for renewal.

(e) The chair of the investment committee shall make recommendations on replacing a member at the end of a term, renewing a member's term, and appointing a member to fill a vacancy during a term. All such renewal recommendations and nominees recommended by the investment committee chair are subject to approval by the board of trustees.

(2) The investment committee shall meet at least quarterly. If the chair is unavailable, the chief financial officer will conduct the meeting as acting chair.

(3) The investment committee shall review and recommend revision to this investment rule and advise the Shawnee state university board of trustees through its finance and administration committee on its investments.

(4) The investment committee is authorized to retain an investment advisor that meets the credential criteria as outlined in law.

(5) Upon appointment, each investment committee member will sign an agreement indicating that they will avoid conflicts of interest in performing their duties as committee members.

The primary objectives of the university's investment activities are:

(1) Safety: Assets of the university shall be handled in a manner that diversifies investments so as to mitigate the magnitude of potential capital loss inherent in investment risk.

(2) Return on investment: to have, over time, return net-of-fees that at least equals common indexes in capital markets in which the university's assets are invested.

(D) Investment allocation

(1) A minimum of twenty-five per cent of the prior fiscal year's average investment portfolio will be invested in securities of the United States government or of its agencies or instrumentalities, the treasurer of state's pooled investment program, obligations of this state or any political subdivision of this state, certificates of deposit of any national bank located in this state, written repurchase agreements with any eligible Ohio financial institution that is a member of the federal reserve system or federal home loan bank, money market funds, or bankers acceptances maturing in two hundred seventy days or less which are eligible for purchase by the federal reserve system, as a reserve. The actual percentage may be higher than this figure dependent upon anticipated cash flow needs with some buffer for unanticipated needs as determined by paragraph (D)(4) of this rule.

(2) Investments shall be made in a liquid pool and a diversified investment pool.

(a) The administration of the liquid investment pool is to remain with the Shawnee state university finance office as an agent of the investment committee. Returns will be reported quarterly to the investment committee and the board of trustees.

(b) The diversified investment pool will be invested in publicly traded securities with the following ranges of asset allocation within that pool:

	Target allocation	Range
Total Equity		60%	50% to 70%
Large Cap	40%
Mid and Small Cap	10%
International	10%
Total Fixed Income		38%	30% to 50%
Cash		2%	1%to 30%
AlternativeAssets		0%	0% to5%

(d) Asset target allocations will be reviewed with the investment committee not less than on an annual basis for critical changes that will recognize the university's long term financial needs and be responsive to investment market conditions.

(3) The university may transfer a portion of the diversified investment pool to the liquid investment pool as follows:

(a) The university may transfer up to two point five per cent times the diversified investment pool's previous twelve quarter moving average of market value from the diversified investment pool to the liquid investment pool.

(b) This calculation will be applied to the twelve quarters ending on December thirty-one of the current fiscal year so the level of additional funding will be available during the subsequent year's budgeting process.

(c) The amount eligible to be transferred may be moved as a lump sum or periodically during the fiscal year but the total of the transfer(s) may not exceed the original calculated amount (other than for exceptions noted in other sections of the investment rule).

(d) The chief financial officer will recommend the amount (and the related investment accounts from which the funds will be withdrawn) of eligible funds to be transferred from the diversified investment pool to the liquid investment pool based on the university's anticipated cash needs and consultation with the university's investment consultant. The transfer will require the approval of the university president and will subsequently be reported to the investment committee and the board of trustees at their respective meetings following the transfer.

(4) The chief financial officer may request a transfer to or from the diversified investment pool to either the liquid investment pool or the university's main operating checking account outside of the formula restrictions noted in paragraph (D)(3) of this rule based on unanticipated cash needs of the university. Based upon the amount of the request, the recommendation will require approval as follows:

(a) Requested transfer amount: Requires approval from:

$1 to$1,000,000	Chief financialofficer
$1,000,001 to$2,500,000	Universitypresident
$2,500,001 to$5,000,000	Chair, Shawnee stateuniversity board of trustees

(b) The transfer will also be reported to the investment committee and the board of trustees at their respective meetings following any transfer.

(E) Investment securities diversification and quality

(1) No more than five per cent of the diversified investment pool portfolio shall be invested in any single issue except u. s. government securities.

(2) Investment in fixed income securities shall be restricted (not less than ninety-five per cent of portfolio value) to government and agency issues and other issues in the top four quality ratings of recognized credit services. Investment funds in which derivatives comprise a substantial part are prohibited.

(F) Alternative investments

Inclusion of alternative investments is at the discretion of the investment committee. Alternative investment categories may include: gold and other commodities.

(G) Market benchmarks

(1) Given short-term market fluctuations, it is intended that investment manager(s) will achieve the performance objectives over a five-year moving period, net of investment fees, set forth in paragraph (G)(2) of this rule. It is understood that performance evaluation will occur in shorter intervals, the results of which may cause the investment committee to make an investment manager change.

(2) Policy benchmarks will be established by the investment committee as needed but no less than on an annual basis and subsequently communicated to the board of trustees upon adoption.

(3) In evaluating the investment manager's performance, relative to the established benchmarks, any university requested revisions of the asset allocations will be taken into consideration.

(H) Evaluation of investment managers

Investment managers will be reviewed quarterly based upon the following criteria:

(1) Ability to exceed the performance objectives stated in this policy.

(2) Adherence to the philosophy and style that were articulated to the investment committee at, or subsequent to, the time an investment manager was retained.

(3) Ability to exceed the investment performance (net of fees) of other investment managers who adhere to the same or similar style.

(4) Continuity of personnel and practices at the firm.

Last updated May 5, 2025 at 11:23 AM

History

Effective: May 5, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3362-1-04 Honorary degrees.

(A) Purpose

Awarding an honorary degree indicates the high esteem in which the Shawnee state university board of trustees holds the recipient. To assure that only the most worthy or appropriate individuals receive honorary degrees, the following criteria and processes will be followed.

(B) Criteria for awarding honorary degrees

(1) The board of trustees may award honorary degrees to individuals who have made significant contributions to higher education and scholarship, to the university and its mission, and/or to the state of Ohio. Attributes that nominees shall exhibit should include at least one of the following:

(a) The nominee has some attachment or connection to the university and/or the state of Ohio.

(b) The nominee has a statewide, national, and/or worldwide recognition.

(c) The nominee has made significant contributions to the advancement or promotion of knowledge and/or the university mission.

Current university trustees and employees are not eligible to receive honorary degrees.

(D) Degrees awarded

(1) The following honorary degrees may awarded:

(a) L.L.D. doctor of laws

(b) Litt. D. doctor of letters

(d) L.H.D. doctor of humane letters

(e) Ph.D. doctor of philosophy

(E) Nominations

(1) Any university governance body may nominate individuals for an honorary degree. The president may review and recommend nominations to the board of trustees.

(2) Nominations must include a detailed description of the nominee and justification for awarding an honorary degree. The board of trustees reserves the right to nominate and approve candidates for honorary degrees.

(F) Board action

The final decision to award an honorary degree rests with the board of trustees.

Last updated October 11, 2024 at 2:12 PM

History

Effective: August 6, 2020
Promulgated Under: 111.15

Chapter 3362-2 Academic Affairs

Ohio Adm.Code 3362-2-05 Faculty professional leaves.

(A) Purpose

The primary purpose of this policy is to advance the academic competence of faculty members while enhancing their contribution to the university as scholars and teachers. Faculty professional leave (FPL) proposals typically focus on improvement of scholarship skills and knowledge and/or production of scholarly products. Faculty members may, however, use FPL for a substantial improvement in pedagogical or administrative skills and knowledge that are beneficial to both the faculty and the university. The FPL program is developed in compliance with section 3345.28 of the Revised Code. All provisions of section 3345.28 of the Revised Code will be adhered to in implementing this policy.

(B) Restrictions

The FPL program is designed to provide faculty with a significant period of uninterrupted time to invest in their professional development.

(1) Enrichment activities involving little or no investment in new skills and knowledge are not appropriate for the program.

(2) Faculty should restrict any other employment activities during a leave to that which clearly advances or enhances the purpose of the FPL. Such employment must be expressly approved by the provost.

(3) Proposals for faculty improvement designed to address long-term institutional priorities or targeted tuition reimbursement or training for approved program initiatives will not be covered under this policy but may be funded in other ways.

(4) Faculty may not apply for the same educational opportunity under both FPL and another university faculty development program during the same year.

(5) Tuition and fees incurred by the faculty member during FPL will not be reimbursed under this policy. In other words, one may apply for tuition and fee reimbursement or FPL, but not both during the same year.

Faculty seeking FPL must have been employed as a tenure-track or tenured faculty member for seven years and be otherwise eligible according to provisions of section 3345.28 of the Revised Code.

(1) Time served at another university, as an adjunct, full-time instructor, visiting or temporary faculty member or while on unpaid leave does not count towards the seven year requirement.

(2) A faculty member who takes an FPL, regardless of duration, becomes eligible again only after completing another seven years of service at Shawnee state university (SSU).

(D) Evaluation

As described in the underlying procedure, FPL applications will be evaluated and approved by both faculty peers and appropriate academic administrators. The president's final approval is required. Evaluators will place greatest weight on the merits of the proposal with regards to the professional development of the faculty member and the advancement of the mission of the university.

(E) Faculty obligations

Faculty who take an FPL must understand and consent to meeting certain obligations.

(1) Faculty who take an FPL are required to return to SSU for a full academic year following completion of the FPL. The underlying procedure will address consequences for failure to return.

(2) Faculty who take an FPL are required to submit a written report of goals and accomplishments within sixty calendar days of the date of their return to service at the university.

(F) Compensation

Faculty who take a one semester leave will be paid one hundred per cent of base salary. Faculty who take a two semester leave will be paid sixty-six per cent of base salary.

(1) The salary noted above is the total amount that may be earned by the faculty member from SSU general funds. Departments and colleges may not rehire faculty on FPL to teach or engage in other compensated activities.

(2) The FPL application must describe any non-SSU compensation that the faculty member will receive while on FPL. Faculty members on FPL for one semester are prohibited under Ohio law and this policy from receiving additional compensation from an external source for FPL work.

(3) A faculty member on a two semester FPL may supplement his/her salary through external sources, such as grants, provided that the activity to be compensated supports the purpose of the FPL and the external support combined with the reduced stipend does not raise the faculty member's compensation above the level of their base salary.

(G) Procedures

The board of trustees authorizes the president to establish procedures to effectively implement this policy.

Last updated October 15, 2024 at 1:39 PM

History

Effective: June 19, 2017
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-07 Approval of graduates.

(A) Candidates for graduation must meet all academic and university requirements in order to be certified as candidates by the office of the registrar. Degrees and certificates shall be awarded by the board of trustees to all certified candidates for graduation who meet final requirements and are recommended by the faculty and approved by the president.

(B) Annual action approving the granting of degrees and certificates during the year shall be taken by the board of trustees at a meeting preceding spring graduation and the president shall then be empowered by the board to award these degrees and certificates as students earn them. The list of graduates shall become part of the board's resolution after all graduates are confirmed by the office of registrar.

Last updated October 15, 2024 at 1:40 PM

History

Effective: September 24, 2020
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-09 Academic program review.

(A) Introduction

(1) An effective academic program review process is essential for the health of Shawnee state university's academic programs. The academic program review process strives to ensure the quality and academic integrity of all programs through continuous program improvement. At its most basic, the program review process is simply a review of the good works, processes, procedures, and measured learning outcome results that programs develop as they strive for continuous improvement.

(2) Program review is a best practice in american higher education that involves stakeholders in the continuous improvement process. Such a review includes an assessment of past and current performance that is used to inform future directions and decision making. Those charged with overseeing and coordinating program review activities should be engaged in some aspect of assessment and program review year-round.

(3) The academic program review process provides an opportunity for program faculty and administration to evaluate the goals and effectiveness of a program and make appropriate changes that will lead to improvement in the quality of instruction and curricular requirements, improved career and life preparation for students, and effective and efficient use of university resources.

(B) Purpose

(1) Assist programs in the identification, evaluation, and assessment of their mission and goals and the development of short and long-term strategic plans.

(2) Assist programs in the determination of their relationship to the mission of the university, college, department, or school.

(3) Assist programs in assessing the quality of instruction, instructional methodology, student learning, and the strengths and challenges in their curriculum.

(4) Provide programs the opportunity to compare their curriculum, resources, and facilities with those at peer institutions.

(5) Assist programs in the identification of existing resources and determination of the resources needed to carry out identified mission and goals.

(6) Assist the university in the evaluation of the value, quality, effectiveness and efficient use of resources for the academic programs.

(7) Provide direction and priorities for the university that can be used for needs assessment, resource allocation, and planning.

(8) Provide structure, a plan of action, and information for continuous program improvement.

(9) Academic program review is not intended to place a program under discontinuation or warehousing (or a "watch list") as a result of the review. Rather, program review is intended to provide a constructive and formative review to the program. In the event discontinuation or warehousing of a program is needed, it is to occur via a separate program closure process.

(1) Academic program - refers to any and all coherent instructional activities of Shawnee state university and includes degree and certificate programs and other non-degree curricular entities, such as the honors and general education programs.

(2) Degree program - refers to any prescribed course of study which constitutes an area of specialization leading to a recognized degree. This is the same as the term "discipline specialty" used in reporting to the u.s. department of education's integrated postsecondary education data system (IPEDS). In baccalaureate degrees or higher, the term "degree program" is the same as "major."

Degree programs must be significantly distinct from one another. Where two proposed degree programs have sixty percent or more of their program course requirements in common, they may be classified as concentrations within a single degree program, rather than as separate degree programs. When deemed appropriate by their college dean, programs with curricular links (for example, associate and baccalaureate programs in the same area or programs with concentrations, minors, or associated certificates) will be combined into a single review.

(3) Preliminary self-study - refers to a structured reflection of a program's faculty, staff, students, and alumni concerning the educational effectiveness of its academic program. It is not a description of the unit, but a data- and constituent-informed analysis that leads to the identification of key issues and recommendations of potential steps to address them.

(4) On-site visits and external reviewer reports - on-site visits by external reviewers are not mandatory, but generally recommended, and ought to be considered a justifiable expense in conducting a proper program review.

(5) Final program review report - the end product of a program review shall take the form of a final report, which includes recommendations and a timeline for their implementation.

(6) Interim progress report - the provost, upon consideration of the final program review report, can mandate a special review and interim progress report. Such interim progress report shall be conducted under the procedures approved for a regular program review.

(D) Academic program review

(1) Organization

(a) The cornerstone of a program review is the development of the academic program's preliminary self-study. Following its submission, a review to clarify, verify, and amplify the self-study will be conducted by external reviewer(s) appointed by the respective dean or the provost in consultation with the unit under review.

(b) The preliminary self-study becomes the core component of the final program review report, which will be submitted to the respective college dean. In the case of non-degree curricular entities, such as the honors or general education programs and similar non-departmental academic programs, final reports will be submitted to the office of the provost.

(2) Timeline

(a) Programs will be scheduled to undergo review on a recurring five-year cycle. Program reviews shall be scheduled so that no department shall have to conduct more than one program review per academic year, except in cases when departments are home to more than five programs or when a previous review requires a more frequent program review. Reviews, when possible, should be spread out along the five-year cycle to evenly distribute a department's program review efforts.

(b) Whenever possible, programs with outside accreditation will be put on a program review schedule that will allow those programs to complete review and analysis for the accreditation self-study with a timeline for submission that corresponds with the university's program review cycle.

(c) Programs that are accredited by an outside body may submit their most recent self-study produced to satisfy accreditation in place of the final program review report. The dean of the program's college may require a supplemental report, providing data or material required in the standard review (as outlined in the academic program review guide) if such information is not sufficiently up-to-date or not found in the program's accreditation study.

(E) Procedures

The president or their designee will ensure the establishment of procedures necessary to effectively implement this policy. These procedures will be revised and developed based upon the recommendations of the university faculty senate.

Last updated December 2, 2021 at 1:52 PM

History

Effective: December 2, 2021
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-11 Copyright, patents and research for university personnel.

(A) Purpose and scope

(1) Shawnee state university is committed to facilitating the dissemination and utilization of the knowledge acquired by research for the public good. The university is also committed to developing existing technologies for licensing and commercialization, and it particularly encourages projects that will contribute to the economic development of the region. In furtherance of such development, the university recognizes the need to protect intellectual property rights of authors and inventors and to include university authors and inventors in the distribution of income derived from its intellectual property.

(2) This rule is applicable to all departments and units of the university and to all university personnel.

(B) Definitions

(1) These definitions apply to all sections of the rule and its procedures.

(a) "University personnel" is defined as university faculty, administration and staff members.

(b) A "copyright work" describes original works of authorship that have been fixed in a tangible medium of expression, including, but not limited to, written materials, dissertations, papers, articles, books, poems, audiovisual materials, videos, audio recordings, architectural drawings, on-line instructional materials, musical compositions, dramatic creations, software, databases, photographs, or sculptures that are likely to be subject to protection under United States copyright law.

(c) "Patentable inventions" describes inventions, discoveries, and manufacturing designs that have been reduced to practice, and are considered novel and likely to be subject to protection under United States patent law.

(d) "Academic works" are works created by faculty members within the scope of their regular faculty appointment, including work created while on paid professional or sabbatical leave. Academic works include, but are not limited to, those works created within the scope of their faculty appointment for research, for teaching, whether for a traditional course, a distance learning course, an online course offering, or some other non-traditional setting, unless such work was specifically created as a work for hire. This interpretation of academic works shall be at least as broad as the definition used in any collective bargaining agreement (CBA) with faculty members, and the university's use of academic works shall be consistent with any requirements or restriction in such CBA.

(e) "Work for hire" or "Work made for hire" is:

(i) A work prepared by university personnel within the scope of his or her employment that does not meet the definition of an academic work as defined by this policy and as further described in the SEA collective bargaining agreement.

(ii) A work directed by or specially ordered or commissioned by the university via a supplemental employment contract or similar agreement. If support for the work is from an outside contractor or sponsor, the intellectual property ownership may be governed by the contractor or sponsorship agreement.

(f) "Significant allocation" is:

The use of university resources (including, but not limited to, facilities, equipment, staff time, supplies, funds, financial support, or release time from assigned duties) over and above the usual salary or resource assignment where the value of the resources comprises more than half of the cost incurred in creating a work.

(1) All rights granted under copyright law for a particular work remain with the authors (creators) of the work.

(2) The university will not have an interest in copyright ownership of university personnel works, including academic work products except in the following instances:

(a) When the work is a work for hire.

(b) When the work is created through a significant allocation of university resources for the express purpose of the creation of that work.

(c) In these instances, copyright ownership of the works in question belongs to the university, unless it expressly waives its rights thereto.

(3) The sharing, use, and sale of copyrights for materials developed for use by multiple faculty teaching different sections of the same course shall be governed by any existing collective bargaining agreement with faculty members.

(D) Patents

(1) The university shall have ownership of patent rights to patentable inventions created by university personnel in direct connection with activities involving a significant allocation of university resources.

(2) The university shall convey patent rights to the inventors in accordance with an underlying procedure to this policy. Such conveyance shall be given in writing upon approval by the provost.

(E) Licensing, royalties and distribution of income

(1) University personnel may be eligible for participation in the distribution of income, as established by an underlying procedure. This eligibility does not apply to works for hire.

(2) If the university grants a copyright or patent license to a commercial entity, the university may seek a reasonable royalty from the licensee. Royalties earned on any intellectual property owned by or assigned to the university will be distributed to university personnel in accordance with a distribution schedule established by an underlying procedure that will include a percentage to the inventor.

(F) Conflicts of interest and researcher responsibilities

(1) University faculty and staff may not participate in or be directly involved in negotiating external agreements for intellectual property that is owned, assigned to or otherwise controlled by the university.

(2) University personnel who hold positions as operating officers or act in key decision-making capacities in businesses that have or intend to establish commercial or business relationships with the university must disclose such positions to the university.

(G) Procedures

The university will establish procedures in collaboration with appropriate university constituencies, including the shawnee education association, to effectively implement this policy.

Last updated December 19, 2022 at 11:44 AM

History

Effective: December 19, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-12 Faculty workload.

(A) Purpose

Shawnee state university is primarily an undergraduate institution with some graduate level programs. Teaching is the primary means by which a faculty member contributes to the institutional mission. The university recognizes that the undergraduate teaching mission is the foundation upon which flexibility is granted for the achievement in scholarship, research, commercialization, and service. Besides classroom teaching hours, faculty workload also includes classroom preparation, research or scholarship, service, advising, and commercialization which advances the university mission. Under the authority of section 3345.45 of the Revised Code, the board of trustees establishes the following faculty workload rule.

(B) Scope of authority

(1) All faculty members will be assigned a full (one hundred per cent) workload based upon their full-service, full-time, or part-time status.

(2) At Shawnee state university one hundred per cent workload shall equal thirty-three to thirty-four credit hours/or credit hour equivalents (CHE) spread over the fall and spring semesters in an academic year.

(1) Credit hour: In accordance with the credit hour definition stated in 34 C.F.R. 600.2 and in agreement with Shawnee state university policy 2.17 credit hour assignment, one credit hour of teaching workload is equivalent to seven hundred fifty minutes of faculty-led instruction (in-person or online) and at least fifteen hundred minutes of out-of-class planning, preparation, assessment, and revision over the term in which the course is delivered.

(2) Substantial: As used in this policy related to research, scholarship, commercialization, and service, substantial activity is of a quantity and quality that is ongoing, productive, and with the aim of exceeding basic expectations.

(D) Undergraduate teaching requirement

Across each department in which undergraduate programs are assigned, all faculty will engage in teaching undergraduate students.

(E) Teaching workload duties

Teaching workload obligations include meeting all sessions of assigned classes, class preparation, timely grading of and return to students of assignments and examinations, and maintaining of office hours and/or other methods of permitting students in their classes to meet with them.

(F) Full-service faculty workload

(1) The normal fall and spring semester classroom teaching load for continuing contract, tenure-track, and tenured full-service (FS) and full-service temporary/visiting (FST) faculty is greater than or equal to twenty-four credit hours.

(2) The minimum twenty-four credit hour teaching load expected of FS and FST faculty represents at least seventy per cent of their total workload.

(3) Faculty (FS and FST) workload also includes required research, scholarship, commercialization, or service which advances the university mission. The research, scholarship, commercialization, or service must be substantial, measurable and will comprise no more than thirty per cent of the total FS and FST faculty workload.

(4) Faculty with significant leadership positions within the department, university, or union including those serving as department chairs, academic program directors, graduate program directors, or the faculty director of the graduate school receive reassignment of their teaching workload for performing these administrative duties. A faculty member holding such a position may receive up to twelve credit hours per academic year toward their teaching workload for this work.

(5) Research, scholarship, commercialization, and service activities are assigned credit hour equivalency as shown in the table in appendix a of this policy.

(6) Faculty members will be accountable for meeting expectations in teaching excellence and substantial research, scholarship, commercialization and/or service.

This shall be evaluated during annual performance evaluations conducted in accordance with policy 2.26 faculty annual performance evaluation.

(G) Full-time instructor and clinical faculty workload

(1) The normal fall and spring classroom teaching load for full -time instructors (FTI) and full-time online instructors (FTO) on the semester system is thirty credit hours. The normal fall and spring classroom teaching load for full-time temporary instructors (FTT) is fifteen credit hours during only one semester of the academic year.

(2) Teaching load for full-time instructors (FTI) shall represent up to ninety per cent of their total workload. The remaining time shall be dedicated to service in the form of committee meetings, scheduled office hours, etc.

(3) The normal fall and spring classroom teaching load for clinical faculty (CF) on the semester system is twenty-four credit hours.

(a) Teaching associated with clinical lab or field experiences, clinical instruction, and clinical supervision shall represent up to eighty per cent of a CFs workload.

(b) The remaining time shall be dedicated to service in the form of committee meetings, participation in accreditation requirements, scheduled office hours, etc.

(c) CFs may also be assigned regularly scheduled hours in a student practice lab and receive credit hour equivalency (CHE) to a regularly scheduled lab course.

(4) Service workload CHE for FTIs and CFs will be determined according to the table listed in appendix a of this rule.

(H) Part-time faculty workload

(1) The maximum normal fall and spring semester classroom teaching load for part-time faculty on the semester system is nineteen credit hours.

(2) Part-time faculty are not expected to engage in other duties, but are expected to fulfill all teaching obligations as listed in paragraph (E) of this rule.

(I) Compliance with faculty workload policy expectations

(1) All faculty covered by this policy may face administrative review of their compliance in completing their assigned workload.

(2) A department chair or school director may report to the appropriate college dean, any concerns regarding compliance for faculty who hold temporary contracts and who are not covered by a collective bargaining agreement.

The dean will meet with the faculty member to discuss concerns and determine the administrative action that should be taken. Actions may include censure, remedial training, for-cause termination, or other disciplinary action.

(3) A department chair or school director may report to the appropriate college dean any concerns regarding compliance for faculty who are covered by a collective bargaining agreement, regardless of tenure status or eligibility.

Concerns shall be addressed according to the procedure set forth in the collective bargaining agreement to address complaints concerning violations of university policy, or through the post-tenure review process, if appropriate.

(J) Prevailing provisions

(1) Until August 22, 2027, the 2024-2027 collective bargaining agreement between Shawnee state university and the Shawnee education association article ten non-tenure track faculty and article twelve workload and course load responsibilities prevail over any conflicting provisions adopted in this policy and accompanying appendix.

(2) Beginning August 23, 2027, this rule, faculty workload, and any amendments hereto, prevails over any conflicting provisions of a collective bargaining agreement entered into after August 22, 2027.

View Appendix

Last updated December 29, 2025 at 7:54 AM

History

Effective: December 26, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-15 University promotion and tenure system.

(A) Policy purpose

Shawnee state university recognizes that a clearly articulated promotion and tenure system that is based upon a comprehensive peer review process serves as an effective means towards promoting and supporting continued excellence of its faculty. This rule is adopted as required by section 3345.454 of the Revised Code.

(B) Definitions

(1) Tenure system: A peerbased mentoring, evaluation and promotion system for faculty.

(2) Tenure: The continuous employment status awarded to an eligible faculty member by the board of trustees upon determination the faculty member has fulfilled the requirements of tenure in accordance with the criteria and rigorous peer-mentoring and review process detailed in procedure 2.15:1. Tenured faculty may only be disciplined or terminated for just cause.

(1) The awarding of tenure is the university's recognition of a faculty member's achievement and reflects the highest standard of academic excellence.

(2) The awarding of tenure is the sole prerogative of the board of trustees.

(D) Eligibility and review for awarding tenure

(1) Only faculty appointed to established tenure-track positions will be eligible for tenure. Shawnee state university (SSU) faculty recognized as having tenure under any previous Shawnee state university agreement will continue to have tenure status.

(2) The awarding of tenure will be the result of an articulated promotion and tenure system that is rigorous in nature and will include a systematic and structured peer review that includes mentoring, performance review and performance evaluation of each faculty member serving in a tenure-track position over an established period of time. Faculty who successfully complete the tenure review process will be awarded tenure by the board of trustees.

(3) An award of tenure is earned by faculty members on the basis of their past performance during the tenure-track period as evaluated by tenured faculty, the academic administration, university president, and the board of trustees. The award of tenure shall be based on a record of demonstrated achievements in teaching, university service, scholarship, and/or commercialization as set forth in Shawnee state university procedure 2.15:1.

(E) Annual evaluation of tenured faculty

In order to promote continuous development of faculty awarded tenure, tenured faculty shall undergo annual performance evaluation according to rule 3362-2-26 of the Administrative Code and regular peer evaluation of professional development in the area of teaching according to rule 3362-2-27 of the Administrative Code.

(F) Prevailing provisions

(1) Until August 22,2027, the 2024-2027 collective bargaining agreement between Shawnee state university and the Shawnee education association article eleven, promotion and tenure, and appendix A promotion and tenure guidelines, criteria, and sources of evidence prevail over any conflicting provisions adopted in this rule and Shawnee state university procedure 2.15:1.

(2) Beginning August 23,2027, this rule, university promotion and tenure system and Shawnee state university procedure 2.15:1 of the collective bargaining agreement prevail over any conflicting provisions of a collective bargaining agreement entered into after August 22,2027.

Last updated January 12, 2026 at 3:18 PM

History

Effective: December 26, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-26

(A) Rule purpose

This rule ensures compliance with the requirements of section 3345.452 of the Revised Code which mandates that all full-time faculty directly compensated by the university undergo annual performance evaluations using standardized, objective, and measurable performance metrics.

(B) Scope

This rule applies to all full-time faculty members directly compensated by Shawnee state university, including those in tenure-track, tenured, instructor, clinical instructor, and full-time online classifications who have more than one-year of employment at the university.

(1) Annual performance evaluations will be first conducted in the spring 2027-2028 semester and will include student evaluations completed during the spring and summer 2026-2027and fall 2027-2028 semesters.

(2) Full-time faculty members in the first three years on the tenure-track will follow the timeline in Shawnee state university procedure 2.15:1 of the collective bargaining agreement based on their contract year. The annual performance evaluation will be conducted beginning on or around February fifteenth and culminating with the provost notification(March fifteenth or June first) depending on the candidate timeline.

(3) All other full-time faculty members will annually submit a self-evaluation in each performance area set forth in paragraph (D)(2) of this rule to be evaluated to their department chair/school director no later than March first of each spring semester.

(4) The department chair/school director will complete the annual performance evaluation for each full-time faculty member in their unit between March fifteenth and April fifteenth of each academic year and submit their evaluation and recommendations to the college dean.

(5) The college dean will review and the chair/director's evaluation send their recommendations to the provost by the grades due date for the spring semester.

(6) The provost will review the recommendations and provide a final approval of the annual performance evaluation by June first.

(D) Evaluation parameters

(1) The annual performance evaluation will be comprehensive and include standardized, objective, and performance metrics.

(2) The faculty member will be assessed in each of the following performance areas that they spent at least five per cent of their annual workload on over the preceding academic year:

(a) Teaching

(b) Research

(d) Clinical care

(e) Administration

(f) Commercialization

Hereinafter, as used in this rule, "performance areas" shall mean the items in paragraphs (D)(2)(a) to (D)(2)(f) of this rule.

(3) The evaluation will include a summary assessment of each of the performance areas with a rating for each area as to whether the faculty member "exceeds performance expectations," "meets performance expectations," or "does not meet performance expectations."

(4) Rule 3362- 2-11 of the Administrative Code details the percentage of teaching duties in the total annual workload for each faculty classification. In addition to reviewing student evaluations, peer evaluation of professional development in teaching, classroom observation, and/or review of teaching activities will be evaluated. The total teaching workload percentage assigned to the specific faculty member will equal the total weight assigned to the teaching performance area in the evaluation. For example, ninety per cent teaching and ten per cent service for a full-time instructor.

Student evaluations conducted pursuant to section 3345.451 of the Revised Code will account for twenty-five per cent of the teaching performance area evaluation.

These student evaluations will include the following three questions and answer options:

(a) Does the faculty member create a classroom atmosphere free of political, racial, gender, and religious bias? (yes or no)

(b) Are students encouraged to discuss varying opinions and viewpoints in class? (yes, no, or not applicable)

(c) On a scale of one to ten, how effective are the teaching methods of this faculty member? (One is not effective and ten is extremely effective.)

(5) The annual performance evaluation will establish a projected work effort distribution for the faculty member for the upcoming academic year, which shall be used during the next evaluation.

The projected work effort will be in accordance with rule 3362-2-11 of the Administrative Code and must be recommended by the dean and approved by the provost.

(6) The remaining performance areas in which the faculty member spent at least five per cent of their workload allocation will be weighted according to the assigned percentage.

(7) Annual performance evaluations shall be conducted by the department chair or school director, reviewed and approved/disapproved by the college dean or equivalent administrator, and submitted to the provost for review and final approval.

If there is a disagreement between the department chair/school director and the dean, the provost shall have the final decision authority.

(E) Appeal of final evaluation

(1) Following receipt of the annual performance evaluation results, the faculty member may appeal the evaluation in any performance area in which they have been rated as "does not meet performance expectations."

(2) Appeals must be submitted to the provost no later than the first Friday of the subsequent fall semester.

(3) Within ten working days of receiving an appeal, the provost will meet with the faculty member to discuss the basis for the appeal and review any supporting materials provided by the faculty member.

(a) If a faculty member files the appeal during the summer, but also requests a delay in the appeal meeting, the provost will schedule the appeal meeting for a mutually agreed upon date no later than the last day of the first week of class of the subsequent fall semester.

(b) The provost may seek additional information from the faculty member, the dean, and/or the department chair/school director.

(c) The provost will provide their final decision as to whether the performance area rating will be amended to "meets performance expectations," "exceeds performance expectations," or will remain as rated within ten business days of the appeal meeting.

(F) Prevailing provisions

(1) Until August 22,2027, the 2024-2027 collective bargaining agreement between Shawnee state university and the Shawnee education association prevails over any conflicting provisions adopted in this rule.

(2) Beginning August 23,2027, this rule, faculty annual performance evaluation, including any amendments hereto, prevails over any conflicting provisions of a collective bargaining agreement entered into after August 22, 2027.

Last updated January 12, 2026 at 3:37 PM

History

Effective: December 26, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-27

(A) Purpose

This rule serves to support the teaching mission of Shawnee state university and encourage all full-time faculty at Shawnee state university to achieve excellent performance in teaching. In accordance with section 3345.451 of the Revised Code, each faculty member will undergo a peer evaluation of their professional development as it relates to teaching.

(B) Non-tenure track faculty

(1) Non-tenure track, full-time faculty employed on term contracts who have been issued a renewal contract will be subject to this rule.

(2) During the second year of employment, the non-tenure track full-time faculty member will be assigned a faculty peer evaluator by the department chair or school director. The peer evaluator will conduct an in-class observation of the non-tenure track faculty member as described in paragraph (D)(2)(b) of this rule.

(3) Following the peer evaluation, the department chair/school director shall recommend to the dean, who shall further recommend to the provost, if the non-tenure track faculty member should receive an offer of renewal or be notified of non-renewal. Non-tenure track faculty who are covered by a collective bargaining agreement will receive notice of this decision according to timelines stated in the collective bargaining agreement.

(4) If a non-tenure track faculty member is renewed, they must undergo faculty peer evaluation in every third year of employment in the same position, following this first peer evaluation.

(1) Faculty in the first three years on the tenure-track are required under Shawnee state university procedure 2.15:1 of the collective bargaining agreement, university promotion and tenure system, to have at least one classroom observation per year conducted by their chair, school director, or dean. These faculty are also expected to have regularly scheduled meetings with a department mentoring committee.

(2) The observation and records from their mentoring committee will serve as peer evaluation of the faculty member's professional development in teaching. In a year when the observation is conducted by the dean or school director, the mentoring committee will review the observation report, meet with the faculty member, and provide a summary report to the school director and dean.

(3) When a tenure-track faculty member is continuing on a three-year contract, the department mentoring committee will provide yearly reports to the chair/school director, which will be shared with the dean.

(D) Tenured faculty

(1) Tenured faculty will undergo peer evaluation of their professional development in the area of teaching every three years.

As this rule is implemented, the tenured faculty members in a department will be placed on an annual cycle so that not all faculty are being reviewed during the same year. This schedule will be on file with the college dean.

Faculty will be provided with their scheduled year for peer evaluation, and a reminder will be sent by the college dean to the faculty member during the first week of the fall semester during the review year.

(2) The faculty member will work with the department chair/school director to select a peer evaluator. This may be from their home or other department/school. Prior to the date of the regularly scheduled faculty annual performance evaluation, the faculty member may complete the peer evaluation in one of two ways:

(a) Provide a written summary of the teaching related professional development activities over the past three years to the evaluator, and schedule a meeting to discuss the activities and what they gained from engaging in the activities. The evaluator will send a summary of the professional development activities and their evaluation to the chair/school director; or

(b) Invite the peer evaluator to conduct a classroom observation. The faculty member will provide the peer evaluator with access to course materials and/or access to the course in the university learning management system. The peer evaluator will then conduct an in-class observation. This may include review of the digital course design in asynchronous online courses, virtual attendance of a synchronous online class session, or in-person attendance of a regular class meeting.

(i) Following the class observation, the peer evaluator will complete the standard observation form and meet with the faculty member to provide feedback on course materials and recommendations for alternate pedagogical approaches, assessments, or engagement in professional development activities to be considered over the next three-year period.

(ii) The peer evaluator will provide the department chair/school director with the completed evaluation and a summary of recommendations shared with the faculty member.

(iii) Once the peer evaluation has been conducted and summary provided to the department chair/school director, the faculty member and chair/school director will review the results and recommendations during the annual faculty performance evaluation for that year.

The peer evaluation and recommendations will be incorporated into the department chair/school director's annual evaluation report and into the faculty member undergoing evaluation of planned professional activities for the coming academic year.

(E) Prevailing provisions

(2) Beginning August 23,2027, this rule, peer evaluation of faculty teaching, as amended where applicable, prevails over any conflicting provisions of a collective bargaining agreement entered into after August 22, 2027.

Last updated January 13, 2026 at 8:09 AM

History

Effective: December 26, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-16 Intellectual property rights for students.

(A) Purpose and application

(1) Shawnee state university is committed to providing an educational environment that fosters student creativity and the sharing of ideas. The university is committed to making its resources available to its students to support this effort.

(2) This policy is applicable to all Shawnee state enrolled and continuing students.

(B) Definitions

(1) These definitions apply to all sections of the policy.

(a) A copyrighted intellectual property describes original works of authorship that have been fixed in a tangible medium of expression, including, but not limited to, written materials, dissertations, papers, articles, books, poems, audiovisual materials, videos, audio recordings, architectural drawings, on-line instructional materials, musical compositions, dramatic creations, software, databases, photographs, or sculptures that are likely to be subject to protection under United States copyright law.

(b) Patentable intellectual property describes inventions, discoveries, and manufacturing designs that have been reduced to practice, and are considered novel and likely to be subject to protection under United States patent law.

(c) Work for hire is a work prepared by an employee, who may be a student employee, within the scope of his or her employment, or is a work or project directed by or specially ordered or commissioned by the university.

(1) All rights granted under copyright law for a particular work remain with the authors (creators) of the work.

(2) All student works created from independent work, research and/or academic work, whether supported by university resources or facilities, belong exclusively to the student, unless excepted by written agreement, expressly waived, or if prohibited by law.

(3) The university will not have an interest in copyright ownership of student work, except in the following instances:

(a) When the work is a work for hire.

(b) When the work is created as a result from a prior university agreement with an outside sponsor from a grant agreement.

(D) Patents

Ownership of patent rights to inventions or discoveries created independently by students, whether supported by university resources or facilities, belongs exclusively to the student, unless excepted by written agreement, expressly waived or if prohibited by law.

Last updated October 15, 2024 at 1:42 PM

History

Effective: May 16, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-17 Credit hour assignment.

(A) Introduction

(1) Shawnee state university's (SSU) credit hour definitions constitute a formalization of policy in order to:

(a) Ensure compliance with federal and accreditation expectations;

(b) Ensure compliance also with Ohio department of higher education's credit hour definition; and

(c) To provide consistency throughout the university. Courses may be comprised of any combination of elements described, such as a lecture course which also has required laboratory periods or a lecture course having an additional requirement for supervised practice time.

(2) Shawnee state requires this policy to be practiced by all full-time and part-time faculty. All definitions and standards apply equally to courses offered both on and off campus.

(B) Credit hour definitions and equivalence

The requirements that follow represent minuma for average students; however, deviation in excess of these requirements may occur, particularly at the graduate level. In the interest of accurate academic measurement, cross-campus comparability, and clarifying the relationship among contact hours, work outside of class, and credit hours, the following policies and practices apply:

(1) Formalized instruction requirement

Consistent with the Ohio department of higher education's definition, a semester credit hour is earned for a minimum of seven hundred fifty total instructional minutes of classroom instruction, with a normal expectation of at least one thousand five hundred minutes of outside study (homework, reading assignments, preparation for class) for each credit hour.

Credit hours may be calculated differently for other types of instruction (e.g., laboratory experience, directed practice experience, practicum experience, fieldwork experience, and studio experience) as long as the credit hour calculations align with commonly accepted practices in higher education and with the regulations of institutional accreditors and the federal financial aid program.

(2) Shortened sessions and/or flexibly scheduled courses

Credit hours may be earned in shortened session. Courses offered over a period of time other than a standard Shawnee state university full-semester will require the same amount of classroom and out-of-class work per credit hour as is required of SSU semester-long courses. The same amount of work will be distributed over a shorter period of time and may be allocated in various ways. Shortened session and flexibly scheduled classroom courses will adjust the per-class meeting instructional minutes as appropriate, given the number of class meetings, so as to meet the total instructional minutes' requirement.

(3) Distance education, online and hybrid (blended) courses

SSU's credit hour policy and credit award practice for distance education, e.g., online and hybrid courses, will be consistent and equivalent with the standards for courses offered through face-to-face instruction, although some or all of course content and faculty-student interaction occurs through one or more forms of distance education.

(a) Fully online

For courses in which one hundred per cent of the instruction is delivered in an online mode, each credit hour consists of seven hundred fifty minutes of instructor-led, computer-assisted modules, multimedia interaction, discussions, and/or assessment activities as documented in the course syllabus, and one thousand five hundred minutes of supporting "homework" consisting of independent preparatory work, such as readings, viewing of instructional materials, or writing. Online courses which have traditional lecture course equivalents are expected to achieve equivalent student learning outcomes for the equivalent number of credit hours.

(b) Hybrid (blended) courses

This modality uses the same requirements as fully online courses with the exception that each credit hour or portions thereof may include on-campus scheduled direct/in-person faculty directed instruction or assessment.

(4) Courses involving travel

Transportation time does not count towards student work effort unless time is simultaneously used for a designated learning activity.

(5) Other courses

Student teaching, clinical experience, cooperative education, study abroad, internship, field placement, experiential learning activity, independent study, thesis, dissertation, or other academic work that fit no other classification may receive credit if the work is performed under the supervision of and with the approval of a member of the faculty and with a formal written agreement noting the nature of the academic work that is approved also by the appropriate academic program leader/coordinator, chair, or similar overseeing authority at a program-wide level. In this modality, each credit hour consists of no less than two thousand two hundred fifty minutes spent on approved work during the term of instruction. Specific curricula/programs may require more minutes in order to award one credit hour. Credit for these experiences may be determined in accordance with the recommendations of a program's specific accreditor or other applicable regulations.

Last updated September 2, 2022 at 8:40 AM

History

Effective: September 2, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-18 Textbook selection.

(A) Purpose

Pursuant to state legislation including section 3345.025 of the Revised Code, it is the policy of Shawnee state university to respect the academic freedom of faculty in choosing textbooks and other instructional materials and to encourage efforts to minimize the cost of textbooks and other instructional materials.

(B) Academic freedom

It is the policy of Shawnee state university to respect the academic freedom of faculty to select textbooks and education materials they judge to be most appropriate for their courses and most effective for student learning. Specifically, the university believes faculty should have the right to choose curricular materials and pedagogical techniques within the reasonable boundaries of professional discretion subject to relevant standards of academic merit, teaching effectiveness, and consistency with catalogue course description.

It is the policy of Shawnee state university to encourage or require efforts, as directed by the state legislature or Ohio department of higher education, to minimize the costs of textbooks and other instructional materials for students. Such efforts may include but are not limited to the following:

(1) High quality, open-access sources.

(2) Inclusive-access programs in which students choose to pay a course fee that includes access to below-market price instructional materials available to students at the beginning of a course. Such programs must comply with United States department of education regulations for the use of title IV funds.

(3) An auto adoption procedure, as discussed in paragraph (D) of this policy.

(D) Auto adoption requirement

(1) To the maximum extent reasonably practical, faculty members will disclose required and recommended textbooks to students not later than the first date of course registration for the semester in which the textbooks will be used.

(2) In cases in which a faculty member does not disclose required and recommended textbooks to students by the date set forth in this paragraph, the faculty member will be deemed to have selected identical materials, including the same title and the same edition, from the prior semester in which the course was offered.

(E) Scope

This policy applies to all full-time and part-time undergraduate and graduate course faculty, including instructors.

Last updated July 18, 2022 at 8:16 AM

History

Effective: July 17, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-19 Transfer credit.

(A) Policy statement and purpose

(1) Understanding the variables involved in the transfer credit evaluation process for both undergraduate and international students is imperative to ensuring that students are awarded credit consistently and equitably. This policy is designed to facilitate the transfer of students and credits from other institutions and/or foreign institutions of higher education to Shawnee state university, assure maximum utilization of prior learning, and encourage students to advance as far through the educational system as they can in pursuit of their goals.

(2) This policy aims to facilitate fair and consistent transfer credit evaluations for undergraduate and international course work.

As used in this rule and related procedures, the following definitions shall apply:

Acceptability	In reference to course work, the quality of having met standards for evaluation and award of transfer credit.
Accreditation	The educational status of an institution assessed by specific governing bodies and associations indicating that an institution has met certain minimum standards.
Applicability	Course work that the degree-granting department/school deems appropriate for use within a degree program to fulfill specific requirements.
College-level course work	Course work that is non-remedial, post-secondary, curriculum that offers an advanced level of content and rigor.
International course work	Course work that is performed within the curriculum of a course of study in an institution located outside of the United States.
Level of course work	The rank of a course as determined by the type of student for whom the course is designed, the content, and the expectations of completion (e.g., 1000 level, freshman; 2000 level, sophomore, etc.).
Official transcript	A document issued by an institution showing enrollment dates, courses, grades, grading scale, and earned academic credentials. Transcripts must arrive directly from the originating institution to the appropriate office and be signed and certified by the registrar or similar institutional authority.
Originating institution	An institution (i.e., college, university, agency, organization) at which course work has been taken and/or academic credit earned by a student seeking transfer credit.
Semester hour equivalent value	The number of semester hours of credit assigned to a course on the basis of content and amount of time required for completion.

(B) Implementation-undergraduate

(1) This rule is consistent with the Ohio articulation and transfer policy, first adopted by the Ohio department of higher education in November of 1990; and, the joint statement on the transfer and award of credit. The Ohio articulation and transfer policy complies with state statutory and policy requirements, including, but not limited to, sections 3333.16, 3333.161, 3333.162, and 3333.164 of the Revised Code.

(2) When evaluating whether to award transfer credit, the university registrar office uses a multifactorial process initially driven by an assessment of the educational quality of the course work as evidenced by the accreditation held by the originating institution. Transfer credit will be awarded provided the course is similar in level and content to Shawnee state course offerings. The appropriate instructional department has the authority to determine equivalent Shawnee state credit for transfer courses which have not been established through ODHE transfer initiatives and/or established articulation agreements.

(3) Shawnee state university will award transfer credit for courses that have been approved through the following transfer programs: OT36, TAG, CTAG, ITAG, and MTAG. In addition, the university will honor transfer equivalencies that are established as part of articulation agreements with other institutions.

(4) Shawnee state employs, updates in accordance with, and recognizes the research and recommendations of professional associations to establish best practices in transfer credit evaluation. Associations commonly used include, but are not limited to, the American association of collegiate registrars and admissions officers (AACRAO), American council on education (ACE), and council for higher education accreditation (CHEA).

(5) Shawnee state requires that students complete a minimum of twenty hours of credit for associate degree or thirty hours of credit for the baccalaureate in residence at Shawnee state university.

(1) Evaluation methodology

(a) International course work completed outside of the domestic (U.S.-based) education system will need to be evaluated based on a course-by-course evaluation completed by a NACES (national association of credential evaluation services) approved evaluation agency based on the originating institution's official transcript.

(b) If Shawnee state determines that the credit from the foreign institution is eligible for evaluation and meets standards for satisfactory academic performance as defined in this rules's procedures, Shawnee state will apply criteria relative to the level and content of the course to determine acceptability for transfer credit.

(c) The university registrar oversees the awarding of undergraduate transfer credit, and the appropriate degree-granting department/school will determine its applicability to specific degree requirements.

(2) Professionally recognized resources and recommendations

Shawnee state employs, updates in accordance with, and recognizes the research and recommendations of professional associations to establish best practices in international transfer credit evaluation. Associations commonly used include, but are not limited to, the American association of collegiate registrars and admissions officers (AACRAO), American council on education (ACE), council for higher education accreditation (CHEA), and NAFSA: association for international educators.

(D) Implementation-graduate

(1) Shawnee state's policy on graduate transfer is consistent with best practices recommended by the council of graduate schools and guidelines provided by the Ohio department of higher education.

(2) When deciding whether to award transfer credit, the graduate program director will determine equivalencies based on level of coursework, acceptability, and applicability.

(3) Transfer credit is awarded based on program area requirements. Official transcripts must be forwarded from the transferring institution and must be mailed directly to graduate admissions. The grades of transferred courses are not posted to the Shawnee state transcript and are not used to calculate grade point averages.

(E) Policy scope

(1) International course work completed at non-U.S. institutions that hold regional accreditation is covered by this rule; however, course work completed at all other non-U.S. institutions is subject to the international transfer credit rule.

(2) The acceptance of transfer courses for university transfer credit is distinct from the application of credit toward university degree requirements. While this rule governs the acceptability of undergraduate and graduate courses for university transfer credit, the applicability of credit is determined by the student's department/school.

(F) Link to the Ohio department of higher education Ohio articulation and transfer policy: https://transfercredit.ohio.gov/educational-partners/educational-partner-initiatives/articulation-transfer-policy-policy

Last updated February 23, 2026 at 8:08 AM

History

Effective: February 23, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-20 Institutional animal care and use.

(A) Purpose statement

The purpose of this rule is to ensure the humane care and use of live, vertebrate animals in research, teaching, training, and biological testing activities; to ensure a safe climate for conducting scientific inquiry; and to ensure that Shawnee state university complies with all applicable regulations. In cases of conflict between this rule and federal regulations, the federal regulations take precedence.

(B) Applicability and ethical principles

(1) This rule applies to all activities which, in whole or in part, involve research, teaching, training, and biological testing of live, vertebrate animals if:

(a) Such activities are sponsored by Shawnee state university; or

(b) Such activities are directed or conducted by university faculty or staff in connection with their institutional responsibilities; or

(d) Such activities are conducted at the university or involve use of university property; or

(e) Such activities are conducted at another institution as a consequence of sub-granting activities or the establishment of other cooperative agreements.

(2) Shawnee state university will make a reasonable effort to ensure that all individuals involved in the care and use of animals understand their individual and collective responsibilities for compliance with this rule as well as all other applicable laws and regulations pertaining to animal care and use.

(3) Shawnee state university will comply with all applicable provisions of the Animal Welfare Act and other federal statutes and regulations relating to use of animals in teaching and research.

(1) The provost will appoint three faculty members to the IACUC as well as one outside committee member who is not affiliated with the institution and is not an immediate family member of a person affiliated with the university. The committee will be responsible for electing a chairperson.

(2) The term for each member will be three years and will commence at the beginning of autumn semester and end at the conclusion of spring semester of the final year of service.

(3) The IACUC will report to the provost or provost's designee.

(4) The IACUC will be responsible for receiving, vetting, and approving institutional animal care and use proposals. All work with vertebrate animals must be approved by the IACUC prior to work commencing.

(5) The IACUC will conduct a six-month review of the university's program and facilities where applicable teaching and research take place.

(D) Procedures

The provost or provost's designee is responsible for establishing procedures to ensure that the IACUC and the university's research involving live, vertebrate animals are in conformance with federal, state, and local laws. Procedures will include information regarding meetings of the IACUC, the application approval process for students and faculty, standards and criteria for program and facility review, and standards for record keeping.

Last updated February 27, 2023 at 8:04 PM

History

Effective: February 27, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-21 Accommodations for student religious beliefs.

(A) Purpose

The university is dedicated to reasonably accommodating the sincerely held religious beliefs and practices of individual students with regard to all examinations or other academic requirements or absences for reasons of faith or their religious or spiritual belief system.

(B) Absences

A student will be granted up to three days each academic semester to take holidays for reasons of faith or religious or spiritual belief system, or participate in organized activities conducted under the auspices of a religious denomination, church, or other religious or spiritual organization. The university shall not impose an academic penalty as a result of a student being absent as permitted in this policy.

(1) Students will be provided with alternative accommodations with regard to examinations and other academic requirements missed due to an absence described in paragraph 2.0, if both of the following apply:

(a) The student's sincerely held religious belief or practice severely affects the student's ability to take an examination or meet an academic requirement; and

(b) Not later than fourteen days after the first day of instruction in a particular course, the student provides the instructor with written notice of the specific dates for which the student requests alternative accommodations.

(2) The university shall accept without question the sincerity of a student's religious or spiritual belief system. An instructor shall keep requests for alternative accommodations confidential. An instructor shall schedule a time and date for an alternative examination, which may be before or after the time and date the examination or other academic requirement was originally scheduled but shall do so without prejudicial effect.

(D) Policy posting

Both of the following will be posted in a prominent location on the university website:

(1) A copy of this policy and the contact information of an individual who can provide further information about the policy;

(2) A non-exhaustive list of major religious holidays or festivals for the next two academic years. The posting shall explicitly state that the list is non-exhaustive, and that it may not be used to deny accommodations 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. No inclusion or exclusion of a religious holiday or festival on the list shall preclude a student from full and reasonable accommodations for any sincerely held religious beliefs and practices with regard to all examinations or other academic requirements and absences for reasons of faith or religious or spiritual belief system provided under this policy.

(E) Syllabus posting

Faculty members are required to include in each course syllabus a statement regarding this policy. The statement shall include both of the following:

(1) A description of the general procedure for requesting accommodations;

(2) Contact information for an individual whom a student may contact for more information about the policy.

(F) Grievances

If a student believes that a reasonable accommodation was improperly denied, the student may appeal the instructor's decision as outlined in accompanying procedure 2.21:1. The request must be in writing with reasons for support, and made within seven calendar days of the date of the notice of denial.

(G) Procedures

The president is authorized to enact procedures to address the list of major religious holidays discussed in paragraph 4.2, contact information for students to obtain more information about this policy as discussed in paragraphs 4.1 and 5.2, additional details regarding the grievance procedure discussed in paragraph 6.0, and other matters to carry out the purposes of this policy as he or she sees fit.

Last updated May 6, 2023 at 12:09 AM

History

Effective: May 6, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-22 Student work experiences, internships, and cooperative education programs.

(A) Purpose

Shawnee state university is committed to providing programming that responds to the needs of a dynamic and evolving workforce. This includes integration of quality, major-related work experiences into the education of students through degree requirements and cocurricular programming. These offerings shall allow the student to develop transferable skills, expand their professional network, and evaluate potential career options. This rule serves to further the university's commitment to these outcomes by defining types of student work experiences, internships, and cooperative education programs and establishing consistent parameters for implementation of such programming.

(B) Definitions

(1) Work experience. Work experience involves learning practical skills and gaining insights in a work setting in order to understand specific roles, companies, or career paths. This may include short duration shadowing typically done without any payment.

(2) Internship. An internship is a partnership between students, the university, and an employer(s) that formally integrates academic study with work or community service experience. Internships:

(a) Are of a specified and definite duration;

(b) Evaluate each participating student's performance from both the university and employer perspectives;

(c) May provide the student with academic credit upon successful completion and/or may provide students with compensation in the form of wages, salaries, stipends, or scholarships.

(d) May be full-time or part-time during the internship period.

(3) Cooperative education (co-op). A co-op is a partnership between students, the university, and an employer(s) that formally integrates academic study with work experience in cooperating employer organizations and:

(a) Alternates or combines periods of academic study and work experience in appropriate fields as an integral part of student education;

(b) Provides students with compensation from the cooperative employer in the form of wages or salaries for work performed;

(d) Provides academic credit upon successful completion of their cooperative education;

(e) Is part of an overall degree or certificate program for which a percentage of the total program is acceptable to the chancellor of the Ohio department of higher education and involves cooperative education.

(C) Participation in work experiences, internships, and/or co-ops should not automatically extend a student's overall time to degree completion. This may require completion of experiences or courses during the summer semester.

(D) Where accredited programs of study have requirements for clinical and field experiences dictated by their accrediting bodies, any conflicts created by this rule with the requirements from the accreditor are settled in favor of the accrediting body.

(E) Faculty and staff shall not prevent students from participating in a work experience, internship, or co-op that meets established learning outcomes on the basis that the student is both financially compensated and earning academic credit for the opportunity.

(F) In all instances where a degree program requires a mandatory work experience, internship, or co-op, students will be given assistance from the department or school in identifying employers who will enter into a partnership with the student and the university that is designed to meet required learning outcomes.

(G) Co-op and internship experiences must be educational, allowing opportunity to apply classroom knowledge in a real-world setting. It must not only advance the operations of the employer or replace the work that a regular employee would routinely perform.

(1) Each opportunity shall include a position description, with clear responsibilities and qualifications.

(2) Each opportunity will have clearly defined learning objectives in alignment with academic program goals and institutional requirements.

(3) Each opportunity will include direct supervision by a professional(s) with relevant expertise, education, and/or professional experience who provides feedback, guidance, and resources for successful completion of the work experience, internship, or co-op.

(4) Unless prohibited by a programmatic accrediting body, students will not be disallowed from participating in a work experience, internship, or co-op based upon their currently holding a regular position of employment with the cooperating employer.

The participating student shall gain new skills and experience outside of their normal employment job description or duties while engaged in the work experience, internship, or co-op.

(H) Employers entering into work experience, internship, or co-op arrangements are expected to:

(1) Adhere to ethical and legal recruiting, interviewing, selection, and offer practices and regulations of the U.S. equal employment opportunity commission;

(2) Be legitimate organizations that can provide verifiable information such as business name, type of business (sole proprietorship, corporation, LLC, partnership, or other), physical address, contact name, email address, phone number, and website;

(3) Share any materials received from Shawnee state students (letters, resumes, transcripts, etc.) with only those persons involved in the selection or hiring process. This may extend to clinical supervisors or coordinators at the location;

(4) Enter into clinical affiliation agreements/contracts where required by programmatic accrediting bodies, degree programs, or the university.

(I) The university reserves the right to decline work experience, internship, or co-op arrangements or offers that do not match the mission or goals of the academic program or institutional requirements. Examples include:

(1) Work in private homes such as childcare, tutoring, nannying, moving, etc.;

(2) Positions that pay students in cash, in informal arrangements, or commission-only positions (students who are compensated via accepted forms must receive a W-2 or form 1099);

(3) Fast food, catering, bartending or other food service;

(4) Adult industry, escort services, or similar organizations;

(5) Network, matrix, or pyramid marketing organizations;

(6) Organizations involved in the production or promotion of cannabis.

Important links: Ohio department of higher education internship and co-op information

Last updated February 28, 2025 at 7:51 AM

History

Effective: February 28, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-23 Diversity, equity, and inclusion and other concepts.

(A) Purpose

The purpose of this rule is to set forth the rule of the Ohio general assembly as defined by the advance Ohio higher education act of the 136th General Assembly, codified in section 3345.0217 of the Revised Code, and to keep the university eligible for state operating subsidy payments, state capital improvement funds, and other state appropriations to the fullest extent possible.

(B) Definitions

(1) As used in this policy, the following definitions shall apply.

(a) "Controversial belief or policy" means any belief or policy that is the subject of political controversy, including issues such as climate policies; electoral politics; foreign policy; diversity, equity, and inclusion programs; immigration policy; marriage; or abortion.

(b) "Intellectual diversity" means multiple, divergent, and varied perspectives on an extensive range of public policy issues.

(1) The university prohibits the following:

(a) Any orientation or training course regarding diversity, equity, and inclusion, unless the university submits a written request for an exception to the chancellor of the Ohio department of higher education because the university determines the orientation or training course is exempt from the prohibition on the basis that all aspects of the orientation or course are required to:

(i) Comply with state and federal laws or regulations; or

(ii) Comply with state or federal professional licensure requirements; or

(iii) Obtain or retain accreditation.

(b) The continuation of existing diversity, equity, and inclusion offices or departments;

(d) The use of diversity, equity, and inclusion in job descriptions;

(e) Contracting with consultants or third-parties whose role is or would be to promote admissions, hiring, or promotion on the basis of race, ethnicity, religion, sex, sexual orientation, gender identity, or gender expression;

(f) The establishment of any new university scholarships that use diversity, equity, and inclusion in any manner.

(D) Existing scholarships

For any university scholarships that were in existence on June 26, 2025, the university shall, to the extent possible, eliminate diversity, equity, and inclusion requirements. If the university is unable to do so because of donor requirements, the university will continue to offer the scholarships but will not accept any additional funds for the operation of the scholarships.

(E) Bar on renaming programs to avoid prohibitions

The university will not replace any orientation, training, office, or position formerly designated for diversity, equity, and inclusion with an orientation, training, office, or position under a different designation that serves the same or similar purposes, or uses the same or similar means.

(F) Exception for certain research grants

(1) If the requirements to obtain a research grant conflict with any of the prohibitions listed in paragraphs (C)(1)(a) to (C)(1)(f) of this rule, the university will attempt to the extent possible, to comply with paragraphs (C)(1)(a) to (C)(1)(f) of this rule while retaining eligibility for the research grant, including by consulting with the general counsel. If the university is unable to comply with paragraphs (C)(1)(a) to (C)(1)(f) of this rule with respect to a research grant, a written request for an exception will be submitted to the chancellor of the Ohio department of higher education.

(2) The exception request referenced in paragraph (F)(1) of this rule, will explain the circumstances and the effort made by the university to comply with paragraphs (C)(1)(a) to (C)(1)(f) of this rule while retaining eligibility for the research grant.

(3) Agreements or contracts regarding research grants entered into prior to June 26, 2025 will not be subject to paragraphs (C)(1)(a) to (C)(1)(f) of this rule. However, any renewal of such agreements or contracts after June 26, 2025 shall be subject to paragraphs (C)(1)(a) to (C)(1)(f) of this rule.

(G) Affirmations and declarations

(1) The university affirms and declares that:

(a) 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.

(b) To fulfill the function described in paragraph (G)(1)(a) of this rule, the university shall ensure the fullest degree of intellectual diversity.

(c) University 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.

(d) It will not endorse or oppose, as a university, any controversial belief or policy, except:

(i) On matters that directly impact the university's funding or mission of discovery, improvement, and dissemination of knowledge.

(ii) The university may endorse the congress of the United States when it establishes a state of armed hostility against a foreign power.

(iii) The university may recognize national and state holidays and may support the constitution and laws of the United States and the state of Ohio. Display of the United States or Ohio flag does not violate paragraph (G)(1)(d) of this rule.

(e) The university 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 university require students to do any of those things to obtain an undergraduate or post-graduate degree.

(f) No hiring, promotion, or admissions 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.

(g) The university will not use a diversity statement or any other assessment of an applicant's political or ideological views in any hiring, promotions, or admissions process or decision.

(h) 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.

(i) The university will seek out invited speakers who have diverse ideological or political views.

(H) Permissible activity

(1) Paragraphs (G)(1)(a) to (G)(1)(c) of this rule, do not apply to the exercise of professional judgment about how to accomplish intellectual diversity within an academic discipline, unless that exercise is misused to constrict intellectual diversity.

(2) Paragraphs (G)(1)(d) and (G)(1)(e) 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 (G)(1)(d) of this rule.

(I) Curriculum requirements

The university will demonstrate intellectual diversity for course approval, approval of courses to satisfy general education requirements, student course evaluations, common reading programs, annual reviews, strategic goals for each department, and student learning outcomes.

(J) Hiring, promotions, and admissions

The university prohibits political and ideological litmus tests in all hiring, promotion, and admissions decisions, including diversity statements and any other requirement that applicants describe their commitment to any ideology, principle, concept, or formulation that requires commitment to any controversial belief or policy.

(K) Speaker fees

(1) The university will 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 university. That information shall be:

(a) Accessible from the main page of the university's web site by use of not more than three links;

(b) Searchable by keywords and phrases; and

(L) Complaints under this policy

The university will respond to complaints from any student, student group, or faculty member about an alleged violation of the prohibitions and requirements included in the policy adopted under this chapter using the process established under procedure 5.10:2.

Last updated October 6, 2025 at 8:09 AM

History

Effective: October 3, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-24 Curriculum approval process.

(A) Purpose

The purpose of this rule is to establish a curricular approval process as codified in section 3345.457 of the Revised Code. This rule applies to the following curricular actions: establishing or modifying academic programs, curricula, courses, general education requirements, and degree programs. This rule applies to the approval, rejection, and discontinuation of academic programs.

(B) Scope of authority

(1) The Shawnee state university board of trustees is the ultimate authority to establish and modify academic programs, schools, colleges, institutes, departments, and centers at Shawnee state university.

(a) The Shawnee state university board of trustees also retains final authority over adoption and modification of the curricular approval process required to establish, modify, or discontinue curricula, courses, general education requirements, and degree programs.

(b) The Shawnee state university board of trustees has the overriding authority to approve or reject any establishment or modification of academic programs, curricula, courses, general education requirements, and degree programs.

(2) The Shawnee state university faculty senate shall have the opportunity to provide advice, feedback, and recommendations on the establishment and modification of academic programs, curricula, courses, general education requirements, and degree programs.

This feedback from the university faculty senate is advisory in nature.

Academic departments or schools may submit requests to establish, significantly modify, or discontinue academic programs by first submitting a proposal to the academic resource management committee (ARMC), chaired by the provost. The faculty involved in the proposal shall meet with the office of institutional budgeting and office of enrollment management to receive feedback on budget and enrollment impacts, as well as marketing strategies. The proposal will be reviewed at the department or school level by the chair or school director, and submitted to the appropriate college dean for review and comment prior to submission to the ARMC.

(1) The faculty, chair/school director, and dean associated with the proposal will present the proposal to the members of the ARMC and answer questions regarding the proposal. The ARMC shall vote to recommend support, postponement, or lack of support for the proposal to the provost.

(2) Upon recommendation from the provost, the faculty may then submit the proper curricular program and course proposals to the appropriate curricular approval committee.

(D) Curricular approval committees

(1) All proposals reviewed by these committees must be submitted in the curriculum software.

(a) Members of the board of trustees may approve initiation of a proposal for review and shall designate the provost to submit a board of trustees initiated proposal into the software. Such proposals will start at the appropriate committee for review.

If the university has entered into an agreement, such as a state-wide curricular agreement required by the Ohio department of higher education or mandated by sections of state or federal law, the board of trustees will review alignment of current curriculum and request that the proposals needed to achieve the required outcomes of the agreement be submitted by the provost.

(b) The provost may initiate a proposal seeking to discontinue an academic program when the department or school does not agree to initiate such a proposal or when required to by law.

(c) Current tenure-track and tenured faculty members may initiate curricular proposals that shall be reviewed and recommended by their department or school prior to review by the college dean. For graduate curriculum proposals, the initiator must be a current tenure-track or tenured graduate faculty member.

(2) General education advisory committee (GEAC): All curricular policies, assessment plans, and proposals that impact the general education program (GEP) will be reviewed and evaluated by the GEAC. All course proposals received by GEAC will be evaluated to ensure that the course meets the learning outcomes for its respective GEP category and aligns with the GEP assessment plan. All business before the GEAC will be made available for comment and criticism to the campus community via a five-day open hearing process. All proposals recommended by the GEAC shall be forwarded to the education policies and curriculum committee (EPCC) for review and evaluation. The Shawnee state university administration shall assign one senior administrator to be the primary representative to the GEAC. This senior administrator will be a non-voting member of the GEAC.

(3) Education policies and curriculum committee (EPCC): All undergraduate educational policies and curricula proposals, including those recommended by the GEAC, will be reviewed and evaluated by the EPCC. All business before the EPCC will be made available for comment and criticism to the campus community via a five-day open hearing process. As needed, proposals requiring review and evaluation for distance learning will be forwarded to the distance learning committee (DLC) upon recommendation by the EPCC. All other proposals recommended by the EPCC shall be forwarded to the university faculty senate (UFS). The Shawnee state university administration shall assign one senior administrator to be the primary representative to the EPCC. This senior administrator will be a non-voting member of the EPCC.

(4) Graduate council (GC): All graduate educational policies and curricula proposals will be reviewed and evaluated by the GC. All business before the GC will be made available for comment and criticism to the campus community via a five-day open hearing process. As needed, proposals requiring review and evaluation for distance learning will be forwarded to the DLC upon recommendation by the GC. All other proposals recommended by the GC shall be forwarded to the university faculty senate (UFS). The Shawnee state university administration shall assign one senior administrator to be the primary representative to the GC. This senior administrator will be a non-voting member of the GC.

(5) Distance learning committee (DLC): All distance learning, hybrid (a defined percentage of class sessions meet in person with additional instruction conducted online), hyflex (a student may attend all class sessions in-person, online synchronously, or online asynchronously), or online curricular and program proposals shall be reviewed and evaluated by the DLC. Proposals for new courses and programs seeking to use these modes of instruction shall first be referred from the appropriate governance committee (EPCC or GC). Proposals seeking to add distance learning modalities to existing courses may be submitted directly to DLC following department/school and dean recommendation. All proposals recommended by the DLC shall be forwarded to the university faculty senate (UFS). The Shawnee state university administration shall assign one senior administrator to be the primary representative to the DLC. This senior administrator will be a non-voting member of the DLC.

(6) University faculty senate (UFS): Policy, program, and curricular proposals recommended by the EPCC, GC or DLC will be reviewed and evaluated by the UFS. Matters for consideration by the UFS may be referred to the UFS by any member of the university community. Academic policies, curricular proposals, and resolutions to be put before UFS must be submitted through the curriculum software. Upon recommendation of the UFS, all proposals will be forwarded to the provost for review and evaluation.

(7) Upon receiving curricular and policy recommendations from the UFS, the provost will evaluate and review the proposals and make a recommendation that the proposals be presented at the next regularly scheduled meeting of the Shawnee state university board of trustees during the academic and student affairs committee meeting where the proposals will be considered for final approval. Proposals approved by the academic and student affairs committee will be presented as part of the consent agenda or as individual action items on the agenda of the board of trustees meeting. A vote in favor for approval by the board of trustees must be recorded before the university registrar incorporates curricular changes into the Shawnee state university academic catalog.

Last updated December 4, 2025 at 2:36 PM

History

Effective: December 1, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-25 Low-enrolled courses.

(A) Purpose

The purpose of this rule is to create a consistent framework for identifying low-enrolled courses across the entire academic course schedule. The goal of this framework is to ensure balanced enrollment in courses to improve student outcomes, accessibility to courses, and efficiency of planning section and staffing needs.

(B) Scope of authority

(1) Shawnee state university retains the right to schedule courses in accordance with programmatic and student needs and the provost has the final authority over class schedules.

(2) Department chairs and school directors will consult with program faculty in determining the timing, rotation, and staffing of courses for each academic semester and session. The department chairs and school directors will submit a recommended course schedule to the appropriate college dean.

(3) College deans will review the recommended class schedules from the schools and departments in the college. The dean may suggest or enact changes and has final approval over the course schedule submitted to the registrar.

A faculty member may request alterations to the published course schedule; however, the department chair or school director will determine whether such requests will be recommended to the college dean, and the dean has discretion to approve or reject any such recommendation.

(1) Course capacities will be established for all courses, as detailed below, regardless of whether they are taught in-person, as a hybrid course (in which a defined percentage of class sessions meet in person with additional instruction conducted online), or in the hyflex modality (student can attend in person, online synchronously, or online asynchronously).

(a) Specific faculty-student ratios as determined in the collective bargaining agreement between Shawnee state university and the faculty union unless and until such provisions have been superseded by a board of trustees policy.

(b) Faculty-student ratios for in-person courses not covered by a collective bargaining agreement or superseding board policy are determined by considering a combination of pedagogical, safety, and/ or accreditation restrictions along with physical room capacity.

Department chairs, school directors, and deans should strive for consistent faculty-student ratios across all sections of the same in-person course.

(2) Course capacities for fully online courses and course sections are determined by the collective bargaining agreement between Shawnee state university and its faculty union unless and until such provisions are superseded by a board of trustees policy.

(3) In instances where more than one course or course section is scheduled in the same room with the same instructor at the same time (concurrent instruction), the faculty-student ratio will be calculated using the total capacity in all sections or courses included in the concurrent instruction format.

(D) Identification and cancellation of low-enrolled courses

(1) Approximately six weeks prior to the first day of classes for a semester, the college dean will review the enrollments in each class section on the course schedule.

(2) Class sections that have enrollment less than or equal to seventy per cent of the course capacity ("low-capacity sections") will be identified.

The college dean will provide a list of low-capacity sections to department chairs and school directors and engage in discussions as to whether each low-capacity section should remain on the course schedule or should be canceled due to low enrollment.

No later than the end of the fifth week prior to the start of the semester, department chairs and school directors will send written justification for running low-capacity sections to the dean. The dean will determine if each low-capacity section remains open or will be canceled.

(a) The department chair or school director will provide the class schedule to each faculty member in their unit no later than four-weeks before the start of the semester.

(b) If possible, the individual faculty member assigned to a course that has been canceled should be reassigned to another course or section if canceling a class is likely to decrease their teaching workload to fall below twenty-four workload credits for the academic year.

(c) Faculty may request in writing to extend the deadline for the dean's decision on cancellation of a low-capacity section or course.

If the dean grants this request, a deadline for a final decision and enrollment requirement will be clearly communicated.

(3) Following discussions with chairs and school directors, if a course that is enrolled at less than or equal to fifty per cent of its capacity is requested to remain on the course schedule, the college dean must send the request with justification to the provost for approval.

This will also include requests to run emergency low-enrolled sections and course sections not included in the teach-out plan for an academic program undergoing a teach-out in anticipation of its discontinuation.

(E) Later changes to class schedule

After faculty have received their class schedule (by the end of week four prior to the start of the semester), the university shall not subsequently change the faculty member's class schedule unless program needs or enrollments require such action.

Department chairs and school directors shall make reasonable efforts to discuss needed changes with impacted faculty members prior to the changes being made.

(F) Monitoring of and removal of infrequently scheduled courses from the academic catalog

(1) At the start of each spring semester, the office of institutional data, reporting, and analytics will generate a report on courses listed as active in the academic catalog that have not been offered in the past five academic years. The list will be shared with the provost, registrar, and college deans.

(2) The college deans will engage in discussions with the department chairs and school directors associated with these courses to determine the reason for not running the courses on a regular rotation to allow students the opportunity to enroll in the course.

(3) The college deans will provide a summary report to the provost and registrar with justification for maintaining these courses in the academic catalog.

(a) Following review of the justification, the provost and registrar will determine if a course that has not been offered in the previous five academic years should be removed from the academic catalog.

(b) The provost will recommend courses that should be removed from the academic catalog to the academic and student affairs committee of the board of trustees. The board of trustees may approve a resolution authorizing the provost to submit course discontinuation proposals as part of the curriculum approval process.

Last updated December 4, 2025 at 2:36 PM

History

Effective: December 1, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-28 Post-tenure review.

(A) Purpose

This rule establishes a post-tenure review process at Shawnee state university that is in accordance with section 3345.453 of the Revised Code. This rule includes institutional compliance with statutory requirements while preserving principles of due process and academic freedom.

(B) Definitions

A post-tenure review is focused on offering pathways and opportunities for improvement to address identified deficiencies in teaching, research, scholarship, service, commercialization, administration, and/or clinical care.

A post-tenure review is not meant to address cases of gross negligence of duties, incompetence in job performance, a significant failure to meet obligations to the university, or any other conduct or action addressed by the complaint process in the faculty collective bargaining agreement. Corrective action for these situations should be addressed through the complaint process.

This rule applies to all full-time, tenured Shawnee state university faculty members.

(D) Requirements and conditions for conducting post-tenure review

(1) Shawnee state university will conduct a post-tenure review if a tenured faculty member receives a rating of "does not meet performance expectations" within the same performance area for a minimum of two of the past three consecutive years on the faculty member's annual performance evaluation conducted pursuant to rule 3362-2-26 of the Administrative Code and section 3345.452 of the Revised Code.

(2) Any faculty member who maintains their tenure status following a post-tenure review and receives an additional rating of "does not meet performance expectations" in any performance area during their annual performance evaluation in the subsequent two years will be subjected to an additional post-tenure review.

(3) The department chair, school director, college dean (or equivalent administrator), or provost may require an immediate and for cause post-tenure review at any time for a faculty member who has a documented and sustained record of significant underperformance outside of the faculty member's annual performance evaluation. For this purpose, for cause shall not be based on a faculty member's allowable expression of academic freedom as defined by Shawnee state university, the faculty collective bargaining agreement, or Ohio law.

(E) Timeframe for post-tenure review

(1) No later than September fifteenth of the fall semester following the triggering of a post-tenure review requirement, the department chair/school director and college dean will establish a post-tenure review committee.

If an appeal has been filed regarding the triggering of the post-tenure review, the post-tenure review will be delayed until the appeal has been resolved.

(2) Once established, the post-tenure review committee must meet within twenty working days.

(3) The post-tenure review committee will schedule a conference with the reviewee within ten working days of the first meeting of the post-tenure review committee.

(4) Within ten working days of the conference with the faculty member, the post-tenure review committee will submit their summary and recommendation to the provost.

(5) Within ten working days of receiving the post-tenure review committee recommendations, the provost shall either forward all previous materials submitted during the review and their recommendation for no administrative action to the administrative post-tenure review board (see paragraph (H) of this rule), or will schedule a conference with the reviewee if administrative action has been recommended.

(6) If administrative action is recommended, within five working days of the provost conference, the provost will forward their recommendation and all previous materials submitted during the review process to the administrative post-tenure review board.

(7) The administrative post-tenure review board shall meet within five working days of receiving the provost recommendation and determine the outcome of the post-tenure review within ten working days of their meeting. Within an additional two working days, the review board will notify the faculty member of the outcome in writing.

(8) The university president will provide a written decision on the appeal no later than ten working days following filing of the appeal.

(9) The due process period for post-tenure review, from beginning to end, shall not exceed six months, except that a one-time, two-month extension may be granted by the university president.

(F) Post-tenure review committee

(1) The post-tenure review committee shall consist of the department chair/school director, a tenured full-professor from the reviewee's department appointed by the dean, and two tenured faculty members chosen by the reviewee. One of the faculty members selected by the reviewee must be from their home department.

(2) All faculty members of the post-tenure review committee must be tenured. If there are not enough full professors with tenure in the department, an associate professor may be appointed by the dean.

(3) The dean and department chair/school director will provide information and documentation regarding the need for the post-tenure review to the post-tenure review committee. This shall be reviewed at the first meeting of the committee.

Following review of the provided information, the post-tenure review committee will hold a conference with the faculty member undergoing review.

(4) The post-tenure review committee shall summarize their findings and recommend to the provost whether documented deficiencies in the performance area exist.

(G) Role of the provost

(1) The provost shall review the summary and recommendation of the post-tenure review committee. If the committee has recommended deficiencies exist that require administrative action, the provost will schedule a meeting with the reviewee.

(a) If no administrative action is recommended, and the provost agrees, then no meeting with the reviewee is required.

(b) Following a required meeting with the reviewee, the provost may seek clarification from the post-tenure review committee as needed.

(2) Once the provost has a recommendation, all materials submitted to-date in the post-tenure review process will be forwarded with the provost's recommendation to the administrative post-tenure review board.

(H) Outcomes of post-tenure review

(1) The administrative post-tenure review board will be composed of all college deans.

(2) The administrative post-tenure review board will review all materials and recommendations forwarded from the provost and make a final recommendation on the outcome of the post-tenure review. A simple majority of votes by the board is required to enact administrative actions.

The review board may schedule meetings with any party involved to-date in the post-tenure review process, as needed.

(3) The administrative actions may include:

(a) Censure,

(b) Remedial training, including an improvement plan,

(I) Appeals process

(1) For any of the administrative actions in paragraph (H)(3) of this rule, the reviewee may file an appeal in writing to the university president.

(2) The appeal must allege procedural error; present substantial new facts previously unavailable to the post-tenure review committee, provost, or administrative post-tenure review board; or claim that the administrative action is grossly disproportionate to the deficiency in performance.

(3) The university president may:

(a) Request additional information from any party involved in the post-tenure review process;

(b) Dismiss the appeal if not based on one of the allowable grounds for appeal; or

(4) The university president's decision will be made in writing and will be final.

(J) Prevailing provisions

(1) Until August 22, 2027, the 2024-2027 collective bargaining agreement between Shawnee state university and the Shawnee education association article eleven section fifteen post-tenure review prevails over any conflicting provisions adopted in this rule.

(2) Beginning August 23, 2027, this rule, post-tenure review prevails over any conflicting provisions of a collective bargaining agreement entered into after August 22, 2027.

Last updated December 29, 2025 at 11:46 AM

History

Effective: December 26, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-29 Retrenchment.

(A) Purpose

This rule governs the process by which the university addresses the employment of faculty in response to a reduction of programs or services in accordance with section 3345.454 of the Revised Code.

(B) Definitions

(1) Days: In this rule, days refers to calendar days.

(2) Retrenchment: a process by which a state institution of higher education reduces programs or services, thus resulting in a temporary suspension or permanent separation of one or more institution faculty to account for a reduction in student population or overall funding, a change to institutional missions or programs, or other fiscal pressures or emergencies facing the institution.

(3) Furlough: a non-permanent, unpaid leave of absence from work for a specified period of time. A furlough is not a layoff.

(4) Seniority: the length of continuous employment as a full-time faculty member with the university or its predecessors. Time spent on an approved leave of absence with no break in service shall be considered continuous service.

(1) The reorganization, warehousing, or closure of academic programs that do not substantially affect currently employed full-time faculty are not subject to this rule. In such a case, the relevant university governance procedures will be followed.

(2) The elimination or reassignment of currently employed faculty may occur under the following conditions:

(a) Change(s) in the university's missions or programs.

(b) Upon determination through the normal ongoing academic program review process that a major or program is no longer viable after completion of a program improvement plan (approved by the dean and accrediting body, if applicable) due to such factors as: a pattern of declining enrollment, loss of accreditation, licensure or regulatory changes, or failure of the program to meet academic goals.

(c) Determination by the provost in consultation with the deans, department chairpersons, and school directors of a need to reorganize colleges, schools, or departments, or make modifications to majors or non-major (minors or concentrations) academic programs.

(d) A reduction in student population.

(e) A reduction in overall funding.

(f) An undergraduate program confers an average of fewer than five degrees annually over any three-year period and must be discontinued in accordance with division (C) of section 3345.454 of the Revised Code. No academic year prior to the first academic year in which an undergraduate degree is conferred for the program will be considered in determining this metric.

(g) The university faces the need for quick and substantial retrenchment due to documented extreme circumstances that would not allow the university to continue to operate without a reduction in force.

(h) Other fiscal pressures or emergencies facing the institution.

(3) In such cases in which full-time faculty members may be impacted, such actions will be based on qualifications and seniority. Annually, faculty will provide the department chair with an updated CV and a list of all courses they are qualified to teach by October first of each academic year. The university will cooperate to develop a seniority list that incorporates all eligible personnel. This list will be updated on an annual basis.

(4) Faculty may be reassigned to other departments, majors or non-major academic programs by mutual agreement between the faculty member, the relevant dean(s) and provost and the relevant departments/schools.

(D) Procedures for a long-range determination of reduction in force (RIF)

(1) The long-range RIF process discussed in paragraph (D) of this rule applies as a result of the conditions identified in paragraphs (C)(2)(a) to (C)(2)(f) of this rule, and may occur in academic departments, majors, minors, and concentrations as follows:

The provost shall officially notify the following parties in writing:

(a) The president of the SEA;

(b) The president of the faculty senate; and

(2) Upon issuance of this notice the provost shall create and convene a meeting of a committee comprised of three administrators chosen by the provost and three faculty members chosen by mutual agreement between the SEA president and UFS president to review the matter and develop a report to address the issues and possible alternative actions. At least one of the faculty members must be from the affected unit, with a preference for all colleges being represented. The committee shall elect a chair who shall be responsible for convening and presiding over committee meetings and for delivering the recommendation on schedule.

(a) The report shall be submitted to the provost within forty-five calendar days from the date of the first committee meeting.

(b) The provost will include the report along with their recommendations regarding proposed actions to the president.

(c) Notification of layoffs or reassignments shall be provided to faculty members one year prior to reducing faculty or closing the program and shall include a rationale for the action.

(E) Financial instability

(1) Paragraph (E) of this rule is applicable when there are conditions which may lead to financial instability for the university as in paragraph (C)(2)(h) of this rule.

(2) The university provost shall notify the president of the Shawnee education association and the president of the faculty senate providing evidence that describes the financial circumstances.

(3) The university provost will convene a joint review committee consisting of three university officials appointed by the university president and three individuals selected by mutual agreement between the SEA president and UFS president, with a preference for all colleges being represented. The committee shall elect a chair who shall be responsible for convening and presiding over committee meetings and for delivering the recommendation on schedule.

(4) This joint committee shall review the notice and the accompanying data, and any other relevant documents. The committee shall make recommendations to the provost concerning the financial circumstances and recommendations for methods to improve financial stability. These recommendations will be submitted to the provost within forty-five calendar days after the first committee meeting. The provost with the approval of the president may take action, upon receipt and review of the joint committee's recommendation(s).

(F) Imminent reduction in force and furloughs

(1) This paragraph is applicable when the university faces the need for quick and substantial retrenchment as in paragraph (C)(2)(g) of this rule.

(2) An imminent reduction in force or furloughs may occur when:

(a) The university projects a senate bill six (SB6) ratio of 1.75 or lower for the current fiscal year under rule 126:3-1-01 of the Administrative Code.

In this event, only a furlough of one day per semester may be implemented.

(b) The president with approval of the board of trustees makes a declaration of financial exigency, or the university realizes a first-year senate bill six ratio of 1.75 or lower.

For either of these events, a furlough of up to three days per semester and/or a reduction in force may be implemented.

(3) The university president shall notify in writing the president of the Shawnee education association and the president of the university faculty senate (UFS) providing evidence that supports the extreme circumstances. The notification will include the proposed decision regarding reductions in force and/or furloughs.

(4) This notice shall include a rationale for the determination and supporting data. The provost shall schedule a meeting to discuss the matter and solicit possible alternative actions with the UFS and SEA president to ascertain if it is possible to address the issues without a reduction in force or furloughs. Such alternative proposals may be submitted in writing to the provost within fifteen calendar days after this meeting.

(5) Within fifteen calendar days of receipt of the UFS and SEA jointly written recommendations, the provost will submit the report to the university president along with the determination of whether a reduction in force and/or furloughs is necessary.

(6) The university president (or designee) will notify the UFS and SEA presidents of any final decision regarding the reduction in force and/or furloughs.

(7) Individual written notifications to affected faculty members shall be in accordance with paragraph (I) of this rule.

(G) Procedures for retrenchment

(1) In cases where a major or program is retrenched, the university will limit the impact of retrenchment to the directly affected academic unit.

(2) In all cases, faculty members already employed by the university shall have priority of employment as follows:

(a) Tenured and/or continuing contract faculty in the programs and areas of academic specialization in which they were initially hired to teach or demonstrated competence based on previous teaching and/or preparation;

(b) Tenure-track faculty in their specialization or area(s) of competence;

(d) Full-time instructors (non-tenure) in their specialization or area(s) of competence;

(e) Full time online faculty (non-tenure) in their specialization or area(s) of competence;

(f) Visiting faculty in the programs and areas of academic specialization in which they were initially hired to teach or demonstrated competence based on previous teaching and/or preparation; and/or

(g) Part-time faculty in the programs and areas of academic specialization in which they were initially hired to teach or demonstrated competence based on previous teaching and/or preparation.

(3) Determination of affected faculty members shall be based on seniority as defined in paragraph (B)(4) of this rule, with the most senior person in an affected academic unit of instruction or program to be laid off last. Recall shall be in inverse order of layoff as defined in paragraph (G)(2) of this rule: the last person laid off shall be the first person recalled.

(4) A retrenched faculty member's specialization or area(s) of competence shall be based upon the individual's teaching history at Shawnee state university, relevant scholarship, and academic degree. In cases where a faculty member is reassigned to a different department, that person's credentials shall be reviewed by the relevant department chairperson and faculty to determine appropriate course assignments.

(5) If retrenchment occurs, the university shall reassign duties of part-time faculty in the same specialization or area(s) of competence to a faculty member who would otherwise be retrenched, in order to accommodate the faculty member.

(6) The university shall relocate displaced faculty into other budgeted but vacant administrative or staff positions needing personnel as the faculty member's qualifications permit. If a shift involves movement to an administrative or staff position, the salary and other conditions of employment shall not exceed those which are shown in the guidelines for the administrative or staff position. If the reassignment is to a full-time faculty assignment, the rank and salary shall be the same as held by the faculty member being transferred.

(7) When an opportunity arises to potentially preserve full-time employment for a faculty member who has been retrenched, by combining a needed part-time administrative role with a part-time teaching role, the university will explore the feasibility of such a combination. If feasible, the combined role will be effectuated. When this occurs, the employee will not be a member of the faculty union while they hold the combined position and their credit towards seniority will be suspended while in the combined role. In this situation, the employee retains the right to reinstatement to a full-time faculty position to the same extent as other members who have been retrenched. Employee salary will be prorated based on the proportion of time devoted to each role. The faculty portion will be calculated in accordance with the faculty collective bargaining agreement.

(8) The provost's office will send individual notifications of displacement to impacted faculty members once the provisions of paragraphs (G)(1) to (G)(6) of this rule have been completed.

(H) Considerations for retrenched faculty

(1) Displaced faculty who file a complete, up-to-date dossier (up to date CV and a list of courses they are qualified to teach) with human resources will be considered for such positions by submitting a formal application for a period of one year following the date of retrenchment. Consideration will be given for faculty openings for an additional three years upon receipt of notification of interest by the displaced faculty member.

(2) A retrenched faculty member whose academic unit has been reduced but not eliminated shall have their contract placed in suspension and will have recall rights to that program or unit for three years. A right to recall means that the retrenched faculty member has first rights to a position for which they are deemed qualified by the department chairperson and dean in accordance with reasonable applications of standards of academic merit.

During the three-year period, the faculty member's advancement in the salary system shall cease. Upon recall, the faculty member will enter the salary system at the level held at the time of retrenchment, unless additional degrees, credit hours, and/or related professional experience that were earned during the period of retrenchment place the faculty member at a higher salary level as determined by the provost and the SEA.

(3) A retrenched faculty member whose academic unit has been eliminated shall have their contract placed in suspension and will have recall rights to the program or unit should it be reinstated within a three-year period.

(4) The faculty member may continue benefits provided by the university at the time of retrenchment as provided for in the Consolidated Omnibus Budget Reconciliation Act (COBRA).

(a) Faculty members who are terminated through the processes of this rule, and who choose to continue their medical, dental, vision, and prescription drug insurance benefits per COBRA, will be deemed to have provided notice three months in advance of their termination date. The university will follow the same provisions for implementation of insurance benefits as described in the faculty collective bargaining agreement regarding fringe benefits.

(b) The university shall cease payment of all the retrenched faculty member's other benefits upon retrenchment.

(I) Notification of furlough or layoff

(1) At least fourteen calendar days of advanced written notice of a furlough will be provided to affected faculty members by the department of human resources.

(2) Notice of a faculty member's reassignment, layoff, permanent separation, or non- renewal, will be provided by:

(a) A personally-delivered document; and/or

(b) Certified U.S. mail to the faculty member's last address provided by the member for payroll purposes.

(3) The university's obligation to serve notice is met if the date of personal delivery or the postmarked date of mailing is on or before the date of notification stated in paragraph (I)(1) of this rule.

(4) The layoff shall commence on the date set forth in the notice.

(5) In the case of an outside inquiry about a retrenched faculty member's status, the university will stipulate that their contract suspension was due to program retrenchment.

(6) In the case of layoff or elimination of the position of a faculty member, the university shall provide the faculty member with a letter upon request explaining the conditions of retrenchment. The university will not dispute payment of unemployment benefits.

(J) Seniority and retrenchment

(1) The following situations shall constitute a break in continuous service for which seniority is lost:

(a) Discharge for just cause. However, if reinstated within one academic year, seniority shall be considered continuous.

(b) Retirement.

(c) Non-renewal of contract. However, if reinstated the following academic year, seniority shall be considered to have been continuous.

(d) Retrenchment. However, if recalled within one academic year, seniority shall be considered to have been continuous.

(e) Failure to return to work within thirty calendar days of receipt of recall from layoff.

(f) A resignation where the faculty member is not re-employed or reinstated after thirty-one days or less.

(2) Seniority shall not accrue during the time spent out of the bargaining unit as an administrator, but previously accumulated seniority shall not be lost. A bargaining unit member shall not accrue seniority while on retrenchment, but shall retain seniority earned prior to retrenchment.

(3) Seniority shall accrue during furlough periods.

(4) For retention purposes, if two or more faculty members have the same length of continuous service, seniority shall be determined by the following factors in order:

(a) Tenure/contract status: The retention order shall be as follows: tenured or continuing contract professors, tenured or continuing contract associate professors, assistant professors with continuing contracts, tenure track assistant professors, senior instructors with continuing contracts including FTIs, senior instructors including FTIs, instructors with continuing contracts including FTIs, instructors including FTIs, and full-time online instructors.

(b) Areas of specialization.

(d) Date and time of hiring.

(K) Reorganization

(1) In the event that the university desires to reorganize academic departments, programs, colleges, or other academic units, the university will notify the SEA president and UFS president. The written notification will include the goals, need, rationale, and a timeline. Prior to written notification, joint conversations with the SEA and UFS presidents are permissible. These joint conversations may also include the impacted party or parties.

(2) The SEA and the UFS will have the opportunity to discuss the proposal and provide written feedback which will be considered by the university.

(3) The reorganization process shall adhere to the UFS constitution.

(4) In accordance with section 3345.457 of the Revised Code, the Shawnee state university board of trustees is the ultimate authority to establish and modify academic programs, schools, colleges, institutes, departments, and centers at Shawnee state university.

(L) Prevailing provisions

(1) Until August 22, 2027, the 2024-2027 collective bargaining agreement between Shawnee state university and the Shawnee education association article twenty-two retrenchment, furloughs, and reorganization prevails over any conflicting provisions adopted in this rule.

(2) Beginning August 23, 2027, this rule, retrenchment prevails over any conflicting provisions of a collective bargaining agreement entered into after August 22, 2027.

Last updated December 29, 2025 at 11:46 AM

History

Effective: December 26, 2025
Promulgated Under: 111.15

Ohio Adm.Code 126:3-1-01

(A) State university or college reporting requirements

(1) For the purposes of this rule:

(a) "State university or college" shall have the same meaning as in section 3345.71 of the Revised Code.

(b) "Expendable net position" (formerly "expendable fund balances") shall include the sum of all reported net position (expendable, unrestricted, restricted, and net investment in capital assets).

(d) "Total revenues" mean total current fund revenues, including operating, non-operating, capital appropriations, and other additions.

(e) "Net total revenues" are total revenues minus total expenditures.

(f) "Total expenditures" mean all operating and interest for plant debt expenditures, including other deductions and expenditures.

(2) Fiscal year financial statements

(a) Requirements and submission deadline; extension of submission deadline

No later than October thirty-first of each year, each state university and college shall prepare and submit to the auditor of state, the chancellor, and the director of the office of budget and management fiscal year financial statements for the fiscal year ending the preceding June thirtieth. The fiscal year financial statements shall be prepared in accordance with generally accepted accounting principles and shall be accompanied by required notes and other supplemental information as may be required by the chancellor of higher education.

The chairperson of the board of trustees of a state university or college may make a request to the auditor of state for an extension of the October thirty-first submission deadline. A request for an extension must be in writing delivered by the state university or college to the auditor of state no later than the preceding September thirtieth. The chairperson must deliver in writing a copy of the request for an extension to the chancellor, each member of the board of trustees of the state university or college, and the director of the office of budget and management. The request for an extension must include the reason the state university or college is unable to submit the financial statements by the submission deadline and the date that the state university or college proposes to submit the financial statements to the auditor of state. If the auditor determines that the request for an extension establishes extraordinary circumstances that prevent the state university or college from filing its fiscal year financial statements, the auditor of state may grant an extension of the submission deadline of no more than two months.The state college or university will provide notice of an extension to the chancellor and the director of the office of budget and management.

(b) Notification by auditor of state

If a state university or college does not submit the fiscal year financial statements by the submission deadline, the auditor of state shall send written notice within thirty days after the submission deadline to the governor, the chancellor, the director of budget and management, the legislative service commission, and the chairpersons and ranking minority members of the finance committees of the house of representatives and the senate.

Upon receipt of the notice from the auditor of state that a state university or college did not submit the fiscal year financial statements by the submission deadline, the chancellor shall require the state university or college to provide a written statement identifying the reasons for failing to file the fiscal year financial statements by the submission deadline and a date on which the state university or college expects to submit the financial statements to the auditor of state. The written statement required under this paragraph shall not constitute an extension of the submission deadline for the fiscal year financial statement.

(3) Audited year-end report

(a) Each state university or college shall cooperate with the auditor of state to cause to be performed no later than December thirty-first succeeding the end of the fiscal year an annual audit of the financial records of the state university or college in accordance with generally accepted governmental auditing standards and the uniform administrative requirements, cost principles, and audit requirements for federal awards. The auditor of state may grant an extension for the completion of the audit of no more than two months if the auditor of state determines that extraordinary circumstances justify the extension. The state college or university will provide notice of an extension to the chancellor and the director of the office of budget and management. Upon release of the annual audit by the auditor of state, the auditor shall provide notice to the chancellor.

(b) If the annual audit of a state university or college by the auditor of state discloses substantive audit findings, the auditor of state shall send written notice of the substantive audit findings to the governor, the chancellor, the director of budget and management, the legislative service commission, and the chairpersons and ranking minority members of the finance committees of the house of representatives and the senate.

Substantive audit findings include but are not limited to:

(i) The inability to make timely payments to vendors, delays in making pension retirement contributions or requests for advanced state funding;

(ii) A significant negative variance between budgeted and actual spending for a fiscal year;

(iii) A significant operating deficit in the restricted and unrestricted funds that could have a negative impact on the financial condition of the state university or college for the fiscal year;

(iv) Significant deficiencies, material weaknesses, direct and material legal noncompliance or management letter comments which, in the opinion of the auditor of state, the aggregate effect of all such reported issues has a significant effect on the financial condition of the state university or college for the current and future years; or

(v) A modified (qualified, adverse, or disclaimer) opinion on financial statements or grant compliance which, in the opinion of the auditor of state, has significant impact on the financial condition of the state university or college.

(4) Ratio analysis

Upon receipt of the annual audit, the chancellor shall perform a ratio analysis of the financial condition of the state university or college as follows:

(a) Calculate ratios:

(i) Viability ratio: if plant debt is less than fifty thousand dollars, assign a 5.0 as the threshold factor, but if plant debt is fifty thousand dollars or greater, expendable net position divided by plant debt and assign a threshold factor using paragraph (A)(4)(b) of this rule;

(ii) Primary reserve ratio: expendable net position divided by total expenditures and mandatory transfers;

(iii) Net income ratio: net total revenues divided by total revenues.

(b) Assign threshold factors for calculated ratios:

THRESHOLD FACTORS
	0	1	2	3	4	5
Viability ratio	<0	0 to.29	.30 to.59	.6 to.99	1.0 to 2.50	>2.50
Primary reserve ratio	<-.1	-.1 to.049	.05 to.099	.10 to.249	.25 to.49	>.49
Net income ratio	<-.05	-.05 to 0	0 to.009	.01 to.029	.03 to.049	>.049

(c) Multiply the assigned threshold factor for the viability ratio by thirty per cent. Multiply the assigned threshold factor for the primary reserve ratio by fifty per cent. Multiply the assigned threshold factor for the net income ratio by twenty per cent.

Add the products of the multiplication to obtain the composite result of the ratio analysis.

If the chancellor is unable to perform a ratio analysis because the state university or college has received a modified (qualified, adverse, or disclaimer) audit opinion, the state university or college shall be deemed to have a composite result of the ratio analysis of 1.75 or 0.75, as determined at the discretion of the chancellor, in consultation with the auditor of state and the office of budget and management, based on the relative financial health of the state university or college.

(d) The chancellor shall perform an additional ratio analysis under this paragraph using the methodology outlined above exempting pension liabilities, other postemployment benefits, and related changes in revenues or expenditures due to adjustments in the audited financial statement of a state university or college as a result of the implementation of government accounting standards board statements 68 and 75. For purposes of this rule, the chancellor will determine which composite result of the ratio analysis performed under this paragraph most accurately reflects the financial condition of the state university or college. The chancellor may request additional information as needed to assess the financial condition of the state university or college.

(5) Quarterly financial report

(a) Not later than thirty days after the end of each calendar quarter, each state university and college shall submit a quarterly report signed by the president and treasurer, chief financial officer or equivalent position of the state university and college to the chancellor whom shall compile the reports and distribute them to the director of the office of budget and management, the legislative service commission, and the chairpersons and ranking minority members of the finance committees of the house of representatives and the senate. The quarterly report shall be in the form prescribed by the director of budget and management. The quarterly report shall be a "statement of revenues, expenditures, and other changes" for the year to date prepared on the same basis as that used in the budget for the state university or college.

(b) Reportable events

In addition to the requirements of paragraph (A)(5)(a) of this rule, the quarterly report shall contain a narrative statement indicating whether any of the following events have occurred during the period covered by the report:

(i) The state university or college requested an advance of state subsidy money during the quarter covered by the report;

(ii) The state university or college delayed or failed to make any payments to applicable retirement systems (e.g., P.E.R.S. or S.T.R.S.) required to be made during the quarter covered by the report;

(iii) The state university or college failed to make any scheduled payroll payments payable during the quarter covered by the report;

(iv) The state university or college failed to make any payments to vendors when due during the quarter covered by the report as a result of a cash deficiency or a substantial deficiency in the payment processing system of the state university or college;

(v) The state university or college failed to make any scheduled payment of principal or interest for short- or long-term debt during the period covered by the report;

(vi) The state university or college has revised its original budget for the fiscal year and the revision will result in a substantially reduced ending general fund balance or larger deficit;

(vii) The state university or college projects a significant negative variance between its most recently adopted annual budget and actual revenues or expenses at the end of the fiscal year.

(viii) The state university or college is identified by the federal government or a regional accrediting organization as subject to heightened reporting standards or special monitoring status, including but not limited to the United States department of education's heightened cash monitoring process.

(ix) The state university or college has not completed an annual audit pursuant to (A)(3) of this rule.

(x) There is a vacancy in the state university or college's position of treasurer, chief financial officer, or equivalent position that has lasted more than forty-five days.

(xi) The state university or college reported less than thirty (30) days cash on hand.

(c) If any reportable event listed in paragraph (A)(5)(b) of this rule has occurred, in addition to the requirements of paragraphs (A)(2)(a) and (A)(5)(a) of this rule, the state university or college shall describe to the chancellor in a separate document:

(i) The reason for the reportable event;

(ii) The anticipated impact on the state university or college's year-end financial positions;

(iii) The action(s) taken by the state university or college to resolve the reportable event; and

(iv) The action(s) taken by the state university or college to prevent a reoccurrence of the reportable event.

(B) Criteria for determining fiscal watch

(1) The state university or college fails to submit its fiscal year financial statements in accordance with paragraph (A)(2)(a) of this rule;

(2) The state university or college fails to obtain an audited year-end report as required by paragraph (A)(3)(a) of this rule;

(3) The state university or college has a composite result of the ratio analysis calculated in accordance with paragraph (A)(4) of this rule of 1.75 or less for two consecutive fiscal years;

(4) The state university or college has a composite result of the ratio analysis calculated in accordance with paragraph (A)(4) of this rule of 1.75 or less and the chancellor has determined that the state university or college has failed to take decisive action to improve its financial condition;

(5) The state university or college has a composite result of the ratio analysis calculated in accordance with paragraph (A)(4) of this rule of 1.75 or less and one or more of the reportable events listed in paragraph (A)(5)(b) of this rule has occurred during the reporting period;

(6) The state university or college has a composite result of the ratio analysis calculated in accordance with paragraph (A)(4) of this rule of 1.75 or less and the auditor of state has reported one or more substantive audit findings; or

(7) The state university or college receives a disclaimer of opinion on its last audited financial statement.

(8) The state university or college experiences a reportable event listed in paragraph (A)(5)(b) of this rule and the chancellor determines that immediate and decisive action is necessary to improve the state university or college's financial condition.

(9) The conditions under which the state university or college was placed into fiscal caution have not improved in a satisfactory manner or the university or college has failed to comply with the requirements of section 3345.721 of the Revised Code, as determined by the chancellor; or

(10) Failure by a state university or college to provide the chancellor with all information requested under section 3345.721 of the Revised Code in a satisfactory manner, or failure to meet a deadline required by rule or statute, as determined by the chancellor.

If the chancellor determines that any of the criteria set forth in paragraph (B) of this rule applies to a state university or college for reasons other than natural disaster, the chancellor shall issue a directive declaring the state university or college to be in a state of fiscal watch. The chancellor shall certify the declaration of fiscal watch to the governor, the director of budget and management, the auditor of state, the legislative service commission, the chairpersons and ranking minority members of the finance committees of the house of representatives and the senate, and the board of trustees, president, and treasurer, chief financial officer, or equivalent position of the state university or college in a state of fiscal watch.

(D) Actions to be taken by the board of trustees and employees

(1) The board of trustees of a state university or college in a state of fiscal watch shall:

(a) Within ninety days of the declaration of fiscal watch adopt a financial recovery plan with the purpose to end fiscal watch within three years, and submit the plan to the chancellor. The chancellor will evaluate the initial financial recovery plan, in consultation with the director of the office of budget and management, and either approve or disapprove it within thirty calendar days from the date of its submission. If the initial financial plan is disapproved, the chancellor will provide a summary of the modifications necessary to render the financial recovery plan acceptable, which the state university or college will incorporate into the plan and return to the chancellor in revised form within thirty calendar days from the date of receipt. No state university or college may implement a financial recovery plan submitted to the chancellor under this section unless the chancellor has approved the plan. The financial recovery plan shall contain:

(i) An analysis of the financial difficulty of the state university or college and the causes of all significant revenue or expenditure problems;

(ii) A description of efforts or initiatives proposed or undertaken by the state university or college to address the financial difficulties, including an estimation of the time required to resolve the financial difficulties;

(iii) An analysis of how these efforts or initiatives have resolved or will resolve the financial difficulties;

(iv) A description of contingency plans designed to address the financial difficulties, and other potential circumstances that could worsen the financial difficulties;

(v) A financial forecast for three years, including a description of key assumptions and methodology which will correct all fiscal conditions at the end of the three year period;

(vi) Such other information, reports, and documentation as the chancellor may request.

(b) Consult with the auditor of state regarding any necessary or appropriate steps to bring the books of account, accounting systems, and financial procedures and reports of the state university or college into compliance with requirements prescribed by the auditor of state, regarding desirable modifications and supplementary systems and procedures pertinent to the university or college. The auditor of state shall provide a written report to the board of trustees outlining the nature of the financial accounting and reporting problems of the state university or college and recommendations for actions to be undertaken to correct the financial accounting and reporting problems.

(c) Direct the state university or college to develop an effective financial accounting and reporting system by promptly bringing its existing system of financial accounting and reporting into compliance with the standards required by the auditor of state.

(d) Establish a process by which the board of trustees or a committee thereof will undertake monthly reviews of revenues, expenditures, and encumbrances consistent with the financial recovery plan required by paragraph (D)(1)(a) of this rule.

(e) Approve and monitor the monthly levels of expenditures and encumbrances and require supporting documentation to substantiate any departure from any approved level.

(2) The employees of the state university or college shall diligently and promptly assist the board of trustees in the performance of its duties under this rule, including the furnishing of any supporting documentation or other information requested.

(E) Reporting obligations of state university or college in a state of fiscal watch and board of trustees

(1) Each quarter during the fiscal watch, a state university or college in a state of fiscal watch shall provide to the board of trustees and the chancellor the quarterly financial report required in paragraph (A)(5)(a) of this rule, the narrative required in paragraphs (A)(5)(b) and (A)(5)(c) of this rule, and any significant changes to the financial recovery plan adopted pursuant to paragraph (D)(1)(a) of this rule or significant areas of noncompliance with the financial recovery plan.

(2) On or before the anniversary of the declaration of fiscal watch by the chancellor and annually thereafter during the fiscal watch, the board of trustees shall make reports to the governor, speaker of the house of representatives, the president of the senate, the chancellor, the auditor of state, the legislative service commission, and the director of the office of budget and management detailing the progress of the state university or college to eliminate fiscal watch conditions, failures of the state university or college to comply with this rule, and plans for further actions to attain the objectives of this rule. The board of trustees may make such interim reports as it may determine to be appropriate for such purposes or as may be requested by the governor, either house of the general assembly, the director of the office of budget and management, or the chancellor.

(F) Criteria for termination of fiscal watch

(1) The chancellor, after consulting with the auditor of state and office of budget and management, shall terminate the fiscal watch of a state university or college when in its opinion:

(a) The state university or college in a state of fiscal watch achieves a composite result of the ratio analysis calculated in accordance with paragraph (A)(4) of this rule of at least 2.40 for a fiscal year;

(b) The state university or college has remediated all of the conditions that led to the fiscal watch, including any cash flow problems, the inability to prepare fiscal year financial statements in a timely manner, substantive audit findings, an audit that discloses no substantive findings, or reportable events; and

(2) If in the opinion of the chancellor the fiscal watch should be terminated, the chancellor shall issue a directive declaring the termination of the fiscal watch and shall certify the termination to the governor, the speaker of the house of representatives, the president of the senate, chairs and ranking members of the house and senate finance committees, the legislative service commission, the director of the office of budget and management, and the board of trustees of the state university or college.

(G) Conservatorship

(1) Criteria for certifying appointment of conservator

(a) The state university or college either has a composite result of the ratio analysis calculated in accordance with paragraph (A)(4) of this rule of 0.75 or less or does not have a composite result due to an audit not yet available for the institution, and, in the judgment of the chancellor, after consultation with the office of budget and management, the state university or college is experiencing a serious failure of financial administration and has failed to take decisive action to restore financial health or have been unsuccessful in their efforts to restore financial health; or

(b) The state university or college has been in a state of fiscal watch for three full consecutive years, and in the judgment of the chancellor, after consultation with the office of budget and management, the state university or college is experiencing serious failure of financial administration; or

(c) The state university or college has one or more reportable events listed in paragraph (A)(5)(b) of this rule, or was placed on fiscal watch under paragraph (B)(2) or (B)(7) of this rule, and in the judgment of the chancellor, after consultation with the office of budget and management, the state university or college is experiencing serious failure of financial administration and has failed to take decisive action to restore financial health or has been unsuccessful in their efforts to restore financial health.

If any of the criteria in paragraphs (G)(1)(a) to (G)(1)(c) of this rule are met, the chancellor shall determine that the state university or college in a state of fiscal watch is experiencing sufficient fiscal difficulties to warrant the appointment of a conservator. If the chancellor determines a conservator is warranted the chancellor shall request certification from the office of budget and management that the state university or college is experiencing sufficient fiscal difficulties to warrant the appointment of a conservator. Upon receipt of the certification from the office of budget and management, the chancellor shall then certify this determination to the governor.

(2) Development of a financial stability plan by governance authority

Within ninety days after the appointment of the governance authority for a state university or college pursuant to section 3345.75 of the Revised Code, the governance authority shall develop a financial stability plan, the provisions of which are subject to the approval of the chancellor, after consultation with the director of budget and management. The financial stability plan shall be designed to achieve the objectives established by paragraphs (G)(3)(b) to (G)(3)(e) of this rule as expeditiously as possible, thereby permitting the termination of the conservatorship for the state university or college.

(3) Termination of governance authority

The governance authority shall certify to the governor that the state university or college is experiencing sufficient fiscal stability to warrant termination of the governance authority when:

(a) In the opinion of the governance authority, the state university or college has prepared a financial recovery plan required by paragraph (D)(1)(a) of this rule and has satisfied all of the conditions stated in the financial recovery plan;

(b) In the opinion of the governance authority, the state university or college has demonstrated the ability to produce materially accurate and complete financial statements and other reports of account balances and transactions for internal and external use on a timely basis, as certified by the governance authority;

(c) In the opinion of the governance authority, key financial administration positions at the state university or college are filled by appropriately qualified and trained personnel;

(d) In the opinion of the governance authority, there is a material improvement in the fiscal stability of the state university or college as indicated by the viability, primary, and net income ratios as calculated in paragraph (A)(4) of this rule. For the purposes of this paragraph, "material improvement" means that, in the judgment of the governance authority, a reasonable financial stability plan is in place to achieve a composite result of the ratio analysis of 2.40 for the state university or college within three fiscal years; and

(e) In the opinion of the auditor of state, in its annual audit report, there are no material weaknesses in the internal controls of the state university or college.

Last updated August 6, 2026 at 7:29 AM

History

Effective: July 2, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3362-2-30 Experiential learning requirement.

(A) Purpose

This rule establishes the framework for integrating experiential learning into undergraduate education at Shawnee state university. It aims to enhance student learning through real-world engagement, foster career readiness, and strengthen community and industry partnerships.

(B) Scope of authority

This rule applies to all undergraduate students enrolled in degree programs. It covers credit-bearing and non-credit experiential learning activities relevant to the student's area of study, including but not limited to:

(1) Internships and co-ops.

(2) Service learning.

(3) Undergraduate research.

(4) Clinical and field placements.

(5) Study abroad and global experiences.

(6) Creative and entrepreneurial projects.

All undergraduate students entering Shawnee state university beginning August 2026 must complete at least one approved experiential learning activity prior to graduation. This requirement ensures that students have had the opportunity to apply academic knowledge in practical settings, reflect on their experiences, and develop transferable skills.

(D) Definitions

The following definitions shall apply to this rule:

(1) "Approval experience." Activity that meets institutional criteria for supervision, duration, reflection, and assessment.

(2) "Experiential learning." Structured learning that occurs through direct experience and reflection, guided by intentional learning outcomes.

(3) "Work experience." Work experience involves learning practical skills and gaining insights in a work setting in order to understand specific roles, companies, and/or career paths. This may include activities typically done without any payment.

(4) "Internship." An internship is a partnership between students, the university, and an employer(s) that formally integrates academic study with work or community service experience. Internships:

(a) Are of a specified and definite duration;

(b) Evaluate each participating student's performance from both the university and employer's perspectives;

(c) May provide the student with academic credit upon successful completion and/or may provide students with compensation in the form of wages, salaries, stipends, or scholarships; and

(d) May be full-time or part-time during the internship period.

(5) "Cooperative education (co-op)." A co-op is a partnership between students, the university, and an employer(s) that formally integrates academic study with work experience in cooperating employer organizations and:

(a) Alternates or combines periods of academic study and work experience in appropriate fields as an integral part of student education;

(b) Provides students with compensation from the cooperative employer in the form of wages or salaries for work performed;

(d) Provides academic credit upon successful completion of their cooperative education; and

(6) "Service learning." Service learning (can be credit-bearing or non-credit-bearing) is a structured experience that integrates meaningful community service with academic instruction and structured, individual reflection. The experience enhances student learning by fostering civic responsibility, deepening understanding of course content, and addressing real-world community needs in partnership with local, regional, or global organizations. Acceptable service-learning activities should include one or more of the following characteristics:

(a) Curriculum-based: tied to academic content and learning objectives.

(b) Community-focused: addresses real needs identified by the community.

(d) Reflective: includes structured reflection to deepen understanding and personal growth.

(e) Developmental: encourages civic engagement, critical thinking, and social responsibility.

(7) "Undergraduate research." Faculty-mentored, inquiry-based learning experience in which students engage in the systematic investigation or creative exploration of a topic of interest. The process contributes to the discovery, interpretation, and/or application of knowledge and is grounded in the standards of the relevant academic discipline. Undergraduate research:

(a) May occur within or beyond the classroom and culminates in a product that is shared with others through presentations, publications, exhibitions, or performances.

(b) Should foster critical thinking, problem-solving, and communication skills, while preparing students for graduate study, professional careers, and lifelong learning.

(8) "Clinical and field placements." Structured, supervised experiential learning opportunities that occur in professional practice settings outside the traditional classroom. These placements are integral to academic programs in fields such as health sciences, education, and social work, and are designed to help students apply theoretical knowledge, develop professional competencies, and meet licensure or certification requirements.

(9) "Study abroad and global experiences." Structured academic or co-curricular programs that immerse students in international or intercultural contexts to enhance their global awareness, cross-cultural competencies, and academic learning. Experiences can vary in duration from short-term faculty-led programs to semester- or year-long exchanges.

(10) "Creative and entrepreneurial projects." Student-initiated or faculty-guided endeavors that involve the development, design, or implementation of original ideas, products, performances, or ventures, and which:

(a) Emphasize innovation, problem-solving, and creative expression;

(b) May include, but not limited to academic, artistic, or business-oriented experiences;

(d) May be conducted individually or collaboratively;

(e) Should foster critical thinking, initiative, and real-world application of disciplinary knowledge, and may be integrated into coursework, capstone experiences, or co-curricular programs.

(E) Risk management

(1) All experiences must comply with board of trustees policy 2.22 and all other university policies on safety, liability, and data privacy.

(2) Students participating in off-campus experiences must complete a risk acknowledgement form.

(F) Continuous improvement

This rule will be reviewed biennially.

Important links: policy 2.22 student work experiences, internships, and cooperative education programs.

Last updated May 1, 2026 at 8:08 AM

History

Effective: April 30, 2026
Promulgated Under: 111.15

Chapter 3362-3 Student Affairs

Ohio Adm.Code 3362-3-01 Admission and degree requirements.

(A) Purpose

Shawnee state university (SSU), created pursuant to Chapter 3362. of the Revised Code, serves as the regional state university for southern Ohio. SSU is an open access university for all students who have successfully completed a high school education. This rule serves to identify SSU's requirements for admission to the university's degree and non-degree programs -- including undergraduate, graduate, online, and non-credit -- and the credit requirements for those programs, where applicable.

(B) Admission requirements for baccalaureate and associate degree programs

(1) Admission to university baccalaureate or associate degree programs is determined by an applicant's earned high school diploma, as defined by the state of Ohio, level of "college preparedness" as defined by the state of Ohio's uniform statewide standards for remediation-free status (see link to state standards web page in paragraph (B)(2) of this rule), and ability to meet the requirements of a specific selective-admission program.

(a) Non-college prepared students. Applicants not meeting the college preparedness standard may be admitted into a non-selective admission associate degree program or may be admitted as an undecided student with an intended broad program of study in either associate- or baccalaureate-level degrees. These students will be required to participate in university programs and courses for underprepared college students. Students with an undecided major must declare a specific major no later than the semester following completion of thirty credit hours of coursework in residence at Shawnee state university.

(b) International applicants. Admission requirements for international applicants also include meeting a university-established minimum test score on the test of English as a foreign language (TOEFL) or equivalent for applicants whose native language is not English and proof of sufficient financial resources.

(c) Transfer students. Applicants applying for admission to associate or baccalaureate programs who have earned credit post high school from other regionally accredited colleges or universities are considered transfer students and are admitted under the same standards described in paragraphs (B)(2) and (B)(3) of this rule and may be subject to additional requirements.

(2) Associate degrees. The university offers both selective and non-selective admission associate degree programs. All associate degree programs will require a minimum of sixty hours of undergraduate credit and completion of university requirements and a curriculum specified for the particular program prescribed in the Shawnee state university catalog at the time of the applicant's matriculation.

(3) Baccalaureate degrees. The university offers both selective and non-selective admission baccalaureate degree programs. Bachelor's degree programs shall require a minimum of one hundred twenty hours of undergraduate credit and completion of university requirements and a curriculum specified for the particular program prescribed in the Shawnee state university catalog at the time of the applicant's matriculation. Reduced-credit hour baccalaureate degrees that are approved by both the Ohio department of higher education, the institutional accreditor (e.g. the higher learning commission), and applicable programmatic accreditor may be offered.

(1) Master's degree programs shall require a minimum of thirty hours of credit at graduate level and completion of university requirements and a curriculum specified for the particular program prescribed in the Shawnee state university catalog at the time of the applicant's matriculation.

(a) Applicants are only admitted to selective admission master's degree programs.

(b) Applicants to an SSU master's degree program must present evidence of an earned bachelor's degree from a regionally accredited institution or the equivalent thereof and meet the requirements for the program for which they are applying.

(2) Doctoral degrees generally require the successful completion of at least ninety semester credit hours (or one hundred thirty-five quarter credit hours) of work beyond the bachelor's degree or at least sixty semester credit hours (or ninety quarter credit hours) beyond the master's degree. Deviations from these credit hour guidelines require proper justification and state approval.

(a) Applicants are only admitted to selective admission doctoral degree programs.

(b) Applicants to an SSU doctoral degree program must present evidence of an earned master's degree from a regionally accredited institution or the equivalent thereof and meet the requirements for the program for which they are applying.

(D) Non-degree seeking applicants

Individuals who enroll at the university who are not seeking a degree for reasons or circumstances such as personal enrichment, guest status, dual credit enrollments, college credit plus, or other early college programs will be admitted as non-degree students. Credits earned as a non-degree seeking student may be applied upon admission to a degree program.

(E) Applicant criminal history and background information

(1) All applicants to the university shall be required to provide information regarding their criminal history and background information as part of the admissions process. Failure to disclose criminal history as required, or providing false or misleading information, may result in disciplinary action, up to and including dismissal.

(2) In recognition that depriving all past offenders of access to higher education may not always align with the university mission, past criminal or disciplinary action will not automatically bar admission to the university. Providing education to these applicants will be balanced against the university's need to determine if admission of the applicant poses an undue or unreasonable risk to safety, security, or welfare of the university or the university community.

(3) In all cases where an applicant to the university has a criminal conviction, pending criminal charges, or has been dismissed or denied admission from an institution of higher education, additional information, including a criminal background check, will be requested. The information will be reviewed by the Shawnee state director of public safety and the dean of students. The dean of students will determine if the applicant will be admitted, denied admission, or required to interview with the dean of students prior to an admissions decision.

(4) The following, unless reversed on appeal, will disqualify an applicant from admission to the university:

(a) A plea of guilty or nolo contendre (no contest) to, a finding of guilty by a jury or court, or conviction of any of the following felonies or misdemeanors:

(i) A sex offense, as defined in Chapter 2907. of the Revised Code;

(ii) An offense of violence, as defined in division (A)(9)(a) of section 2901.01 of the Revised Code;

(iii) An offense substantially comparable to those described in paragraphs (E)(4)(a)(i) and paragraph (E)(4)(a)(ii) of this rule, under the laws of the United States or a state other than Ohio;

(b) An applicant is also disqualified from admission to the university if they have:

(i) Been found responsible for an offense as a juvenile that would be a felony if committed by an adult;

(ii) Been found responsible for or admitted responsibility to sexual assault, sexual harassment, dating violence, domestic violence, or stalking at another school or institution of higher education; or

(iii) Been removed from another institution for disciplinary reasons prior to their application for admission at Shawnee state university.

(c) Applicants disqualified under paragraph (E)(4)(a) or (E)(4)(b) of this rule or any subsection of either, may file an appeal for disqualified applicant admission that will be reviewed by the Shawnee state director of public safety and the dean of students. The dean of students will determine in their sole discretion if the applicant will be admitted or denied admission, according to the disqualified applicant admission procedure.

(5) Following review of applicant's criminal history and any required interview under paragraph (E)(3) or (E)(4)(c) of this rule, the admission decision and any conditions of admission will be delivered to the applicant in writing. The dean of students' decision is final.

(6) Applicants with criminal history who are admitted to the university may not be eligible for licensures associated with certain programs of study, and admission to the university does not grant admission to selective admissions programs at the undergraduate or graduate level. Once admitted to the university, applicants with a criminal history are subject to rule 3.20, university housing, which may prohibit them from living in or visiting university-owned or managed residential facilities.

(7) Admissions procedures may be developed and adopted to allow exceptions to paragraph (E) of this rule for applicants seeking admission to Shawnee state university second chance programs, including prison education programs and/or rehabilitation and recovery programs delivered exclusively online or off-campus at Shawnee state university second chance program sites.

Important links:

University catalog: https://www.shawnee.edu/registrar/academic-catalog

State of Ohio's uniform statewide standards for remediation-free status: https://highered.ohio.gov/static/files/uploads/college-readiness/2021%20Uniform%20Remediation%20Free%20Standards.pdf

Last updated August 26, 2025 at 7:33 AM

History

Effective: August 22, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3362-3-04 Student education records privacy and release.

(A) The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, requires educational institutions to protect the privacy of student educational records and to ensure that students have access to their own educational records. As such, Shawnee state university will have a procedure and processes in place to ensure university compliance with FERPA's requirements. The procedure will include, but not be limited to the following: the method for informing students of their FERPA rights; and information regarding the campus locations of student educational records and the university officials who have authorized access to educational records. The procedure may also identify whether the university will have a student directory and if so, the type of student information that will be listed in such directory as well as the process for students to opt out of the directory.

(B) The president will be responsible for directing the adoption, implementation, and ongoing review and revision of policies and procedures required to administer compliance of FERPA.

Last updated October 15, 2024 at 1:43 PM

History

Effective: March 24, 2014
Promulgated Under: 111.15

Ohio Adm.Code 3362-3-09 Student conduct.

(A) The university is committed to providing a fulfilling and rewarding learning experience that enables students to achieve their full academic potential. This commitment is underpinned by an expectation that all members of the university will conduct themselves in a manner consistent with the university's mission. All students are responsible for conducting themselves in a manner that fosters a learning environment in which the rights, dignity, worth and freedom of each member of the academic community is respected. A university conduct code for students is an effective mechanism to address student behavior.

(B) The university will have a student conduct code that applies to students and student organizations and addresses conduct that occurs on and off campus. Such conduct code will also include a separate process for academic misconduct. Students shall be afforded appropriate due process in the resolution of any allegation(s) of violations of the student conduct code. Students found responsible for violations are subject to sanctions which in more serious cases may include removal from student housing or suspension or expulsion from the university.

(D) The provost shall ensure that employees responsible for administering the conduct code and/or guidelines are trained regularly.

(E) The university may hold students accountable for a violation of the behavioral proscriptions contained in the student conduct code. The student conduct code shall focus on the following objectives:

(1) The university's responsibility for ensuring members of the university full and equal opportunity to obtain their educational objectives.

(2) The university's responsibility to protect the health, safety and general welfare of persons in the university community.

(3) The university's academic integrity.

(4) The university's image and reputation.

(F) Violations of the student conduct code include those activities that interfere with either the university's primary educational responsibility of ensuring the opportunity of all members of the university community to attain their educational objectives; or the university's commitments to community, maintaining and protecting property, keeping records, providing living accommodations and other services, and sponsoring non-classroom activities such as, but not limited to, lectures, concerts, athletic events, and social functions:

(1) Conduct that interferes with the educational mission of the university.

(2) Conduct that endangers the health and safety of others.

(3) Sexual misconduct.

(4) Misusing or destroying university property or property of others.

(5) Conduct that interferes with the student conduct code process.

(G) The student conduct code and any revisions will be effective upon approval of the provost and president.

Last updated October 31, 2022 at 9:08 AM

History

Effective: October 30, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-3-11 Alcohol general rules.

(A) Purpose

Shawnee state university is committed to a healthy and safe environment for students, faculty and staff, and visitors in venues where the presence of alcohol does not interfere with the learning experience or the peaceful environment of the campus and community. This rule establishes parameters for the purchase, possession, distribution, and consumption of alcohol as described herein and in accordance with related procedures.

(B) Student events (university-sponsored on and off campus)

For university-sponsored events targeted to students, student purchase, possession, distribution, and consumption of alcoholic beverages are prohibited without prior authorization. This includes events on or off campus, and in university-provided vehicles.

The prior-approved purchase and consumption of alcoholic beverages on university property for events and conferences must be in accordance with the exclusive food services agreement and any alcohol operating license held and maintained by the university and/or its food services vendor.

(D) Insurance

If the event at which alcohol is purchased and/or consumed is sponsored by a non-university group or individual, proof of an appropriate level of liability insurance may be required. Decisions about insurance requirements will be made by the university events office in collaboration with the university's risk manager.

(E) Student housing

(1) The sale of alcoholic beverages in residence halls (owned or managed by the university) is prohibited.

(2) The possession and consumption of alcoholic beverages for legal-aged (age twenty-one or older) residents is permitted in residence halls contingent upon compliance with established residence hall rules, university policy and procedures, and subject to full compliance with state and local laws.

(F) Personal conduct

Patrons, including students, attending events at which alcoholic beverages are served will be held responsible for their personal conduct, as well as the conduct of guests. A violation of this rule may be found when university officials or the department of public safety determine that an individual's conduct while possessing or consuming an alcoholic beverage is irresponsible, disorderly, or inconsiderate.

(G) General prohibition

(1) The use or sale of alcohol by any person (students, employees and visitors) on campus property (managed or owned by the university) or at university-sponsored off campus activities is prohibited in instances that are inconsistent with state or local laws and restrictions and as established by this rule or an accompanying procedure.

(2) Violations of university policy or engagement of illegal actions will result in the involved individual(s) being subject to sanctions and/or enforcement results as referenced and incorporated by university policy and/or applicable laws.

(H) Procedures

The president will ensure the establishment of procedures necessary to effectively implement this rule.

Last updated July 7, 2023 at 10:36 AM

History

Effective: July 7, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-3-12 University housing.

(A) Purpose

Shawnee state university (SSU) has an obligation to ensure that housing policies and programs exist that will maximize the educational potential of the residential life of the university.

(B) Residence life as an educational experience

(1) In addition to the other forms of education it practices, Shawnee state university endorses and supports the particular value of higher education as provided by a residential campus community. Residential settings offer students unparalleled opportunities to gain from social interactions and other life experiences that characterize on-campus housing and dining.

(2) When residential living is part of an organized program, the educational and personal gains from simple access and participation can be substantial. For these reasons, SSU develops and maintains programs that ensure the residential experience contributes insignificant ways to the total education of students.

(1) As a condition of admission and continued enrollment, all freshman and sophomore students in their first and second years of attendance and who have completed less than sixty hours of college credit beyond high school who live more than fifty miles from campus are required to live in university housing, to the extent that space is available, and to take their meals in dining facilities as provided in meal plans approved by the university. Under this policy, a freshman is defined as a student who has earned twenty-nine or fewer college credit hours beyond high school graduation as of the start of the academic year and a sophomore is a student who has at least thirty hours of college credit beyond high school graduation as of the start of the academic year. For the purposes of the preceding sentence only, credit earned through Ohio college credit plus or a similar program, or credits earned through high school advanced placement or international baccalaureate courses shall not fall within the definition of "college credit."

(2) All varsity student athletes receiving any athletic scholarship assistance and all international students are required to live in university housing, to the extent that space is available, and to take their meals in dining facilities as provided in meal plans approved by the university. These student athletes are also required to maintain a meal plan of at least twelve meals per week while enrolled at the institution.

(3) Exceptions to the on-campus housing and meal plan requirements in paragraphs (C)(1) and (C)(2) of this rule include the following: married students, single parents with full or shared custody of children, veterans, students over the age of twenty-three, transfer students with more than sixty transferred credits earned beyond high school graduation (international students and students on athletic scholarships do not fall within this exception), and other extraordinary circumstances as determined by the chief enrollment officer.

(4) Individuals prohibited from student housing

(a) Individuals are prohibited from living in and/or visiting university-owned or managed residential facilities if they:

(i) Have been convicted of any felony of violence, and/or

(ii) Are a convicted sex offender, and/or

(iii) Have been convicted of a felony or were found responsible for an offense as a juvenile which would be a felony if committed by an adult and have not completed their associated sentence, probation, and/or parole, whichever applicable.

(b) The university may exclude other individuals from university housing based upon health, safety and/or conduct reasons in accordance with procedures and/or guidelines approved by the president.

(D) Terms and conditions for student residents

As a condition to living in student housing, students will be required to agree to requirements established by the university, which may be in the form of a housing contract. Failure to fully and accurately complete the contract may be a reason to exclude a student for university housing. The housing contract form shall be approved by the chief enrollment officer.

(E) The board of trustees will retain authority for establishing rates for residential housing and meal plans.

(F) Guidelines

The university will have guidelines for student housing and residence life that may be produced in electronic form. Such guidelines will be approved by the president.

Last updated December 15, 2023 at 7:38 AM

History

Effective: December 15, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-3-13 Assessment of student learning outcomes.

(A) Introduction

Assessment of student learning outcomes at Shawnee state university (SSU) is a natural extension of the institution's commitment to excellence in teaching and learning. It is a process of critical examination with the aim of improvement in co-curricular and academic programs. SSU engages in on-going, integrated, and institution-wide research, and good practices-based assessment processes that (1) result in continuous improvement and (2) demonstrate that the institution is effectively accomplishing its mission.

(B) Learning outcomes

Student learning outcomes are the knowledge and skills expected of students completing an academic or co-curricular program. Student learning outcomes are written in clear statements that describe significant and measurable change occurring in students as a direct result of their interaction with the institution and its co-curricular and academic programs.

(1) Assessment provides data to faculty and co-curricular program leaders so they can modify curricula, provide support for learners, and/or revise outcomes and assessment processes.

(2) The institution engages in ongoing assessment of student learning as part of its commitment to the educational outcomes of its students.

(a) The institution has effective processes for assessment of student learning and for achievement of learning goals in academic and cocurricular offerings.

(b) The institution uses the information gained from assessment to improve student learning.

(c) The institution's processes and methodologies to assess student learning reflect good practice, including the substantial participation of faculty, instructional and other relevant staff members.

(D) Procedures

The provost will ensure the establishment of procedures necessary to effectively implement this policy. The procedures will clearly describe the role of faculty, co-curricular staff, and the provost's office, and the procedures will utilize SSU's existing shared governance process, including but not limited to the faculty senate and its committees. These procedures will be revised and developed based upon the recommendations of the university faculty senate and any relevant subcommittee of the senate.

Last updated July 18, 2022 at 8:16 AM

History

Effective: July 17, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-3-14 Student service members and veterans.

(A) Purpose

Shawnee state university is committed to providing assistance and support for student and prospective student service members and veterans as they pursue an advanced degree or certificate. This rule serves to further this university's commitment in accordance with section 3345.421 of the Revised Code.

(B) Definitions

(1) "Service member" means a person who is serving in the armed forces of the United States.

(2) "Veteran" means any person who has completed service in the armed forces, including the national guard of any state or a reserve component of the armed forces, and who has been discharged under honorable conditions from the armed forces or who has been transferred to the reserve with evidence of satisfactory service.

There will be a university employee who will serve as a contact person for student and prospective student service members and veterans. The responsibilities of the university contact person will include advising and assisting service members and veterans, including issues related to earning university credit, as well as to help ensure state and federal compliance with veterans' matters.

(D) Delegation of authority to university president

The board of trustees has delegated its authority and responsibility to the university president to address matters regarding the assistance and support to service members and veterans as identified in sections 3345.421 to 3345.423 of the Revised Code and to ensure compliance with these and other related state and federal laws.

Last updated October 15, 2024 at 1:52 PM

History

Effective: November 24, 2014
Promulgated Under: 111.15

Ohio Adm.Code 3362-3-23 Academic forgiveness.

(A) Policy statement and purpose

(1) A student who returns to the university after an extended absence and who demonstrates the ability to do well academically, may use academic forgiveness to remove the effect of earlier unsatisfactory grades.

(2) The academic forgiveness policy pertains only to former Shawnee state university (SSU) students returning to the university as undergraduate students after a significant absence and for coursework that does not count toward an earned associate's degree or certificate.

(B) Implementation

(1) An associated procedure developed and vetted through shared university governance outlines the circumstances, criteria, and eligibility requirements, guidelines, and timelines associated with implementation of this policy.

(2) Eligible students are encouraged to meet with an academic advisor to develop an academic plan and to discuss this policy.

Last updated October 15, 2024 at 1:53 PM

History

Effective: March 26, 2020
Promulgated Under: 111.15

Ohio Adm.Code 3362-3-24 Student medical leave of absence.

(A) Purpose

Shawnee state university recognizes there may be times when students have compelling reasons to interrupt their studies due to medical or mental health reasons. The purpose of this policy is to provide an avenue for students to take a medical leave of absence that includes a plan to return to the university.

(B) Definition

Voluntary leave of absence is a temporary interruption in a student's formal education. It may be granted for medical or mental health reasons.

(1) The president will ensure the establishment of procedures necessary to implement this policy effectively.

(2) The dean of students shall be authorized to oversee and administer this policy, unless and until the president designates another position for that role.

Last updated October 1, 2021 at 9:03 AM

History

Effective: October 1, 2021
Promulgated Under: 111.15

Ohio Adm.Code 3362-3-25 Anti-hazing policy.

(A) Purpose

(1) Shawnee state university is committed to a safe and respectful campus environment that aligns with our institutional values. Hazing can cause irreparable harm to victims, victims' families, and the university community. From a legal perspective, hazing is a crime. From the university's perspective, hazing is antithetical to the ideals and values of our learning community. Prevention of hazing is the responsibility of every member of the university community, including students, student organizations, teams, employees, volunteers, and alumni.

(2) Members of the Shawnee state university community who are expressly prohibited from engaging in hazing include students, staff, faculty, volunteers, guests, and individuals or members of recognized groups, such as student organizations, teams, or associations.

(B) Definition

"Hazing" is defined as committing any act or coercing another, including the victim, to commit any act of initiation into any student or other organization or any act to continue or reinstate membership in or affiliation with any student or other organization that causes or creates a substantial risk of causing mental or physical harm to any person, including coercing another to consume alcohol or a drug of abuse. This definition was enacted to comply with section 2903.31 of the Revised Code; to the extent the definition in the Revised Code is modified, this policy definition shall be deemed similarly modified.

(1) This policy applies to students, student organizations, groups and teams, coaches, and employees. This policy also applies to volunteers and alumni acting in an official capacity who advise or coach student organizations and/or student groups and who have direct contact with students.

(2) Shawnee state university has jurisdiction over this policy whether the conduct occurs on or off-campus.

(3) The following factors do not prevent conduct from being considered a violation of this policy:

(a) Expressed or implied consent; or

(b) The conduct not being part of an official event or otherwise sanctioned or approved by a student organization or student group.

(4) Hazing does not include either of the following:

(a) Reasonable and customary organizational training, contests, competitions, or other events that are explicitly relevant to the mission of the organization; or

(b) Lawful expressive activities that are protected under the first amendment to the United States Constitution, section 11 of Article I of the Ohio Constitution, or sections 3345.0211 to 3345.0214 of the Revised Code.

(D) University resources

(1) The university will have processes and resources in place to protect students, employees, and visitors from prohibited hazing and to ensure the following:

(a) Compliance with applicable state and federal laws that address hazing;

(b) Complaints of hazing are adequately investigated and resolved; and

(2) The president is authorized to enact procedures to carry out the objectives of this policy, which shall include matters including but not limited to duties to report hazing, methods to enforce this policy, and sanctions for violations.

Last updated December 24, 2021 at 1:14 AM

History

Effective: December 23, 2021
Promulgated Under: 111.15

Ohio Adm.Code 3362-3-26 Name, image, and likeness for student athletes.

(A) Purpose

To the extent permitted by law, Shawnee state university will permit student-athletes to pursue agreements for compensation for the non-institutional use of their name, image, and likeness (NIL) under the conditions set forth in this policy and any associated procedures.

(B) Definitions

As used in this policy and in any related procedure.

(1) Name, image, and likeness (NIL) are the three components of a person's right of publicity. These are independent or collectively identifiable aspects of a person that make them unique, including their first name, last name, or nickname of the student-athlete when used in a context that reasonably identifies the student-athlete with particularity; a picture of the student-athlete; and/or a physical, digital, or other depiction or representation of the student-athlete.

(2) Official team activities means all games, practices, exhibitions, scrimmages, team appearances, team photograph sessions, sports camps sponsored by the institution or college, and other team-organized activities, regardless of whether the activity takes place on or off campus, including individual photograph sessions and news media interviews.

(3) Professional service provider means an individual or entity that provides services to a student-athlete concerning their NIL.

(4) Student-athlete means an individual enrolled at Shawnee state university who participates in official university intercollegiate athletics.

(1) A student-athlete who intends to enter into a verbal or written contract providing compensation for use of the student's name, image, or likeness shall disclose the proposed contract to the athletic director, who will share the contract with the general counsel's office, for review by the university.

(2) If the university identifies a conflict between the proposed verbal or written contract described above and any existing provisions of a contract to which the university is a party, the university shall communicate to the student-athlete the relevant contract provision that is in conflict. The student-athlete shall not enter into the proposed contract, but the student may negotiate a revision to the proposed contract to avoid the conflict. The revised proposed contract is subject to additional review by the university.

(D) Use of university marks and facilities

(1) Student-athletes are not permitted to use the university's name or intellectual property, including, but not limited to, its trademarks, logos, or other symbols, to implicitly or explicitly endorse a third party or product.

(2) Student-athletes are not permitted to utilize any university-created content, including images and videos, in furtherance of their NIL agreements.

(3) Student-athletes may not use university facilities in such a manner that creates an express or implied impression that the university directly or indirectly endorses a third party or product.

(E) Prohibited sponsorship categories

Student-athletes are prohibited from entering into a contract providing compensation to the student-athlete for use of the athlete's name, image, or likeness if same is associated with any of the following:

(1) Alcoholic beverages;

(2) Tobacco products, including electronic smoking or vapor devices that contain nicotine which can be ingested;

(3) Casinos or any entity that sponsors or promotes gambling activity;

(4) Any company that manufactures, markets, sells, or whose brand is associated with any controlled substances; and

(5) Any business engaged in the sale, rental, or exhibition for any form of consideration of adult entertainment that is characterized by an emphasis on the exposure or display of sexual themes or activity.

(F) Prohibited entities

Student-athletes may not enter into an NIL agreement if the agreement conflicts with a Shawnee state university agreement. As of the effective date of this policy, it is possible that a conflict will exist if a student-athletes proposed NIL agreement requires them to display a sponsor's product, or otherwise advertise for a sponsor, during official team activities or any other time if that requirement is in conflict with a provision of a contract to which Shawnee state university is a party.

(G) International student-athletes

(1) International student-athletes are required to notify the university's center for international programs and study abroad prior to entering into any NIL agreement.

(2) International student-athletes should consult an attorney prior to engaging in any NIL activity. Any off-campus compensation, including NIL-related compensation, could impact the status of a student-athlete's F-1 visa.

(H) Professional representation

(1) A student-athlete may use the services of a professional service provider for advice, contract representation, and the marketing of their NIL, so long as the professional service provider is not representing the student-athlete for securing professional athletic opportunities.

(2) A professional service provider agreement and payment to a professional service provider may not be arranged or come from an employee of Shawnee state university. The university reserves the right to restrict a student-athlete from utilizing a professional service provider as defined herein.

(3) The university may identify a professional service provider for student-athletes. The university reserves the right to mandate the use of a specific service provider and to reject contracts with specific service providers.

(4) The university reserves the right to review fee agreements in NIL contracts.

(I) Exceptions

(1) Student-athletes who wish to enter into NIL agreements that conflict with the parameters established by this policy may submit a written request for an exception. Requests must be in made in writing to the athletic director.

(2) Requests for exceptions to this policy will be assessed by the athletic director, who will then forward the request to the university president. The university president shall have final decision-making power on whether to grant or deny the request.

(J) Enforcement

Failure to comply with this policy may result in loss of privileges and other sanctions as appropriate, including but not limited to, verbal or written reprimand, athletic probation, loss of practice privileges, loss of competition privileges, suspension or dismissal from the program, and/or loss of athletic eligibility.

Last updated December 15, 2023 at 7:38 AM

History

Effective: December 15, 2023
Promulgated Under: 111.15

Chapter 3362-4 Finance and Administration

Ohio Adm.Code 3362-4-01 Purchasing authority.

(A) General purchasing rule

(1) Pursuant to section 3362.04 of the Revised Code, the board of trustees of Shawnee state university has statutory authority to make and enter into all contracts and agreements necessary or incidental to the operation of the university.

(2) The board of trustees has delegated, to designated positions within the university, the authority to sign contracts on behalf of the university as outlined in policy 5.27.

(B) Procurement services department

(1) Procurement services is charged with the responsibility of organizing and administering procurements for all departments of the university in accordance with this rule, state law, and where applicable, the rules and programs of the department of administrative services.

(2) University departments may purchase supplies or services from external vendors, using a requisition/purchase order (preferred), a request for payment form, a blanket order, or a petty cash voucher.

(3) Procedures related to this rule describe the established processes that are to be followed for university procurement, including but not limited to, competitive bidding, minority set asides, conditions required for bid waiver, use of a university credit card, and disposal of surplus property.

Except as noted in this rule, no individual has the authority to enter into purchase contracts or to in any way obligate the university for procurement indebtedness unless specifically authorized to do so by the vice president for finance and administration. Individuals who make or participate in making unauthorized purchases or contracts may be personally liable to the vendor. Exclusive of the petty cash procedures, the university will not reimburse officers or employees for the cost of any such purchases unless approval is received.

(D) Ethical and legal issues related to the purchasing process

(1) Conflict of interest; university personnel will not enter into contracts for the purchase of materials or services which would constitute an unlawful interest in a public contract as addressed in Ohio's ethics statutes and advisories from the ethics commission.

(2) Personal gifts; some vendors, particularly vendors of office and computer supplies, may offer free gifts (such as video games, briefcases, and accessory items) with an order. Acceptance of such gifts by any university employee is inappropriate and prohibited.

(3) Personal purchases; purchases for personal use or in the name of the university are prohibited.

(4) Purchases by individuals for university use; purchases by individuals for university use, whether by cash, credit card, or check are strictly prohibited, except when approval by the budget manager is obtained prior to the purchase being made. Recurring exceptions for the benefit of the same individual/department also requires the approval of the director of procurement services or designee.

(5) Promotional items; Shawnee state university regulates and controls the use of the university's name or other marks, logos, and symbols. All requests for use of the university's name or other marks, logos, and symbols must be forwarded to the director of communications and the director of procurement or the designee of the vice president for finance and administration for prior approval. The procurement of all promotional and award related items on behalf of the entire university is to be handled through the department of procurement. The items include but are not limited to "printed" items; "marketing" items such as pens, pencils, bookmarks, balloons, and t-shirts; and "award" items such as plaques and trophies.

Last updated October 15, 2024 at 1:54 PM

History

Effective: August 6, 2020
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-03 Asset management.

(A) Purpose

The purpose of this policy is to ensure the appropriate managerial oversight and authority is established for the effective control, recording, and reporting of the university's assets.

(B) Oversight authority and responsibility

(1) The chief financial officer will be authorized to oversee the management of assets including setting and/or modifying asset capitalization thresholds considering generally accepted accounting principles, federal grant guidelines, valuations performed by appropriate officials, objective assessments, and practices followed by comparable institutions.

(2) The office of the controller will manage the university's asset management program including assuring the accuracy in the recording and reporting of the university's assets as well as monitoring regulations and industry trends to identify the necessity for policy modification.

The board of trustees will be informed of any proposed changes to capitalization thresholds that may have substantial financial implications.

(D) Procedures

A procedure shall be established that addresses the management of the university's assets.

Last updated February 26, 2024 at 8:53 AM

History

Effective: February 26, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-04 Travel Authority and driving rules.

(A) Rule purpose

Shawnee state university desires for its employees and students to experience the educational benefits of traveling, to represent the university at appropriate venues, and to broaden the reach of the university community to other regions of the nation and the world. Further, Shawnee state university is committed to the safety of its faculty, staff, students and visitors while traveling for any university-sponsored activity. The purpose of this rule is to establish and manage reasonable rules that govern the travel and assures the safety of all travelers for university-sponsored activities.

(B) Authority for travel

All travel (same-day and overnight) domestic and international must be authorized and approved in advance by the appropriate administrative supervisor. Such approval indicates that the employee is authorized to travel on official university business and that related travel expenses will be covered per this rule and associated procedures.

(1) Travel authorities - business rules

Travelers must comply with business rules including but not limited to those that address: reimbursement of travel expenses travel by privately-owned vehicles, travel by common carrier or rental vehicles, lodging for overnight travel and meal expenses, conference registration fees, and expenses associated with interviewing applicants as established by university business procedures found at: travel authority: business rules.

(2) Driving rules - university sponsored activities

Drivers to university - sponsored activities must have in their possession at all times a valid driver's license and proof of insurance as required by law. Where applicable, driver(s) must complete a motor vehicle record check in accordance with procedure to this rule.

Last updated October 15, 2024 at 1:55 PM

History

Effective: November 22, 2019
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-07 Meeting expenditures.

(A) Policy purpose

In order to advance the mission and to perform an important or necessary university function, the president and vice presidents are authorized to use or to approve the use of university funds for holding meetings and hosting university guests, including costs of meals and refreshments.

(B) Restrictions

(1) In general, university funds may be used to cover the cost of meals and refreshments in the following circumstances:

(a) When meetings are necessary for the purpose of dealing with major or important issues that require a large uninterrupted period of time and would run through lunch or dinner or be longer than one day.

(b) When hosting one or more university guests would serve to establish or maintain effective communications and relationships for the benefit of the university.

(2) Reimbursement or payment of university funds to cover costs for meals and refreshments that are associated with group meetings or hosting will be determined based upon the following:

(a) When hosting a university guest, the number of university employees and spouses (when appropriate) is kept to a minimum.

(b) The basis for reimbursement and/or payment of costs shall be actual reasonable costs supported by receipts or vendor invoices. University funds may not be used to purchase alcoholic beverages (see rule 3.19).

(c) University facilities should be used for group meetings and hosting guests whenever possible and appropriate. The rental of an off-campus facility may be made in limited circumstances with written approval by the applicable vice president.

Last updated December 19, 2022 at 8:51 AM

History

Effective: December 19, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-11 Cash management.

(A) Oversight and authority

(1) Shawnee state university shall manage the handling and depositing of all forms of currency including cash and other receipts in accordance with in accordance with applicable federal and state laws, Revised Code, governmental accounting standards board, internal control best practices, and university financial policies.

(2) The oversight authority for this effort resides with the chief financial officer or designee. The office of the controller is responsible for establishing, monitoring, and enforcing internal controls for the effective day-to-day handling of currency.

(3) The office of the controller is the only entity authorized to open and/or operate a Shawnee state university bank account. All others, including student organizations, are prohibited from opening a separate bank account which utilizes the name or tax identification number of Shawnee state university.

(4) At times when the position of controller is vacant, the authority and responsibilities of the controller position as set forth in this rule and associated procedures shall belong to such individual who is designated by the chief financial officer.

(B) Collection/handling of money

(1) Requests for approval to charge admission, or to collect money, in any form, must be obtained through the collection of new funds form from the office of the controller. Such requests must be submitted through the administrative chain of officials and authorized by the appropriate chief, vice president or president (for direct reports).

(2) All university departments or individuals receiving cash, checks or credit card payments (excluding credit card payments to third-party vendors) from any source are required to deposit such funds in the bursar's office within twenty four hours of receipt or on the next business day.

(3) The bursar's office shall comply with section 9.38 of the Revised Code, which requires that all public moneys received, including cash, checks, money orders, credit card payments, and electronic receipts, totaling more than one thousand dollars be deposited by the next business day following the day of receipt. Receipts totaling one thousand dollars or less may be held for up to three business days before deposit, provided they are adequately safeguarded in accordance with institutional policy.

(4) University representatives receiving cash must maintain auditable records and follow procedures set by the office of the controller (e.g., retain copies of deposit receipts, deposit transmittal forms, etc.).

University offices interested in accepting credit card payments must obtain approval from the office of the controller prior to executing any agreements related to the acceptance and/or handling of credit card payments following established procurement guidelines

All units accepting payment cards must comply with payment card industry data security standards (PCI-DSS), including use of approved payment processors and prohibition of storing sensitive cardholder data.

(D) Charitable gifts

All charitable gifts to Shawnee state university are to be forwarded to the Shawnee state university foundation (SSUF) following the established timelines in accordance with university and SSUF guidelines.

(E) Procedures

Procedures for cash management shall be maintained, periodically reviewed, and updated by the office of the controller and published on the university's official policy and procedures repository.

Last updated July 7, 2026 at 7:28 AM

History

Effective: July 7, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-12 University reserves.

In order to promote both financial stability and to encourage future development of programs and staff, the board of trustees of Shawnee state university recognizes a need to establish an orderly process for appropriating university reserves.

Allocated funds or reserves are accumulated university resources within the educational and general fund that have been set aside for a specific purpose and are to be expended only for that purpose and only when current-year revenues are not sufficient to meet the approved expenditure needs unless otherwise authorized by the Shawnee state university board of trustees.

(A) Reserve or allocated fund balance categories

The board of trustees hereby establishes the following reserve or allocated fund balance categories. These categories are examples and should not be considered as all inclusive. The board of trustees may add, delete, and otherwise amend this list at any board meeting through the resolution process. Reserve or allocated fund balance categories include those listed below:

(1) Building alteration, this fund provides for repairing, replacing, and modernizing university buildings and attached equipment, including (but not limited to) heating, ventilating and air conditioning, phones, networking, plumbing, carpeting, and electrical equipment and installations.

(2) Faculty and staff development, this fund encourages professional development of university employees.

(3) Movable equipment, this fund provides for the replacement of movable equipment necessary for the operation of the university.

(4) Program development, this fund provides start-up money to assist in the development of new educational programming.

(5) Unemployment compensation, this fund is established to assist in the funding of unexpected unemployment claims. Shawnee is a reimbursable employer per section 4141.241 of the Revised Code. Claims are paid by the Ohio bureau of employment services, and the university is billed each month for claims paid.

(6) Site improvements, this fund provides for repairing, replacing and/or modernizing parking lots, sidewalks, roads, and outdoor lighting, as well as care of grounds and other site improvements.

(7) Legislative or other reserve requirement, these funds are reserved in accordance with any legislative or other legal mandate governing unrestricted educational and general revenues.

(8) Departmental funds, funds held in reserve by departments or cost centers as a result of unspent budgetary allocations or dedicated revenues not spent.

(9) Working capital, this fund assures that the university's current assets will be sufficient to meet monthly cash flow requirements.

(B) Reserve and allocated funds and fund goals

Each reserve fund approved by the board of trustees shall establish a goal to which annual pledges may be made. The goal may be a dollar amount recommended by the president or it may be an amount which is the result of an approved formula. For the reserve funds outlined in this rule, the initial goal shall be established in the following manner:

(1) Building alternation, five per cent of total investment in buildings as reported on the most recent annual financial report.

(2) Faculty and staff development as recommended by the president at twenty-five thousand dollars.

(3) Movable equipment, five per cent of the total investment in movable equipment as reported on the most recent annual financial statement.

(4) Program development as recommended by the president at fifty-thousand dollars.

(5) Unemployment compensation, one per cent the total salary and wages paid as reflected on the prior year's W-2 reports.

(6) Site improvements as recommended by the president at seven hundred fifty thousand dollars.

(7) Legislative or other reserve as required through legislative or other requirement legal mandates.

(8) Departmental funds as accumulated by departments through unspent budgetary allocations or dedicated revenues.

(9) Working capital, twelve point five per cent of the educational and general operating budget (exclusive of transfers) reported on the most recent annual financial statement; such reserves shall be recorded as an allocated fund balance on the balance sheet and must be fully funded before those reserves identified in paragraphs (B)(1) to (B)(5) of this rule are funded unless authorized by resolution of Shawnee state university board of trustees.

Annually, after year and reserves are made known by the university controller, the board of trustees finance and facilities committee shall meet to review reserve pledges. Pledges will be accounted for by appropriate category and reflected accordingly in the annual financial statement.

(D) Expending reserve funds

Expenditures from any line item in reserve shall be made according to the following guidelines:

(1) Departmental funds, encumbrances, revenue center, lab fees and carry forward funds are allowed to be spent at the discretion of the applicable account administrator, subject to appropriate oversight approval from the division administrator. New degree programs funds are allowed to be spent at the discretion of the vice president for business affairs and the provost.

(2) The president, or his delegate, has authority to spend up to a total of fifty thousand dollars from other reserve categories per fiscal year as long as the purpose of the expenditure is in concert with that category. An accounting of this expenditure will be made annually to the board of trustees finance & facilities committee. Expenditure of reserve funds greater than fifty thousand dollars in a fiscal year require board of trustees approval.

(3) Should financial difficulties arise as determined by the vice president for business affairs, necessitating preservation of reserves, the president, upon the advice of the vice president for business affairs, can suspend reserves expenditure(s) for up to ninety days, pending final approval by the board of trustees.

Last updated October 15, 2024 at 1:56 PM

History

Effective: September 4, 2007
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-17 Access to university buildings.

(A) Purpose

The purpose of this policy is to provide for the appropriate access to university buildings for academic and business operations by university faculty, staff, students, and visitors while ensuring the control of keys for the protection of university property and people.

(B) Responsibilities

(1) Department of public safety - ensure that academic and business buildings are open at appropriate times; provide access to authorized persons during times when buildings are closed; and take other actions such as patrolling the premises for the purpose of ensuring that university buildings are secured.

(2) Department of facilities - administer a campus-wide lock/keying system, including distribution of keys to employees and/or visitors as required, and maintain accurate records of key owners.

(3) Department of human resources - inform employees during new-hire on-boarding and at exit interviews of employees' obligations for the proper handling of assigned parking lot gate keys. Human resources also is responsible for informing employees about their obligations to follow established procedures for acquiring, maintaining and returning building and assigned office/space keys that are issued to them.

Access to Shawnee state university buildings (owned and leased) for academic and business purposes is permitted for faculty, staff, students, and authorized visitors as provided in and in accordance with procedures designed for the physical protection of the buildings and their occupants.

(D) Building hours

The university will establish hours during which its buildings will typically be open in order to provide access to students, faculty, staff and visitors for academic and business purposes. Procedures will include enabling authorized persons access to buildings during off hours.

(E) Key control

To protect university property and people, procedures addressing the effective handling of the issuance, usage, and return of keys will be established.

(F) Procedures

The board of trustees authorizes the president to establish procedures to effectively implement this policy.

Last updated August 12, 2022 at 9:38 AM

History

Effective: August 12, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-21 Use of university facilities and reservation.

(A) The uses of university facilities and grounds are primarily for the educational, student life and activities, and administrative functions of the university. It is recognized that designated university facilities and space may, with adequate administrative controls in place, be utilized by external or non-university groups.

(B) Procedures and/or guidelines shall be established to ensure that use of indoor and outdoor university facilities and space does not interfere or conflict with university educational and/or administrative activities. Such procedures or guidelines shall:

(1) Identify specific university facilities and space available for non-university use;

(2) Provide an administrative process to schedule facilities and space and provides priority use for academic and other university activities;

(3) Provide sufficient restrictions and controls on the scheduling and use of university facilities and space to protect university property and avoid disruption to university activities.

(C) A fee schedule, approved by the president or designee, shall be established for the reserved use of facilities by both internal and external groups and individuals. Fee schedules will be accessible on the university and community events webpage.

(D) Procedures on the usage of indoor and outdoor spaces on campus, including the scheduling and use of university facilities and space, shall be approved by the president.

Last updated July 7, 2026 at 7:28 AM

History

Effective: July 7, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-23 Leaves of absence (paid and unpaid).

(A) Purpose

The university is committed to providing administrators and administrative technical support staff (ATSS) with appropriate avenues employees to take time away from work assignments and for the university to remain fully compliant with applicable regulatory provisions for various forms of leaves that are essential to the health and wellbeing of university employees. This rule identifies the holidays that are observed by the university, provides for the accrual and use of vacation, and defines the various forms of leaves of absences (LOAs) that are available or that the administration may impose.

(B) Holidays

(1) The following are designated university holidays:

Holiday	Date
NewYear's day	Januaryfirst
Martin Luther Kingday	Third Monday inJanuary
President'sday*	Third Monday inFebruary
Memorialday	Last Monday inMay
Juneteenth	June19
Independenceday	Julyfourth
Laborday	First Monday inSeptember
Columbusday*	Second Monday inOctober
Veteran'sday	Novembereleventh
Thanksgivingday	Fourth Thursday inNovember
Christmasday	Decembertwenty-fifth

(2) The university will develop a schedule each year that will allow for designated holidays to be observed. The two holidays marked with an asterisk (*) on the list will be observed on the Friday after Thanksgiving and on the day before Christmas day.

(3) If any of the holidays as provided herein falls on Saturday, the Friday immediately preceding shall be observed as the holiday. If any of the holidays as provided herein falls on Sunday, the Monday immediately succeeding shall be observed as the holiday.

(4) The university reserves the right to require work on observed holidays at its discretion. Non-exempt salaried employees working on an observed holiday shall be paid for the holiday and for the actual time worked at one and one-half times their base salary per hour rate of pay.

(1) The university will be closed for winter break each year from December twenty-six through December thirty-one. In the event that the observance of Christmas eve, Christmas day, or New Year's day occurs during the December twenty-six through December thirty-one period, an additional vacation day shall not be provided to employees.

(2) University offices will be closed for summer break each year during the week the Independence day holiday is observed.

(3) The university may close additional days around the Christmas, New Year's day and/or Independence day holidays as determined by the president, who shall report any such changes to and receive approval from the chair of the board of trustees

(D) Vacation leave

(1) The university regards a vacation as a period of rest and relaxation earned for past service. Since the annual vacation is important to the wellbeing of employees and their families, employees are encouraged to utilize all earned vacation.

(2) For accrual purposes, the vacation year shall be based on an employee's anniversary date.

(3) Employees accrue vacation leave based upon the schedule reflected in the table in this paragraph. Part time (benefit eligible) employees who work twelve months will receive pro-rated vacation. Benefit eligible full time employees employed for less than twelve months will receive vacation at one half of the applicable accrual rate.

Admin/ATSS vacation accrual structure

Years ofCompleted Service	#Days	Hours of Vacation	Accrual Rate	Maximum Balance
Years 0-2	17	136	5.23	272.00
Years 3-5	18	144	5.54	288.00
Years 6-8	19	152	5.85	304.00
Years 9-11	20	160	6.15	320.00
Years 12-14	21	168	6.46	336.00
Years 15+	22	176	6.77	352.00

(4) An employee may accumulate a maximum of two times the accrued hours of vacation earned in one year. This amount may be carried over from year to year. With approval of the division senior executive, an additional amount may be carried over when vacation cannot be taken due to operational needs outside the employee's control. Division senior executive shall mean the provost/vice president for academic and student affairs; chief financial officer; chief operating officer; chief enrollment officer; chief advancement officer; chief of staff; and the president for employees who report directly to the president.

(5) A newly hired employee's vacation accrual rate may include prior public service with the state of Ohio or any of its political subdivisions or regional councils of government, with the following conditions:

(a) The employee must inform and provide written documentation to the department of human resources within ninety days of employment that s/he has service with the state of Ohio or any of its political subdivisions or regional councils of government. In such case, the employee's accrual will be adjusted to the appropriate rate from the date of employment with the university.

(b) Notification by the employee to the department of human resources received after ninety days of employment with the university will be applied to the employee's accrual rate beginning the next full pay period in which the request and required documentation are received by human resources.

(c) The employee's adjusted accrual balance (whether retroactive to the employment date or a later date) will be reflected on the pay records beginning with the next full pay period after receipt of required documentation.

(d) A year of service with the state of Ohio or a political subdivision or regional council of government is considered as twenty-six biweekly periods.

(e) An employee who has retired in accordance with the provisions of any retirement plan offered by the state of Ohio and is reemployed will not have prior service with the state of Ohio, any political subdivision of the state or a regional council of government counted for purposes of computing vacation leave.

(6) To assure accurate leave balances, employees requesting vacation leave must submit their request electronically through the BearTrax system.

(7) Extended vacation requests (over three weeks in a single instance) may have a negative impact on the operation and will be considered only as an exception with accompanying extenuating circumstances. Requests of this nature will require a written rationale with supervisor approval, as well as the approval of the division senior executive (as defined in paragraph (D)(4) of this rule).

(8) When an official university observed holiday falls within an employee's vacation, that day will not be charged as vacation.

(9) All accrued vacation must be exhausted before an unpaid leave of absence commences. This paragraph does not apply when an employee opts to take some or all of the time off without pay during university shutdown as permitted by paragraph (E)(12) of this rule.

(10) Employees who retire or resign will be paid for earned but unused vacation up to a maximum of two times the accrued hours of vacation in one year at the time of their departure. In the event of the death of an employee, vacation pay for vacation earned but not taken up to a maximum of two times the accrued hours of vacation in one year will be paid to the estate of the employee.

(11) The department of human resources will maintain an up-to-date record of vacation for each employee. Any questions concerning vacation record-keeping should be directed to human resources.

(12) In order to provide for continuous payment during a board approved university closure, temporary changes to vacation accruals will be permitted as follows:

(a) Employees will be permitted to use accrued vacation leave hours during hours they will not be working as a result of the shutdown to offset lost pay, or

(b) Employees will be permitted to use unearned vacation leave hours that they are scheduled to earn during the remainder of that calendar year in exchange for a reduced vacation accrual rate for the remainder of the calendar year.

(E) Sick leave

(1) Sick leave may be used for an authorized absence from scheduled duties due to personal illness (which may include physical and/or mental health issues); personal injury; exposure to contagious disease that poses a reasonable risk of contagion to the university (the university may require documentation); medical, mental health, dental, or optical examination or treatment for self or immediate family members when the employee's attendance is required; family emergencies requiring the attendance of the employee; pregnancy and/or childbirth and related conditions; or death in the immediate family. The definition of an immediate family member includes: grandparents, brother, sister, brother-in-law, sister-in-law, daughter-in-law, son-in-law, father, father-in-law, mother, mother-in-law, spouse, child, grandchild, legal guardian, or other person who stands in the place of a parent.

(2) Upon hire, a full-time administrator or ATSS employee will receive one hundred twenty hours of sick leave credited to his/her leave account.

(3) After the first year of employment and thereafter, sick leave will accrue for full-time administrators and ATSS pro-rated each pay period for a maximum of one hundred twenty hours per year.

(4) Upon hire, the part-time administrator or ATSS employee will receive a pro-rated amount of sick leave credited to his/her leave account, based upon the employee's full-time equivalency (FTE) percentage determined at the time of hire. For example, a half-time employee will be eligible for a credit of sixty hours of sick leave, etc.

(5) After the first year of employment and thereafter, sick leave shall accrue for part-time administrators and ATSS at a pro-rated amount based upon the employee's FTE.

(6) An administrator or ATSS may transfer into his/her university sick leave account any accumulated, documented, and verified sick leave balance that has been accumulated in the public service in the state of Ohio, provided that his/her re-employment takes place within ten years of the date on which the employee was last terminated from public service. If the employee elects to do so and informs the department of human resources, he/she may elect to transfer any unused and unpaid sick leave balance above one hundred twenty hours to their Shawnee state university sick leave account. This amount will be in addition to the university credited amount. For example, if the employee had six hundred twenty hours of unused and unpaid sick leave from a prior state of Ohio employer, then five hundred hours could be transferred to Shawnee state university.

(7) There is no maximum applied to the amount of sick leave that may be accumulated during active employment.

(8) The sick leave account balance will be reduced an hour for each hour of sick leave used. As an alternative to using up sick leave hours, the employee with advance approval from his/her supervisor, may use flexible scheduling (working less hours of the normal schedule and making those hours up another time or day) to account for time off for medical appointments or other reasons which would otherwise be used as sick leave hours. For ATSS, hours must be made up within the same week, or if not, the sick leave account will be reduced an hour for each hour of sick leave used.

(9) Employees requesting sick leave (including leave that qualifies under the Family and Medical Leave Act - FMLA) must submit their request electronically through the BearTrax system. When the leave is foreseeable, the employee must make every effort to request the leave thirty days in advance of the leave. When that is not possible for the leave request to be submitted in advance of the leave, it must be approved by the employee's supervisor and submitted through the BearTrax system upon the employee's return from the absence. Time on approved sick leave will run concurrent with an approved leave under FMLA (refer to paragraph (G) of this rule).

(10) If an employee is expected to be off more than five consecutive work days, a signed or official doctor's statement must be submitted in advance to the supervisor or human resources. If an employee does not have advance warning, the doctor's statement must be provided to the supervisor or human resources as soon as practicable after the employee knows he/she will be off more than five consecutive days and in no event any later than the date the employee returns to work (unless more time is granted by the director of human resources or designee).

(11) In situations of sick leave involving less than five consecutive work days, where suspicious patterns of leave exist (e.g., leave taken immediately before or after weekends or days off), a doctor's statement may be required upon the request of the supervisor or human resources. All doctors' statements shall be in the form of a signed or official statement from the attending physician, stating the general nature of the illness, date of medical treatment, and the conditions under which the employee is released to return to work or a statement from the attending physician verifying the illness or injury of the employee's immediate family member. The failure to submit doctor's statements, or the failure to submit a proper leave form to human resources, may result in delay of payment for the time missed.

(12) Intentional misuse of the sick leave provision herein may be considered grounds for disciplinary action. Non-compliance with sick leave rules and regulations may result in the administrator or ATSS not receiving pay for the requested sick leave.

(F) Sick leave retirement payment

(1) The administrator or ATSS, upon official state retirement from active service or upon separation of employment by an alternative retirement plan (ARP) participant who would meet the age and service eligibility requirements under a state pension system (OPERS or STRS), and with ten or more years of service with the state of Ohio or any of its political subdivisions, will be paid for one-fourth of the value of accumulated sick leave balance, up to a maximum payment of two hundred forty hours. Payment will be based upon the employee's base per hour rate of pay at the time of retirement. Any unpaid leave remaining on the Shawnee state sick leave account will be available for use upon rehire (unless hired into a position that does not provide sick leave). In the event of an eligible employee's death prior to retirement, the sick leave retirement payout is not subject to payment to the employee's estate.

(2) The payout of sick leave balance as provided in this policy will be made only once to any administrator or ATSS. An employee, who received such cash payout and who was rehired post retirement, may accrue and use sick leave while actively employed but shall not be eligible for payment of any unused sick leave balance.

(3) The payment discussed in paragraph (F)(1) of this rule will only be available to employees who formally notify the department of human resources of their retirement and meet all other eligibility requirements.

(G) Family and medical leave policy

(1) Scope

(a) Employees with at least one year of service with the university and who have worked for one thousand two hundred fifty hours in the previous twelve-month period are eligible for up to twelve weeks of paid (existing sick leave and/or vacation) and/or unpaid leave for qualifying events, in a twelve-month period (rolling year, see CFR 29, Part 825.200). Qualifying events are:

(i) Childbirth (due to the birth of or to care for the newborn child)

(ii) Adoption or foster care

(iii) Serious personal illness -

(a) A serious health condition that results in a period of incapacity for more than three days during which the employee is unable to work, or

(b) A chronic condition requiring a regimen of ongoing care by a health care provider that intermittently renders the employee unable to work for periods of less than three days while seeking treatment or while recovering from the condition.

(iv) The serious health condition of an employee's spouse, child, or parent which requires the employee to provide care.

(v) Qualifying exigency arising out of the fact that the employee's spouse, child, or parent is a covered military member on active duty, or has been called to active duty, in support of a contingency operation.

(vi) Care for a covered service member with a serious injury or illness if the employee is the spouse, child, parent or next of kin of the service member.

(2) Length of leave/paid or unpaid

Family and medical leave provides an eligible employee to take up to twelve workweeks of leave per rolling twelve-month period except for leave under paragraph (G)(1)(a)(vi) of this rule which may be taken up to twenty six workweeks. Employees will first use sick leave, where appropriate, prior to vacation and any unpaid leave. Employees will use vacation and any comp time prior to any unpaid leave after sick leave is exhausted or for events where sick leave is inappropriate. Family medical leave coordinates and runs concurrently with other paid and unpaid leaves.

(3) Childbirth and adoption timeframe

Leave under this policy which pertains to care for a newborn, adopted, or foster child may only be taken within twelve months of the child's birth or placement into the employee's home.

(4) Certification for health leave

If an employee requires leave for a serious health condition for himself/herself or a spouse, parent, or child a health care provider's certification shall be required stating the commencement date and probable duration of the condition and the medical facts substantiating the condition. The university may require an independent examination at no cost to the employee.

(5) Notice of the leave

Employees must provide at least thirty days' advance notice if the leave is foreseeable. If the leave must begin within fewer than thirty days, the employee must provide notice as soon as practicable.

(6) Employment and benefits protection

Any employee who takes leave under the provisions of this policy, on return from such leave shall be restored by the university to the position of employment held by the employee when the leave commenced or be restored to an equivalent position with equivalent employment benefits, pay, and other terms and conditions of employment.

(7) Continuation of health plan coverage

If after the exhaustion of all forms of paid leave, a period of unpaid leave is needed up to the twelve week maximum provided under this rule (or twenty six maximum, as applicable), the university shall maintain the coverage under the group health plan for this period under the conditions coverage would have been provided if the employee had continued in employment continuously for the duration of the leave. Upon return to work, the employee must make arrangements with the department of human resources to make up the employee contributions missed for insurance coverage while on unpaid leave.

(8) Return from leave

If the employee fails to return from family and medical leave, the university may recover the premium that the employer paid for maintaining coverage for the employee under the group health plan during any period of unpaid leave.

(H) Disability leave

(1) Application

(a) Full-time administrators and ATSS may be granted a disability leave of absence in the event of a disabling illness or injury (except work related in which case workers' compensation rules will apply) that extends beyond leave provided under FMLA.

(b) Approval of such leave is contingent upon the employee submitting a satisfactory written physician's statement attesting that the essential functions of the assigned position cannot be performed.

(c) The university may request that an examination be completed by a physician of its choosing. In such case, the university will pay for the cost of the examination.

(d) Written application to the department of human resources should be made as early as possible and must include a statement from the attending physician with a projected return date.

(2) Duration and retention

(a) The duration of disability leave will be based on the projected return date provided by the attending physician. An initial request for disability leave may be for one year or less. A disability leave may be extended one additional year with a request for such extension to be made no later than sixty days prior to the originally scheduled return date. The total amount of time on such leave, paid or unpaid, for the same injury or illness, may not exceed two years. The amount of time shall be reduced by family medical leave used for the same injury or illness.

(b) In order to be paid for disability leave, the employee will use all earned but unused sick leave, vacation leave, personal leave, and comp time. All types of paid leave must be used prior to unpaid leave.

(c) Prior to returning to work, the employee must provide the university with the attending physician's release attesting to his/her ability to perform the essential job duties. The university may request an independent examination as identified in paragraph (H)(1)(c) of this rule.

(d) The employee will retain reinstatement rights to his/her current position if the disability leave is six months or less. If such leave time exceeds six months, up to a maximum of twelve months, the university will place such employee in the same or similar position in which the employee possesses the required qualifications necessary to perform the essential responsibilities. The university will make reasonable efforts to reinstate an employee to the same or similar position if such leave exceeds one year.

(3) Insurance coverage

(a) The university will continue group health insurance throughout the period of an approved paid leave.

(b) The university will continue group health insurance throughout the period of an approved unpaid leave that is not FMLA leave for a maximum of six months.

(c) While on an approved unpaid leave other than FMLA, the employee must timely remit the established insurance contribution payments for the duration of the leave. If the employee payment contributions are not timely remitted, the employee will forfeit university-provided health plan coverage and may elect health plan continuation under COBRA at one hundred two per cent of the full cost of the university's health plan.

(d) The university will continue group health insurance as provided in the Family and Medical Leave Act (FMLA) of 1993 as currently amended, and offer group health continuation and conversion benefits as provided under the Consolidated Omnibus Budget Reconciliation Act (COBRA).

(4) Disability retirement reinstatement

In the case of an employee who has been granted a disability retirement through OPERS or STRS, the period of reinstatement shall be in accordance with the prevailing rules of the state retirement system.

(5) An employee requesting disability leave must submit his/her request electronically through the BearTrax system.

(I) Workers' compensation leave

Workers' compensation leave will be provided as set forth in the Ohio statutes (Chapter 4123. of the Revised Code) for workplace injuries and/or occupational diseases. Additional information may be found on the university website at the office of human resources webpages.

(J) Court/jury duty leave

(1) An employee who is required to report for jury duty or is subpoenaed to appear before any court, commission, board, or other legally constituted body, where the employee is not a party to the action, shall be entitled to leave with pay for the scheduled work hours lost as the result of such duty. For ATSS employees, the employees will be compensated by the university in an amount equal to his/her straight-time (non-overtime) rate of pay. Any monetary payment received from the court shall be submitted to human resources for deposit in lieu of receiving full pay from the university. An employee who reports for such duty and is excused shall immediately contact his/her immediate supervisor and report for work, if requested.

(2) In order to be paid by the university for such leave the employee must submit to human resources written proof, executed by an authorized administrator of the court, showing the duration of such duty and the amount of compensation received for such duty.

(K) Military leave

(1) An employee who is unable to report for regularly scheduled work because the employee is required to report for duty as an active duty member of the armed forces, a reserve member of the armed forces, or as a member of the Ohio national guard shall be compensated in accordance with Ohio law.

(2) The university will adhere to any federal or state laws enacted regarding employer responsibilities toward active employees who are members of the armed forces.

(3) To be eligible for this leave and in accordance with federal and state law, the employee upon request, shall provide the order or written statement from the appropriate military commander to his/her supervisor which shall be forwarded to human resources.

(L) Furloughs

A furlough is a non-permanent, unpaid leave of absence from work for a specified period of time. The president may impose furloughs in accordance with Ohio law. The president shall enact a procedure setting forth the terms and conditions under which furloughs may be imposed.

(M) Request for leave process.000000000000000000.

(1) Except in the case of an emergency, prior notification to the employee's supervisor of anticipated leaves is required. Employees shall notify his/her immediate supervisor by telephone or electronic message prior to the scheduled start time that they are unable to report to work due to a qualifying reason. In cases where an employee is incapacitated, they may designate a family member or third-party representative to communicate with the university.

(2) Request for leaves as identified in this policy must be submitted electronically via the BearTrax system. In order to assure accuracy of leave balances and to properly secure approvals for leaves, every effort should be made to make requests prior to the end of the pay period in which the leave is to occur. In rare circumstances in which this cannot be done due to emergency or oversight, the employee must submit such request at the earliest date upon return from leave.

(3) Additional guidelines regarding leaves of absences may be found on the department of human resources website.

Last updated October 6, 2025 at 8:09 AM

History

Effective: October 3, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-24 Administrative employees - employment status and other employment actions.

(A) Purpose and scope

The purpose of this rule is to establish provisions that address various employment matters for administrative employees, as identified in paragraph (B) of this policy, including but not limited to: probationary periods, performance evaluations, performance improvement plans, discipline, and reduction in force.

(B) Included

(1) The term "administrative employee" refers to an administrator as defined in this paragraph and administrative technical support staff (ATSS).

(2) Administrators (full and part time) include employees assigned professional, managerial, and/or supervisory responsibilities as described in an approved job description. Administrators are generally paid on a salaried basis, with assigned duties that may be exempt from the Fair Labor Standards Act (FLSA) overtime payment rules, and are not "public employees" as defined by Chapter 4117. of the Revised Code.

(3) Administrative technical support staff (ATSS) (full or part time) include employees typically paid on a per-hour basis (but can be paid on a salaried basis), assigned confidential duties, subject to FLSA overtime rules, and who are not "public employees" as defined by Chapter 4117. of the Revised Code.

(4) Temporary or intermittent administrative employees employed at will are subject to all provisions of this policy except that such employees may be terminated without a prior performance improvement plan (PIP).

This policy does not apply to executive administrators who are subject to executive employment agreements, to the extent that such agreements are inconsistent with this rule. Executive administrators who do not have executive employment agreements and athletic coaches shall be subject to this rule to the extent that the provisions herein are not inconsistent with their appointment letter. Specific provisions in an athletic coach's or executive administrator's appointment letter shall govern over terms contained in this rule. To the extent that executive employment agreements or appointment letters are silent as to the matters contained in this rule, the terms of this rule shall apply.

(D) Employment contract status and probationary periods

(1) Employment for eligible administrative employees includes the status of:

(a) Defined contract period appointments that have a defined duration and end date with specific terms and conditions of employment incorporated into an agreement/contract, or

(b) Continuous contract appointments which do not specify an end date as employment is expected to be continuous.

(2) Both appointment types require the successful completion of a probationary period, satisfactory performance on an ongoing basis, and are subject to university policies and procedures.

(3) Administrative employees in positions funded by university funds (general operating, auxiliary, etc.) and that are not employed for a defined contract period, are eligible for continuous contract status upon successful completion of a six-month probationary period.

(4) Administrative employees in temporary or intermittent positions, or positions funded by grants and/or soft or external sources will be hired for a defined contract period and are not eligible for continuous contract status. Such employees must successfully complete a six-month probationary period.

(E) Performance evaluations (probationary and annual)

(1) New-hire probationary evaluation - successful completion of the six-month new-hire probationary period with a minimum overall

(2) Rating of "meets basic expectations," is required for continued employment.

(3) Annual performance evaluation - upon completion of the new-hire probationary evaluation, performance evaluations are completed at least annually or on a periodic basis as determined by the supervisor.

(4) Performance improvement plan (PIP) - a written performance improvement plan (PIP) may be initiated by the supervisor at any time in which the employee is not demonstrating satisfactory performance based on the assigned responsibilities and/or established objectives.

(5) An employee whose performance rating states that he or she "does not meet basic expectations" in his/her essential job competencies and/or performance will be subject to procedure 4.51:1.

(F) Administrative leave

(1) Should an investigation or assessment of an alleged incident of misconduct involving an administrative employee be required and/or in any instance in which the health or safety of an employee or any person or property entrusted to the employee's care could be adversely affected, an administrative leave with pay may be implemented upon the recommendation of the director of human resources and the approval of the appropriate senior executive and/or the president. The administrative employee will receive appropriate notice in such case.

(2) Access to university facilities and resources may be restricted or denied to an employee placed on an administrative leave unless otherwise authorized by the director of human resources.

(3) The university may place an employee on administrative leave without pay for a period not to exceed two months, if the employee has been charged with a violation of law that is punishable as a felony. If the employee subsequently does not plead guilty to or is not found guilty of a felony with which the employee is charged or any other felony, the university shall pay the employee at the employee's base rate of pay, plus interest, for the period the employee was on the unpaid administrative leave.

(G) Pre-disciplinary hearing

(1) If a demotion, suspension, or termination may be imposed based on the findings of an investigation or employee's unsatisfactory completion of a PIP, an informal pre-disciplinary hearing will be scheduled prior to any imposition of such actions. Written notice will be provided to the administrative employee prior to the hearing date. At the pre-disciplinary hearing, the employee will be provided with a summary of the evidence against him or her and given an opportunity to respond to it in person at the hearing or in writing within forty-eight hours of the hearing.

(2) A decision to impose a demotion, suspension, or termination will be communicated in writing to the administrative employee as soon as reasonably possible but no more than fifteen calendar days after the conclusion of a pre-disciplinary hearing.

(H) Corrective actions

(1) Corrective action that results from the findings of an investigation or an assessment of misconduct will be reasonable and commensurate with the offense, and may include, but not be limited to, a letter to the personnel file, unpaid suspension, demotion, and/or termination of employment. Except in unusual circumstances, the unsatisfactory completion of a PIP will result in termination.

(2) With the authorization of the president or designee, an administrative employee may be disciplined for reasons that include but are not limited to:

(a) Incompetence, inefficiency, dishonesty, use or being under the influence of alcohol or illegal drugs at work or inappropriate use of prescription drugs, discourteous treatment of the public, neglect of duty, failure to return from a leave of absence, or other failure of good behavior.

(b) Violation of an official regulation or failure to obey reasonable directions given by a supervisor when such violation or failure to obey amounts to insubordination or a serious breach of university policies, procedures, and/or work rules or puts the university and/or its employees and students at serious risk.

(c) Misfeasance in office, malfeasance in office, nonfeasance in office, conviction of a felony or of an offense involving moral turpitude.

(d) Demonstration of abusive or threatening behavior in the treatment of students, fellow employees, or other persons.

(I) Reduction in force

(1) In case of a reduction in force, notification to affected administrative employees will be as follows:

(a) Those with up to three years of service will receive thirty days' written notice.

(b) Those with service of three years or more will receive ninety days' written notice.

(2) Administrative employees with defined-period contracts or in positions funded by "soft" grant funds or external sources will continue employment for the defined contract period or until funding is discontinued, provided they are not subject to discipline as detailed in this policy.

(3) Unsatisfactory performance issues will be managed separately from the reduction in force process.

(4) Attempts will be made to reassign affected employees to other open positions for which they are qualified.

(5) If an administrative employee is terminated due to a reduction in force, the employee will be eligible for reappointment to the last held position should it become available within a period of two years form the date of the force reduction.

(6) The decision to reinstate a position that has been eliminated through a reduction in force is at the sole discretion of the university.

(7) If reappointed to the last held position following a reduction in force action, an administrative employee will be reinstated at his/her prior employment status as governed by existing university policies.

(J) Management discretion for involuntary separations

For paragraphs (I)(1)(a) and (I)(1)(b) of this rule, or similar situations in which an employee is given advance notice of a future involuntary termination, the appropriate senior executive has the discretion to modify the employee's duties and/or work location - including remote work - through the end of the employment period.

(K) Procedures

Procedures necessary to implement the provisions of this policy will be adopted following the university's process.

Last updated July 7, 2026 at 7:28 AM

History

Effective: July 7, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-25 Compensation for administrative employees.

(A) Purpose and scope

(1) Shawnee state university desires a competitive and equitable compensation system that will attract and retain qualified administrative personnel. The purpose of this policy is to establish and maintain an administrative compensation system that considers comparable positions in similar markets, internal equity, the performance of employees, and the availability and allocation of funds as determined by the president. The university administers compensation practices in compliance with applicable federal and state laws, including but not limited to the Equal Pay Act, Title VII of the Civil Rights Act, the Age Discrimination in Employment Act, the Americans with Disabilities Act, and applicable provisions of Ohio law. Nothing in this rule creates a contract of employment or guarantees a specific salary increase, adjustment, or continued employment.

(2) This policy applies to administrative employees in approved administrative positions for either "regular" or "term" appointments, regardless of the funding source, and who are not in positions that are under a collective bargaining unit.

(a) Regular appointments are expected to be ongoing, subject to the needs of the university, with no designated end date.

(b) Term appointments are for a designated period of time, normally between one and three years. The duration may be determined by the funding source (e.g., externally funded grants) or by authorization of the president. Continuation of term appointments is contingent upon operational need, funding availability and institutional authorization.

(3) This policy does not apply to executive staff; faculty and staff covered by a collective bargaining agreement; student employees; or temporary or intermittent staff with at will employment agreements.

(B) Categories of administrative positions

(1) Administrator - an administrative position with professional, managerial, supervisory, or fiduciary responsibilities that is exempt from collective bargaining under section 4117.01 of the Revised Code, and may meet the exemption criteria under the Fair Labor Standards Act (FLSA).

(a) Employees in administrator positions that meet FLSA exemption criteria for duties and salary tests will be classified as "exempt."

(b) Employees in administrator positions that meet the FLSA exemption criteria for the duties test, but not the salary test, will be classified as "non-exempt."

(2) Administrative technical support staff (ATSS) - an administrative position that is confidential in nature and is exempt from collective bargaining under section 4117.01 of the Revised Code. ATSS employees do not meet the exemption criteria under the Fair Labor Standards Act (FLSA) based on the duties test. ATSS employees will be classified as "non-exempt."

Administrative employees classified by the department of human resources as "non-exempt" due to not meeting the FLSA exemption criteria (based on salary and/or duties test) will be compensated for their work in accordance with the FLSA and its associated administrative regulations.

(D) Classification/compensation structure

(1) The director of human resources is responsible for managing the structure of the administrative compensation system(s) and for reviewing the applicable structure relative to the appropriate market. Market benchmarking data is utilized as a guide for compensation administration and does not create an entitlement to a specific salary placement.

(2) The director of human resources or designee will assess all administrative positions' responsibilities and determine the placement of each within the university's compensation structure, relying upon market benchmarking methodology, with consideration of internal equity for comparable responsibilities. Internal equity considerations may include comparable scope of responsibility, supervisory authority, organizational impact, required qualifications, degree of complexity, and relevant experience.

(3) Salary offers or adjustments exceeding established compensation guidelines or market placement thresholds shall require additional justification and approval by the president in accordance with university procedures.

(4) In exceptional cases, the president is authorized to approve a signing bonus as an incentive for a candidate to accept employment at the university. The president may also approve one-time non-base compensation payments, including merit-based bonuses to support institutional recruitment, retention, and performance objectives.

An athletics performance bonus schedule may be established by the athletic director to define bonuses for varsity coaches who meet certain individual or team performance milestones, or receive certain recognitions from their conference, league, or governing association. Any such schedule shall be approved by the president.

(5) The department of human resources retains authority for evaluating position classifications and determining whether changes in assigned duties warrant reclassification review in accordance with university procedures.

(E) Salary budget and allocation

The allocation of an approved salary pool in the annual operating budget is at the discretion of the president who may allocate all, a portion, or none of the salary pool. The salary allocation may be applied evenly to all administrative employees (across-the-board) or to individual employees based on factors such as, but not limited to, market benchmarking, internal equity analyses, and/or performance.

(F) Procedures

The board of trustees authorizes the president to establish procedures to effectively implement this rule. Such procedures may include eligibility requirements, conditions, and other provisions regarding signing bonuses and other bonuses discussed in paragraph (D)(4) of this rule.

Last updated July 7, 2026 at 7:28 AM

History

Effective: July 7, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-26 Professional development (degree and non-degree).

(A) Purpose

The purpose of this policy is to provide eligible administrative employees (administrators and administrative technical support staff) with degree and non-degree professional development opportunities that encourage employees to pursue knowledge and skill enhancements important to career aspirations and that are vital to the success of the university. These programs are consistent with higher education industry standards and are an important component of the university's overall employee-benefit program.

(B) University approved or required professional development

(1) The university supports both career and job-related professional development activities. It is expected that employees and supervisors will discuss professional development needs and opportunities during the annual performance evaluation process.

(2) When an employee is required to attend a university-approved development program, training or other educational activity, the time spent in attendance will be counted as time worked, and the associated fees and costs, (i.e., materials, travel and per diem, etc.) will be paid by their department.

(1) The university will consider a request for an employee to enroll in an elective (not required) training or professional development program. The time attending such training or program will be non-compensable and any related expenditures will not be reimbursable (i.e., materials, travel and per diem, etc.) unless otherwise specified in this policy.

(2) To participate in an elective professional development program off campus (degree and non-degree), the employee must develop and submit a written plan through the applicable supervisory and management levels, including the president, requesting approval to participate in the program. In addition to providing the information prescribed in this paragraph, approval will be subject to scheduling, staffing, and budget considerations. The written plan must include the following:

(a) A description of the program and a concise explanation of the necessity to participate in the program;

(b) The expected length of the program;

(c) The relation of the program to the employee's current job responsibilities, how the program enhances the employee's department and the university, and how the program will assist the employee's transition into career-related positions at the university; and

(d) The impact on the employee's workload and the workload of colleagues within the department.

(D) On-campus tuition assistance (undergraduate and graduate)

(1) The university waives certain Shawnee state on-campus education costs for undergraduate and graduate courses as a means of encouraging administrative employees and their eligible dependents as defined in this policy to further their education.

(2) The on-campus undergraduate education benefit waives instructional, technology, and general fees for courses including those delivered online as outlined in this policy. Where applicable, out-of-state surcharge fees are waived.

(3) Employees and eligible dependents enrolled in a graduate program will be responsible for paying the difference between the on-campus graduate and undergraduate tuition rates for instructional, general, and technology rates, and out-of-state surcharge, if applicable, for one graduate program.

(4) Employees enrolled in a graduate program prior to July 1, 2024 will not be responsible for paying the difference between the on-campus graduate and undergraduate tuition rates.

(5) The on-campus education benefit does not cover the costs of special fees including but not limited to: course fees, program fees, bond fees, late payment fees, books, or supply fees. These costs, including those incurred by eligible dependent(s), are the responsibility of the employee.

(6) If an employee and dependent is eligible for Pell or OCOG grants, such funds will apply against applicable educational expenses as stipulated by the grant.

(E) Eligibility for on-campus tuition assistance (undergraduate and graduate)

(1) Full-time administrative employees (actively employed)

(a) Upon completion of the new-hire probationary period, full-time administrative employees may take two courses per semester (including main campus courses delivered online). Those who are enrolled in an e-campus or hybrid program are permitted to take one course per sub-session within a semester.

(b) Administrative employees who are actively enrolled in a course of study prior to the commencement of an approved leave of absence (does not include involuntary administrative leave), temporary layoff or furlough status may continue that course of study.

(c) Administrative employees are prohibited from completing coursework during work hours and are expected to register for classes that meet outside of their regular work schedules. In situations in which the course must be taken during the employee's regular work schedule, with written approval from his/her supervisor, an administrative employee may arrange for a flexible schedule in order to complete the required course. In no case will a schedule that would result in the employee being in overtime work status be approved.

(d) The maximum benefit for a full-time administrative employee is one hundred sixty attempted credit hours for undergraduate courses and one graduate degree program.

(2) Dependents of actively-employed full-time administrative employees

(a) Upon completion of the new-hire probationary period, dependents of full-time employees may enroll in as many hours per semester as allowed under the university's academic policies.

(b) As used in this policy, an eligible dependent is defined as the spouse or child twenty-five years of age or younger, and dependent as defined under IRS rulings, of full-time actively-employed administrative employees.

(c) The maximum benefit for each dependent under this policy is one hundred sixty attempted credit hours for undergraduate courses and one graduate degree program.

(3) Retired full-time administrative employees and dependents

(a) A full-time administrative employee who has formally retired (disability or service) under an Ohio state pension system or approved alternative retirement system (ARP), receiving a pension benefit payment, not actively working as a re-employed retiree, and who has served at Shawnee state university for ten continuous years or more in full-time status ("eligible retiree"), is eligible to receive undergraduate fee waiver benefits on a space-available basis not to exceed one hundred sixty attempted credit hours.

(b) A dependent of an eligible retiree who is enrolled in a degree program at the time of the eligible retiree's retirement may continue to receive waivers for instructional, general, and technology fees and out of state surcharge where applicable in order to complete the current course of study, not to exceed a total of one hundred sixty attempted credit hours for undergraduate courses or one graduate degree program.

(c) Re-employed retirees will be eligible for tuition assistance based upon full or part-time status as defined in this policy.

(4) Dependents of full-time employees deceased while in active status

A widow or widower and/or dependent child of a deceased full-time administrative employee with ten years of continuous service is eligible to receive on-campus education benefits, as follows:

(a) Must be enrolled in a degree program within one year of the active employee's date of death;

(b) Will be registered on a space-available basis; and

(c) Maximum tuition waiver is not to exceed one hundred sixty attempted credit hours for undergraduate courses or one graduate degree program.

(5) Part-time administrative employees and eligible dependents

Upon completion of the new-hire probationary period, actively-employee part-time administrative employees regularly working at least twenty hours and their eligible dependents may take one course per semester (including main campus courses delivered online). Those who are enrolled in an e-campus program are permitted to take one course during the semester (one of the sub sessions). No special provisions will be made in employees' work schedules to accommodate taking the class. The maximum tuition waiver is one hundred sixty attempted credit hours for undergraduate courses or one graduate degree program.

(F) Criteria for on-campus tuition assistance (undergraduate and graduate)

(1) Administrative employees, spouses and dependents shall enroll during the regular registration processes.

(2) Programs or classes which have special admission requirements or limited class sizes will be available for enrollment in the same manner as made available to the general student body; and administrative employees, spouses and dependents will be required to compete for admission into these programs or courses with other student applicants.

(3) Administrative employees, spouses and dependents must remit payment for special fees and charges as defined in this policy in accordance with university student payment deadlines.

(4) The administrative employee, spouse or dependent may be required to file the free application for federal student aid (FAFSA) and complete the verification process if determined necessary by the financial aid office.

(5) All necessary and required forms must be completed according to university policies and timetables. Forms are available on the financial aid webpage.

(6) No employee or his/her dependent will be entitled to on-campus education benefits, nor will the university be required to pay, for any classes that have already been taken by the employee or dependent and failed or otherwise not successfully completed by the employee or dependent.

(7) Applicable educational benefits awarded will be reported as required by IRS regulations.

(G) Eligibility for off-campus graduate tuition reimbursement

(1) The university supports full-time administrative employees with at least two years of continuos service taking graduate courses at other institutions of higher education when the graduate program will increase the skills necessary in their present positions and enhances their contribution to the university. Employees seeking off-campus tuition reimbursement must receive written approval of the degree program, as outlined in paragraph (C) of this rule.

(2) Any graduate program offered by Shawnee state university (on-campus or online through e-campus) is not eligible for tuition reimbursement at a different institution.

(H) Criteria for off-campus graduate tuition reimbursement

(1) The off-campus education benefit allows full-time administrative employees to apply for master's and doctoral program tuition and fee reimbursement as specified herein after two years of continuous full-time service with the university.

(2) The graduate degree, including online degrees, must be provided by an accredited institution of higher education.

(3) To ensure the proposed course of study meets conditions outlined in this policy, prior approvals by the employee's supervisor, the department budget manager, and concurrence of the appropriate chief officer or vice president are required.

(4) Reimbursement is provided for approved courses with a grade of B or higher. Should the program not provide a grade, the employee must submit evidence of satisfactory progress (e.g. dissertation credits as PR, etc.) Documentation from the institution granting the grade and/or progress report must be attached to the reimbursement request.

(5) The maximum reimbursement tuition rate will be at the appropriate Shawnee state's master's or doctoral in-state tuition rate. The rare exception to this maximum rate requires approval of the chief officer or vice president of the employee's division.

(6) Only courses required for the attainment of the degree as identified in the initially approved course of study are eligible for reimbursement.

(7) Reimbursement is limited to one graduate-level program.

(8) An employee awarded this off-campus education benefit will agree in writing to remain employed at the university for at least two years from the end date of the term of the approved coursework. If not, the employee agrees to repay the tuition reimbursement amount received. Employees who are receiving or have received this benefit prior to September 20, 2024, are not required to repay the tuition paid on their behalf if they voluntarily separate from the university on or before June 30, 2025.

(9) Repayment requirements set forth in paragraph (H)(8) of this rule shall not apply in cases of: (a) the elimination of the employee's position, or (b) a workforce reduction in which the employee is laid off for at least twenty-one months duration.

(I) Positions funded by external sources

(1) Employees whose positions are funded by external sources are only eligible for off-campus education benefits to the extent allowed and funded by the external source(s).

Last updated October 3, 2024 at 8:52 AM

History

Effective: October 3, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-27 Administrative employees vacation.

This rule was filed with the Legislative Service Commission in PDF format and is presented here as filed.

View Rule Text

Last updated July 25, 2023 at 1:17 PM

History

Effective: April 16, 2008
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-28 Administrators and ATSS sick leave.

This rule was filed with the Legislative Service Commission in PDF format and is presented here as filed.

View Rule Text

Last updated July 25, 2023 at 1:17 PM

History

Effective: September 4, 2007
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-29 Administrative staff holidays.

This rule was filed with the Legislative Service Commission in PDF format and is presented here as filed.

View Rule Text

Last updated July 25, 2023 at 1:17 PM

History

Effective: June 5, 2001
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-35 Relocation expense reimbursement.

(A) Rule purpose

Shawnee state university recruits for talented faculty and administrators nationally and internationally. In order to generate a competitive recruitment pool, the reimbursement of relocation expenditures may be provided to individuals. The purpose of this policy is to provide for the consistent reimbursement of relocation expenses incurred by eligible employees that are in accordance with IRS regulations.

(B) Eligibility

(1) Newly hired full-time faculty and administrators from outside the Portsmouth area may be eligible for reimbursement of relocation expenses if accepting a position at the university requires that person to move his/her household to within the Portsmouth area.

(2) The hiring department will determine and recommend when reimbursement is appropriate or necessary. The prior approval of the president or appropriate senior executive (provost, chief financial officer, chief operating officer, other chief-level position, or equivalent) must be secured before extending relocation expense reimbursement to a prospective employee under this policy. The reimbursement details must be incorporated in the employment offer letter.

(3) Any exception to this policy requires the prior approval of the president.

(4) Board of trustee executed employment contracts are not subject to this policy and underlying procedure(s). However, this policy and underlying procedure will apply to employees who have board executed agreements that do not include a provision for university reimbursement for moving or relocation expenses.

Benefits provided by this policy have tax implications to the employees receiving the benefits. Employees should refer to the IRS website (irs.gov) and instructions for form 3903 "moving expenses," or equivalent, and consult a tax professional for advice concerning possible income tax implications. The current information is subject to change by the IRS.

(D) Procedures

The president will establish procedures that address the parameters for the reimbursement of qualified relocation expenses. Such parameters will include, but not be limited to, the types of expenses that are eligible to be reimbursed, the method to determine the maximum amount to be reimbursed, possible restrictions on the reimbursement and procedures for the university to recoup the reimbursement in certain circumstances.

Last updated July 18, 2025 at 7:42 AM

History

Effective: July 18, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-40 Concern resolution for administrators.

(A) It is important at Shawnee state university to provide all employees with an opportunity to resolve concerns they may have about their roles, working conditions, application of university policies, and other matters. The university encourages open communication between employees and supervisors.

(B) This policy applies to administrative staff (administrators/ATSS) only. Matters such as discrimination and harassment will be addressed through other university policies. Administrative employees may have their concerns addressed through both informal and formal processes described in the related procedure. Administrators with supervisory responsibility at all levels of the university will make reasonable efforts to resolve the concern in a timely manner.

(C) Administrative employees have the right to disagree with a university process or decision, but that does not automatically mean the process or decision is unreasonable, unfair, or discriminatory; disagreement also may not change the decision or the process.

(D) No employee will be retaliated against for using the university's concern resolution process in good faith.

Last updated October 15, 2024 at 1:58 PM

History

Effective: September 21, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-44 On campus education benefits for adjunct faculty.

(A) Purpose

Shawnee state university waives certain on-campus education costs as a means of encouraging adjunct faculty to further their education in accordance with the terms of this rule. On-campus education benefits are consistent with higher education industry standards and are an important component of the university's overall benefit program provided to employees.

(B) On-campus education benefits

(1) The on-campus education benefit applies to any adjunct faculty member who has taught at least nine semester credits within the immediately previous four complete fiscal years and is an adjunct faculty member during the fiscal year in which he or she elects to take a course.

(2) An adjunct faculty member is entitled to a tuition waiver for one course per term, "one course" being a single class for credit and carrying five or fewer credit hours.

(a) The university waives undergraduate instructional, technology, and general fees. Where applicable, out-of-state fees are waived.

(b) The benefit does not cover the costs of special fees such as course fees, program fees, lab fees, bond fees, late payment fees, or other fees which in the sole discretion of the university are determined to be dissimilar to instructional, technology, and general fees. These costs are the responsibility of the employee.

(1) The adjunct faculty member may enroll in undergraduate courses during the regular registration process, and no special provisions will be made for them to enroll in a course. Such enrollees will not be counted in determining minimum class size requirements, nor will additional sections be added to accommodate them.

(2) Programs or courses which have special admission requirements or class size limitations will be available to such enrollees in the same way they are available to the student body, and enrollees will be required to compete for admission into these programs or courses with other student applicants.

(3) Any adjunct faculty member desiring to take a Shawnee state university undergraduate course under this rule shall obtain and complete all necessary and required forms according to university policies and timetables. Forms are available on the financial aid webpage.

(4) At least one week prior to early registration, an adjunct faculty member should submit their tuition waiver benefit form to their division chairperson or dean for approval. Upon receipt of approval from the supervisor and verification of eligibility by the human resources department, the form will be sent to the financial aid office for final processing.

(5) No adjunct faculty member will be entitled to on-campus education benefits, nor will the university be required to pay for any classes that have already been taken by the adjunct faculty member and failed, or otherwise not successfully completed by the adjunct faculty member unless the university determines in its sole discretion that the failure or unsuccessful completion was the result of extenuating circumstances.

(D) Non-credit courses

Non-credit courses are generally not eligible for waiver under this rule. However, if completion of a non-credit course is recommended by an adjunct instructor's supervisor, and the supervisor determines that the course directly relates to and enhances the employee's skills and ability to perform assigned duties and aids in the department's overall performance, the cost for such course may be paid fully by the adjunct instructor's department.

Last updated January 30, 2023 at 8:40 AM

History

Effective: January 28, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-46 Use of university resources.

(A) Purpose

The purpose of this rule is to establish expectations regarding the temporary use of university property and resources that are determined to be appropriate to an employee's assigned role with the university.

(B) General statement of rule

(1) The use of university resources must have a business purpose and may include the use of office space, vehicles, equipment, computers, internet, telephone, and software.

(2) When necessary, abuse of such resources may result in disciplinary action, up to and including termination in accordance with applicable policies and/or collective bargaining agreements. An individual who abuses or misuses university resources may also be required to pay restitution to the university.

(3) Abuse could be determined when either of the following occurs:

(a) The use is outside the boundaries of that which is customarily provided or reasonably needed by the employee to function in their position.

(b) The use conflicts with federal, state, or local laws or regulations, or with an existing university policy.

(C) Brief personal use of the university's communication resources that operate on a flat-rate basis (internet or email) is allowable during work hours. Such use should be infrequent in nature and of short duration. After-hours personal use of internet and email services is permitted, subject to policy 5.30, campus computer and network use.

(D) Incurring long distance telephone charges for personal calls is not permitted.

(E) To the extent that university property is to be used at locations other than on campus for an extended period of time, the following conditions will apply:

(1) A written request specifying the need for the item, identifying that such use is for business purposes, and an estimated duration for the use, must be submitted to the employee's supervisor.

(2) Use of university property off-campus must not interfere with normal on-campus activities and operations of the university.

(3) The property may not be used for personal gain or personal profit-making purposes.

(4) The university will not be responsible for claims by employees for damages arising from the use of university property and equipment off-campus.

(5) Permission to use university property can be withdrawn at any time.

(F) Policies and procedures related to the use of specific university resources may be found under the applicable department website.

Last updated January 30, 2023 at 8:41 AM

History

Effective: January 28, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-48 Retirement and re-employment of retirees.

This policy applies to employees of Shawnee state university (SSU) eligible for retirement under an Ohio state retirement system (OPERS, STRS, SERS or their successors) or the Shawnee state university alternative retirement plan (ARP).

(A) Definitions

(1) Retirement: the voluntary act of an employee that severs employment from the university and entitles the employee to subsequent compensation from a state sponsored retirement system or an ARP.

(2) Public meeting: any meeting held by the board of trustees which complies with section 121.22 of the Revised Code.

(B) Eligibility for employment post-retirement

(1) Employees who retire, or have applied to retire, and are in good standing with the university are eligible to apply for a position for which they meet published qualifications that the university is seeking to fill following established university employment procedures.

(2) Re-hired retirees are personally responsible for familiarizing themselves with retirement system rules, if any, that could result in the forfeiture of retirement compensation upon re-employment.

(3) The university is not required to hold a position open or delay filling a position in order for a retiree to fill the position without loss of retirement compensation.

(C) The re-employment of an OPERS retiree in a position that is customarily filled by a vote of the university board of trustees (e.g., vice president, general counsel) will include compliance with the section 145.381 of the Revised Code.

(D) The board of trustees may authorize exceptions to one or more provisions of this policy upon adoption of a retirement incentive program.

(E) The president will ensure the development of procedures related to this policy including consistent and systematic processes for the re-employment of retiring or retired SSU employees.

(F) This policy and related procedures do not supersede collectively bargained post-retirement, employment related benefit provisions contained in the applicable labor agreement for unionized faculty and staff members.

Last updated October 31, 2022 at 9:09 AM

History

Effective: October 30, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-49 Identity theft/red flagrules.

(A) Purpose

(1) The purpose of this policy is to assure Shawnee state university's compliance with the federal trade commission's red flags rule in the detection, prevention, and mitigation of identity theft in connection with the opening of a covered account or transactions involving an existing covered account.

(2) The university will monitor university operations and adopt appropriate procedures as required for compliance with the red flags rule.

(B) Responsibility for monitoring, developing, and implementing red flags rule requirements lies with the vice president for finance and administration or the vice president's designated program administrator. The program administrator will be responsible for:

(1) Determining the appropriate steps to prevent and mitigate identity theft related to covered accounts in particular circumstances.

(2) Implementing and promulgating periodic changes to the program to address new or revised university operations.

Last updated January 23, 2023 at 9:13 AM

History

Effective: January 23, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-59 Department of public safety employment status and other employment actions.

(A) Purpose

(1) The purpose of this rule is to establish a department of public safety, thereby creating measures and expectations for a safe and secure campus environment embracing the concept of community policing, to increase awareness of safety and security issues, assure the enforcement of university rules and laws for the preservation of good order, and prevent the disruption of the educational and business functions of the university.

(2) A secure and safe environment is a shared responsibility between the department of public safety and all stakeholders within the community. The university provides programs, systems, and processes that promote the safety and security of students, faculty, staff and visitors while balancing the need to maintain a quality, convenient, and affordable higher education environment.

(B) Establishment of the department of public safety (DPS)

The board of trustees, by resolution F29-08 and in compliance with section 3345.21 of the Revised Code, established a department of public safety.

(1) In accordance with section 3345.21 of the Revised Code, the Shawnee state university board of trustees extends its authority to the president for the purpose of directing the adoption, implementation, approval, and ongoing review and revision of policies and procedures required to administer the operation of DPS.

(2) Employees in the department of public safety may include, but not be limited to, security sergeants, security officers, police officers and police sergeants. These groups of employees may be referred to collectively in this rule as "officers" or "public safety officers".

Last updated October 3, 2024 at 8:53 AM

History

Effective: October 3, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-60 Tuition, academic fees, other student fees, and fines and charges.

(A) Purpose

The purpose of this policy is to direct the adoption, management, and review of all fees and charges assessed by the university to students and to ensure compliance with applicable state regulations.

(B) Tuition and other student fees

Tuition and other student fees, as defined in this policy, that will be assessed to students must receive prior approval from the board of trustees and follow parameters established in the state biennial budget bill or other state law.

(1) Tuition - fees charged to all students each term , based on their enrollment status. Tuition includes instructional, general, and technology fees; fees assessed to high school students (college credit plus); graduate workshop credit fee; fees assessed to all students for a specific purpose (e.g., required bond repayment fees); and any future fees meeting this definition.

(2) Course fees - fees charged only to students enrolled in courses for which a supplemental fee has been established to defray the cost of lab supplies, technology needs, or other special requirements of the course.

(3) Academic program fees

fees charged only to students who have been accepted into an academic program that requires specialized supplies, equipment, or individualized services. Examples may include studio-based programs, programs requiring state-of-the-art equipment, and programs with clinical requirements.

(4) Other student fees - fees assessed to specific groups of students that support the delivery of academic services and student life activities (e.g., credit by arrangement fee, residential student programming fee).

(D) Fines and cost recovery charges

(1) Fines and cost recovery charges that may be assessed to students must be approved by the president and will be shared with the board of trustees annually.

(2) Definitions:

(a) Fines - fines assessed to students as a result of disciplinary action.

(b) Cost recovery charges - charges assessed to students to defray the cost of providing an optional service (e.g. express mail charge for a rush transcript).

(E) Procedures

Procedures that address the management and use of board-approved fees and to otherwise effectively administer this policy shall be established.

Last updated July 7, 2023 at 8:28 AM

History

Effective: July 7, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-61 Naming of university buildings and campus areas.

(A) Rule statement

This rule provides for the naming of university owned and/or operated buildings and campus areas following an orderly and efficient process in order to provide uniformity and consistency in the identification of these areas by students, staff, and visitors.

(B) Exception

The process for the "naming" of university buildings, campus areas, or features as a result of credit for commemorative/naming opportunities are covered under the auspices of the SSU development foundation policies (sections 11.0 and 12.0).

The board of trustees reserves the right to remove and/or change names of buildings and structures, spaces, units or entities, whether administrative, philanthropic or honorific/commemorative, if at any time the university determines that the continued naming of a space, unit or entity compromises the university's integrity or reputation, or for any other reason in its sole discretion.

(D) Procedure

The president will ensure procedures will be established for the naming of university owned and/or operated buildings and campus areas that follow a consistent framework, effectively communicate the approved identification, and provide for revision or discontinuation of such names under paragraph (C) in this rule.

Last updated December 2, 2022 at 12:40 AM

History

Effective: December 2, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-62 Student enrollment: business functions.

(A) Rule purpose

The university is committed to enabling prospective and existing students to complete enrollment and related business functions required to remain in good standing with the university in an efficient, streamlined and student-friendly manner. The purpose of this rule is to ensure the establishment of business functions required for student business matters such as, but not limited to: enrollment and registration processes; course and laboratory schedules; deadlines for all required business actions such as the payment of tuition and fees, housing and meal plan rates; payment due-dates for each term; refund schedules for courses that students drop or withdraw from; placement of student-account "holds" for non-payment (when permitted by law;) and guidelines for the collection of outstanding account balances.

(B) Procedures

The president will ensure the adoption of procedures and guidelines, including the delegation of responsibility to university officials, for the effective administration of this rule and communication and distribution of information in a variety of formats.

Last updated January 30, 2023 at 8:41 AM

History

Effective: January 28, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-63 Controlling infectious and communicable diseases.

(A) Purpose

This rule is to safeguard against infectious and communicable diseases by adopting strategies that will mitigate the impact of imminent or emerging threats of disease upon the campus community.

(B) Definitions

(1) Infectious or communicable disease - an infectious or communicable disease is the presence and growth of a microorganism that produces a disease that may be transmitted directly or indirectly from one individual to another. An infectious or communicable disease may be transmitted by inhalation of airborne pathogens, ingestion into the gastrointestinal tract from contaminated food, water or utensils, direct contact with a pathogen with a normally protected part of the body or insects.

(2) Other health-related conditions - Any condition that may not pose a serious risk to health or life safety but, if not controlled, could result in a considerable impact on daily operations of the university. These conditions may be something that is being transmitted from off campus which could require some action be taken at home or at the origin of the issue. Examples of these conditions can include but are not limited to scabies, fleas, bed bugs, lice etc.

(1) This rule addresses infectious and communicable diseases commonly found in the university population and which can be transmitted by air, object or through casual contact. Some examples of these infectious & communicable diseases include but are not limited to:

(a) Measles - (Rubella, Rubeola)

(b) Tuberculosis

(d) Meningitis - viral and bacterial

(e) Chicken pox

(f) Influenza

(g) Pneumonia

(h) Mononucleosis

(i) Ebola

(j) Severe adult respiratory syndrome (SARS) or SARS-CoV-2 virus

(2) Other conditions (i.e. scabies, fleas etc.) that pose risks of contagion and that would put the university community at risk.

(3) Excluded from this rule are diseases transmitted through sexual contact, or through needle use, such as Hepatitis B and HIV (see rule 5.21 bloodborne pathogens).

(D) Procedures

Procedures will be implemented that define a process for addressing students, faculty and/or staff that may contract an infectious or communicable disease.

Last updated October 15, 2024 at 1:34 PM

History

Effective: September 24, 2020
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-64 Electronic signatures.

(A) Purpose

The purpose of this policy is to establish rules regarding electronic signatures at the university in compliance with division (I) of section 1306.20 of the Revised Code.

(B) Authority

The vice president for finance and administration, controller, and chief information officer are responsible for the effective oversight and management of electronic signatures.

(1) The use of electronic signatures shall be consistent with established operational policies and procedures, including board of trustee policy 5.27rev, signature authority for contracts.

(2) The university recognizes an authorized electronic signature as legally binding to the fullest extent permitted by law.

(3) The vice president for finance and administration or designee has discretion to opt out of conducting business electronically with any party or in any transaction.

(4) The university's chief information officer shall be responsible for establishing a process and security protocol for authentication, nonrepudiation, and integrity to the extent that is reasonable for each electronic signature. An electronic signature that does not comply with an approved authentication method at the time of signature may not be binding on the university.

(5) Documentation of individual electronic signatures shall be maintained in accordance with the university's record retention schedule.

(D) Procedures

Procedures developed by the appropriate university offices for the effective implementation of this policy, including the authentication method for electronic signatures and identification of responsibilities for individuals and units regarding the use of electronic signatures, will be approved by the president.

Last updated January 23, 2023 at 9:13 AM

History

Effective: January 23, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-65 Flexible work arrangements.

(A) Shawnee state recognizes the value of flexible work options and understands that offering flexible work arrangements can result in improved productivity, recruitment, and retention of top talent and improved employee satisfaction. Offering workplace flexibility is a strategy for using resources most efficiently and providing the best environment for supporting staff while meeting the university's needs.

(B) Purpose

The purpose of this rule is to provide a structure and guidelines to support flexible work arrangements at the university, enabling managers to balance the operational and educational demands of the university with the preferred work arrangements of eligible employees. The goal of flexible work arrangements is to improve employee wellness by creating better work-life balance and improving employee recruitment and retention while maintaining a productive, efficient work environment.

This rule applies to all university personnel, unless specifically excluded based on job duties or the scheduling demands of the university. This rule does not apply to faculty, students, or other temporary employees.

(D) Policy statement

(1) Flexible work arrangements should be implemented in a fair and equitable manner throughout the university, but eligibility depends on job responsibilities, service obligations, and departmental needs.

(2) Flexible work arrangements are a discretionary benefit to eligible employees based on the needs of the university; such arrangements should not be viewed as automatic or permanent in light of the varying roles and responsibilities of employees and changing needs of the university over time.

(3) The primary criterion for determining approval of a flexible work arrangement for any employee shall be whether the arrangement meets the business needs of the department and the university. Flexible work arrangements may be appropriate for staff in some positions and departments, but may not be possible for all. While acknowledging that not every position is appropriate for a flexible work arrangement, supervisors, department heads, and senior executives should strive to ensure reasonable and equitable access to these options. Senior executives should ensure that flexible work arrangements are offered in a manner that does not violate the university's policies against discrimination. Careful consideration should be given to create a flexible work arrangement that will set the employee and the unit or department up for success. Senior executive shall mean the vice president for academic and student affairs, chief financial officer, chief operating officer, chief enrollment officer, chief advancement officer, chief of staff and any other similar vice president or chief level positions created after the enactment of this rule.

(4) Flexible work arrangements need to ensure the delivery of quality service to our students, employees, and external constituents, and that the university maintains a vibrant and connected campus community.

(5) Flexible work arrangements are to be documented and regularly evaluated, and are subject to termination in accordance with the accompanying procedure. The university reserves the right to require, deny, alter, or cease flexible arrangements based on the unit's business needs, the individual's work performance, and other relevant factors.

(6) The approval of a remote work plan and other flexible work arrangements is not a right of an employee, and it also does not change the terms and conditions of employment with the university. Employees with flexible work arrangements remain subject to applicable university policies and procedures, collective bargaining agreements, and federal and state laws.

(7) Flexible work arrangements are not to be used for childcare purposes. Employees are expected to arrange for child/dependent care as they would if they were working in the office.

(8) Flexible work arrangements are not appropriate nor required for occasional, non-routine flexibility in work hours or location.

(9) The university may permit variations of flexible work arrangements that modify the provisions set forth in this rule or accompanying procedure in response to a short- or long-term university declared emergency or other operational or educational needs. Any such declaration or need will be communicated to the affected employees, as well as any permitted variations, depending on the nature of the emergency or university need.

Last updated July 7, 2026 at 7:28 AM

History

Effective: July 7, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-96 University Rehire Policy.

(A) Purpose

The purpose of this rule is to establish consistent, transparent, and equitable guidelines for rehiring former employees. This rule supports the university's commitment to maintaining high standards of employment, fostering a supportive and inclusive work environment, and ensuring compliance with applicable employment laws.

(B) Scope

This rule applies to all former university employees who seek reemployment. Union-represented employees and student workers may be subject to separate agreements, contracts, or policies.

(1) A former employee may be considered for rehire if the following criteria are met:

(a) Good standing: The individual left the university in good standing, with no pending disciplinary actions, financial obligations, or unresolved investigations. A former employee whose employment was involuntarily terminated for wrongdoing or misconduct, or for violating university rules/policies, or who resigned in lieu of termination for such reasons, is generally ineligible unless specifically approved, as noted in this paragraph.

(b) Performance record: The individual's previous performance evaluations were satisfactory or above, typically within the last three years of service.

(c) The typical time lapse to rehire an applicant who has previously resigned, retired, or been terminated from their university employment will be determined as follows:

(i) Employees who provided proper notice (at least two weeks) of their previous separation from employment: eligible after at least six months.

(ii) Employees who did not provide proper notice (at least two weeks) of their previous separation from employment: eligible after at least twelve months.

(iii) Employees terminated for cause: not eligible for rehire unless approved by the appropriate vice president/chief officer and president after at least twenty-four months.

(2) While it is not possible to capture every reason a person may be deemed ineligible for rehire, the following list provides some of the most common reasons:

(a) Abandonment of employment;

(b) Dishonesty;

(d) Resignation or retirement while under investigation;

(e) Violation of university policy or procedure;

(f) Commission of an act substantially related to employment that is prohibited by law and punishable by fine or imprisonment;

(g) Resignation or retirement instead of discharge;

(h) Failure of a background check or drug test; or

(i) Loss/revocation of a credential or license for misconduct.

(3) The determination of eligibility for rehire should typically be made at the time of separation from employment and noted in the employment record. However, the failure to note ineligibility in the record does not prohibit the university from declining to hire a former employee who meets the ineligibility criteria.

(4) Re-employment of retirees must be handled according to board of trustees policy 4.77 (retirement and re-employment of retirees and applicable procedures).

(D) Application process

Individuals must follow the following process to be considered for reemployment:

(1) Submit a new application through the university's recruitment portal.

(2) Provide an updated résumé/CV and any supporting documentation required by the position posting.

(3) Disclose prior university employment, including department and reason for separation.

(E) Rehire evaluation

The rehire evaluation process includes:

(1) Review of prior employment history, performance, and reason for departure.

(2) Verification of references, including at least one positive reference from a former supervisor or department leader, unless obtaining such a reference is not possible.

(3) Completion of standard interview and selection processes applicable to the position.

(4) Re-verification of background checks, licensure, or certifications as required by university policy.

(F) Conditions of rehire

(1) Probationary period: Rehired employees will serve a probationary period in accordance with university policy.

(2) Benefits and seniority: Previous service time will not count toward benefits or seniority, unless otherwise specified in the employment contract or university policies.

(3) Compensation: Salary and position placement will align with current compensation standards and market-based pay ranges. Prior salary and title will not be determinative in establishing a salary and position upon rehire.

(G) Onboarding

(1) Orientation: Rehired employees must complete new hire orientation. Returning employees may participate in a modified program that focuses only on updates since their previous employment with the university.

(2) Training: All mandatory compliance training (e.g., Title IX, FERPA, cybersecurity) must be completed, regardless of prior completion.

(H) Exceptions

(1) Critical need: Exceptions to the listed requirements may be approved in cases of urgent or specialized need.

(2) Executive approval: Exceptions must be documented and approved by the president.

(I) Governance and review

This rule will be reviewed every five years by the department of human resources to ensure alignment with best practices and compliance with applicable laws.

Last updated December 4, 2025 at 2:37 PM

History

Effective: December 1, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-97 Professional appearance.

(A) Rule statement

Shawnee state university departments may determine appropriate workplace attire for their areas consistent with this rule. Supervisors are responsible for communicating department-specific attire expectations to employees during the hiring process, orientation, and performance evaluation periods. Questions regarding workplace attire should be discussed with the immediate supervisor.

Workplace attire, whether on campus, during remote work, or when representing the university in the community, must be clean, neat, and appropriate for the work being performed and the setting in which the work occurs. Professional attire may vary based on job duties, work environment, and safety requirements.

Employees whose primary duties include student-facing or front-office responsibilities are expected to maintain a level of professional appearance that supports student trust, approachability, and the university's educational mission.

(B) General guidelines

Employees are expected to present a professional appearance while engaged in work-related activities. Clothing and footwear must be clean, neat, and in good condition. Attire must not include profane, indecent, discriminatory, or otherwise unprofessional language or imagery. Accessories and personal expression are permitted, with reasonable consideration for workplace health and safety.

Employees are expected to present a professional image that supports the university's institutional identity. While performing official duties, employees may not wear apparel displaying the name, logo, or branding of other colleges or universities. This expectation is intended to promote clarity for visitors, prospective students, donors, and community partners regarding institutional affiliation. No college or university-branded apparel that displays any school other than Shawnee state is permitted.

(1) Employees are expected to dress in business casual attire at a minimum, unless their role or work environment requires a different standard. Athleisure wear (i.e., sweat attire, leggings, shorts, etc.) while performing official duties is prohibited. Business casual attire may include slacks, khakis, dress capris, professional skirts or dresses, blouses, button-down shirts, sweaters, polo or crewneck shirts, closed-toe shoes, dress sandals, and university-branded apparel. Jeans are acceptable as part of business casual attire, provided they are:

(a) Dark wash or black;

(b) Without rips, distressing, fading, or fraying;

(d) Paired with professional items (i.e., blazer, structured cardigan, button-down, blouse, or polished sweater).

(2) Employees may be required to dress in business professional attire when appropriate for meetings or external engagement.

(D) Bear wear Wednesdays

To promote school spirit and community engagement, Shawnee state university recognizes bear wear Wednesdays as a university spirit day. On bear wear Wednesdays, employees may wear Shawnee state university-branded apparel. Jeans are authorized for all employees on this day, provided they are clean, neat, and free from excessive wear or distress. Participation is voluntary and subject to operational requirements.

(E) Reasonable accommodations

The university will provide reasonable accommodations as required by applicable law, including accommodations related to disability or religious beliefs. Requests should be directed to human resources.

(F) Rule applicability

This rule applies to all Shawnee state university employees except faculty and employees with uniform requirements.

Last updated May 1, 2026 at 8:08 AM

History

Effective: April 30, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3362-4-98 Wellness break.

(A) Purpose

Shawnee state university values the health, engagement, and overall well-being of its employees. This rule establishes a structured wellness break opportunity that encourages employees to engage in brief, restorative activities during the workday. These breaks are intended to promote physical and mental wellness, reduce stress, and increase workplace productivity - consistent with the mission of the bear well program (www.shawnee.edu/bearwell).

(B) Rule statement

Eligible employees may take up to twenty minutes per workday (in one or two increments) to engage in approved wellness activities designed to promote holistic well-being. These breaks are voluntary, supervisor-approved, and non-cumulative (they do not carry over from day to day).

The university encourages employees to use these breaks to foster healthier habits, community connection, and self-care while maintaining operational continuity and productivity.

This rule complies with applicable Ohio state and federal labor laws, including U.S. department of labor regulations which provide that short breaks of twenty minutes or less are considered compensable time, while breaks exceeding twenty minutes must be designated as unpaid and recorded appropriately.

Employees with approved accommodations under the Americans with Disabilities Act, Rehabilitation Act, or similar state law that include rest or wellness time shall remain eligible for such accommodations concurrent with the rest and wellness time provided by this rule.

(D) Eligibility

(1) This rule applies to:

(a) All full-time and part-time non-student employees (administrative, executive, public safety, and support staff).

(b) Student employees may participate in wellness activities outside of scheduled work hours.

(2) Supervisors are responsible for approving the timing of wellness breaks to ensure departmental operations continue effectively.

(E) Bear well program membership

Employees are encouraged to participate in the bear well program to support their health and well-being. To become a member, employees must register through the official bear well website or visit the bear well center in person. Membership provides access to a variety of wellness resources, activities, and support services designed to promote a healthy lifestyle. Participation in the program is voluntary and open to all full-time and part-time non-student employees (faculty, administrative, and support staff).

(F) Duration and scheduling

(1) Employees may take up to twenty minutes per workday, either:

(a) As a single twenty minute block (if workload allows); or

(b) As two shorter breaks (e.g., ten minutes each) subject to the approval of their supervisor.

(2) Breaks shall be scheduled to avoid disruption of classes, meetings, or service operations.

(3) Breaks shall not be combined with meal periods or used to alter arrival/departure times.

(4) Supervisors may reasonably deny or reschedule breaks based on operational needs, but are encouraged to support participation whenever possible.

(G) Approved wellness activities

Employees may engage in a variety of individual or group wellness activities, including but not limited to:

(1) Physical wellness:

(a) Walking, stretching, or light exercise (indoors or outdoors).

(b) Use of the bear well fitness (members only) and recreation center (www.shawnee.edu/bearwell) for treadmill use, yoga, or strength training.

(2) Mental and emotional wellness:

(a) Guided meditation, breathing exercises, or mindfulness sessions.

(b) Quiet time in reflection or relaxation spaces.

(3) Social and community wellness:

(a) Peer wellness walks or team challenges.

(b) University-sponsored volunteer or community wellness events.

(4) Environmental and occupational wellness:

(a) Refreshing workspace or ergonomic stretches.

(b) Attending quick safety or wellness learning sessions via human resources or bear well.

(H) Compensation and timekeeping

(1) Breaks up to twenty minutes are considered paid and part of the workday.

(2) Breaks over twenty minutes, up to thirty minutes, may be designated as unpaid and must be recorded accurately on the employee's time record (for hourly/non-exempt employees).

(3) Supervisors should ensure consistent application across their teams and prevent abuse of time.

(I) Supervisor responsibilities

Supervisors are expected to:

(1) Support employee participation in wellness breaks while balancing department needs;

(2) Model wellness behavior by participating in wellness activities, where possible;

(3) Monitor fair and consistent access among all team members; and

(4) Ensure proper timekeeping and prevent misuse (e.g., extending lunches or early departures).

(J) Program resources and support

(1) The bear well center offers its members a variety of wellness programs and resources, including:

(a) Fitness classes, personal training, and open gym access;

(b) Nutrition counseling, wellness challenges, and health screenings; and

(2) Additional recommended resources:

(a) Ohio employee assistance program (EAP) for mental health and stress support;

(b) Ohio public employees retirement system (OPERS) well-being partner resources for retirement-linked wellness incentives; and

(c) Local community wellness partners, such as the Scioto county health department and southern Ohio medical center (SOMC) wellness center.

(K) Rule violations and accountability

Abuse or misuse of wellness breaks (e.g., repeated extended absences, combining with meal periods, or using for non-wellness personal errands) may result in corrective action consistent with university policy.

Supervisors should document concerns and consult human resources (HR) prior to initiating disciplinary steps.

(L) Review and continuous improvement

The HR department and bear well leadership will regularly review this rule to:

(1) Assess participation and effectiveness;

(2) Identify improvements or expanded offerings; and

(3) Ensure continued compliance with applicable laws and institutional priorities.

Last updated May 1, 2026 at 8:08 AM

History

Effective: April 30, 2026
Promulgated Under: 111.15

Chapter 3362-5 University-wide

Ohio Adm.Code 3362-5-01 Policy on policy and procedures.

(A) Purpose

Board of trustees approved policies reflect the board's principles for university governance and set direction for institutional decision-making and practices. The purpose of this rule is to ensure a uniform process for the adoption and review of board of trustees approved policies and the establishment of supporting procedures.

(B) Policies subject to board approval

(1) In general, policies that address subjects of significance to the university or that could substantially impact the university are appropriate for board review and approval.

(2) Policy subjects that are appropriate for board of trustee approval include, but are not limited to, the following:

(a) Core functions of the university

(b) Matters required by law to be the direct responsibility of the board;

(d) Matters that utilize or have the potential to utilize significant university resources;

(e) Auxiliary operations of the university; and

(f) Matters directed by the board.

(3) Board policies may only be enacted, amended or rescinded with approval by the board of trustees. Amendments of a non-substantive nature must comply with procedures promulgated under this rule but do not require board approval.

(1) Procedures may only be enacted, amended or rescinded with approval by the president.

(2) Procedures serve to effectively administer or implement a policy, so long as they are within the scope or framework of the policy. A board policy may also direct that specific areas or topics be addressed through an underlying procedure.

(D) Policy and procedure formulation and review process

(1) The president is responsible for establishing a procedure to implement this policy that will identify a system and process for developing new policies for board of trustees approval and to ensure the regular review of existing board policies. The president is also responsible for establishing a system for the development and approval process for procedures.

(2) The president will report, at least annually, to the board of the administration's review of existing policies and procedures.

Last updated October 15, 2024 at 1:37 PM

History

Effective: May 22, 2020
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-02 Non-discrimination/sexual harassment.

(A) Rule purpose

(1) Shawnee state university is committed to having an educational and working environment for students and employees that is without unlawful or prohibited discrimination and harassment.

(2) This policy serves to ensure that there are university structures and processes in place that prohibit discrimination against any individual because of race, color, genetic information, religion, age, disability, national origin, ancestry, sex, status as a parent during pregnancy and immediately after the birth of a child, status as a parent of a young child, status as a foster parent, sexual orientation, gender identity or gender expression, veteran status or military status.

(B) University resources and processes

(1) The university will have processes and resources in place to protect students, employees, and visitors from prohibited discrimination and harassment and to ensure the following:

(a) Compliance with applicable state and federal laws that address discrimination and harassment;

(b) Complaints of discrimination and harassment are adequately reviewed and resolved; and

(2) There will be university employees who have the requisite authority and responsibility to ensure compliance with laws and university policies and procedures that address discrimination.

(a) There will be a Title IX coordinator and deputy coordinators who have overall responsibility for matters addressing sexual harassment and sexual misconduct. The Title IX officers will have responsibility to ensure that the university has clear processes in place for sexual harassment complaints from students, employees and visitors; and that sexual harassment and sexual misconduct complaints are appropriately investigated and resolved.

(b) There will be at least one coordinator for disability issues whose responsibility will be to address allegations of discrimination based upon disability, to ensure compliance with applicable state and federal laws and related university policies and procedures, and to review and appropriately respond to accommodation and access requests for students, employees and visitors.

(3) There will be a system(s) in place to track all reports and complaints of discrimination. An annual report shall be prepared that documents the number and type of discrimination complaints and reports filed with the university within the previous year, along with the resulting resolution or outcome.

(1) There will be procedures in place, approved by the president, to amplify this policy. Such procedures will include, but not be limited to, the following topics or areas:

(a) Sexual harassment that applies to students, employees and visitors that includes definitions and identifies forms of sexual harassment and misconduct, and addresses consent and consensual relationships and consideration of the classroom and instructional settings;

(b) Disability procedure(s) that applies to students, employees and visitors and addresses equal access to university programs, activities and services and process(es) for reasonable accommodations;

(c) An investigation and complaint procedure(s) that addresses a clear process for initiating a complaint of prohibited discrimination/harassment or retaliation that applies to students, employees and visitors, processes for notification and reporting, and descriptions of the investigative process, confidentiality, and discipline and other corrective measures.

Last updated October 31, 2022 at 9:09 AM

History

Effective: October 30, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-07 Drug-free campus and workplace.

(A) Purpose and application

(1) Shawnee state university is committed to maintaining a workplace and educational environment free of illegal drugs. Recognizing that illegal drug use poses health and safety hazards to employees, students, and the community at large, the university prohibits the possession or use of illegal drugs on all university property and at other locations where the public, students, or employees of the university are conducting university business or participating in any sponsored activities.

(2) This rule applies to university visitors, faculty, staff, and students.

(B) Employee and student responsibilities

It is the responsibility of each campus visitor, faculty member, staff member, and student to adhere to this rule. If a violation of this rule occurs, support programs will be made available where appropriate. Disciplinary action may be taken, up to and including termination or dismissal from the university-- in accordance with the applicable university policy, collective bargaining agreement, or student conduct code -- and possible criminal prosecution.

In accordance with the drug free workplace act of 1988 and the drug free schools and communities act, the university will promote substance-abuse awareness that may include the following:

(1) The department of counseling and health services may make available resource information (booklets, brochures, pamphlets, etc.) regarding health and safety concerns pertaining to substance abuse and information regarding the availability of and/or referral to community-based, approved substance abuse counseling and rehabilitation services.

(2) Employees seeking additional resources are encouraged to contact the university's employee assistance program (EAP), which provides confidential assistance seven days a week, twenty-four hours per day.

(3) Education concerning substance abuse, especially of alcohol and drugs, will be provided periodically on campus. The university community is encouraged to take advantage of these opportunities to become more aware of the effects of substance abuse.

(D) Federal grants and contracts

The university will establish a process to ensure compliance with the notification requirements of the drug free workplace act of 1988 as applied to employees who work under a federal grant or contract.

Last updated January 23, 2023 at 9:09 AM

History

Effective: January 23, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-09 Smoke and tobacco free campus.

(A) Purpose

(1) Shawnee state university recognizes the need to create and maintain an environmental quality that sustains and enhances the general health and well-being of its students, faculty, staff, volunteers, contractors, and visitors.

(2) As such, effective May 1, 2021, the university intends to create a one hundred per cent smoke and tobacco free environment.

(B) Definitions

(1) Smoking: The burning of tobacco or any other material in any type of smoking device, including, but not restricted to, cigarettes, cigars, electronic cigarettes (e-cigarettes and any other devices used for vaping) or pipes.

(2) Tobacco: All tobacco-derived or containing products, including, and not limited to, cigarettes, electronic cigarettes (including but not limited to juul, blu, and vuse), cigars and cigarillos, hookah smoked products, pipes, and oral tobacco (e.g., spit and spitless, smokeless, chew, snuff) and nasal tobacco. It also includes any product intended to mimic tobacco products, contain tobacco flavoring, or deliver nicotine other than for the purpose of cessation.

Smoking of any material and the use of any tobacco-related product are prohibited in all university owned, leased, and managed buildings and on all university owned, leased and managed grounds, and in all vehicles located on university property. This includes all classrooms, offices, restrooms, auditoriums, lounges, dining areas, recreational and athletic facilities, rooftops, walkways, sidewalks, bridges, residence halls, parking lots and street parking owned by the university. Smoking is prohibited inside personal vehicles parked on university property and in any vehicles owned, operated, or leased by the university.

(D) Ban on advertising, promotion and sales

(1) The university will not advertise tobacco on university owned, operated or leased property or at any university sponsored event or university owned or sponsored media.

(2) Sale of tobacco is prohibited on university owned, operated, and leased property.

(3) Distribution and sampling of tobacco products and tobacco related items is prohibited.

(E) Exceptions

(1) FDA-approved nicotine replacement therapy, including patches, gum, inhalers, and lozenges) will be allowed.

(2) Smoking or tobacco use may be permitted for controlled research, educational, clinical, or religious ceremonial purposes with prior approval of the appropriate administrator.

(3) Smoking and tobacco use may be permitted at certain university-sponsored and university-hosted events with advance approval of the provost or a designee.

(4) Prohibitions and restrictions on smoking and tobacco use, if any, at university activities and events that take place at locations other than university owned, leased and managed buildings and grounds, shall be determined by the owners or managers of such other locations.

(F) Signage and announcements

(1) "No smoking" signs or the international "No smoking" symbol will be conspicuously posted at all university building entrances and inside all university vehicles. All such signs will include contact information for reporting violations.

(2) University literature and advertising, particularly that which is related to the posting of employment opportunities and campus events, shall identify the university as being one hundred percent tobacco free.

(3) Announcements regarding this rule will be made during university-sponsored events and at campus functions when deemed appropriate. Event programs may include a written reminder of the rule.

(G) Compliance and enforcement

(1) The success of this rule depends upon the thoughtfulness, consideration and cooperation of tobacco users and non-tobacco users. Leaders and those to whom this rule applies share the responsibility for adhering to and enforcing the rule. Civility and respect are expected at all times in regards to this rule.

(2) The president will designate the university department(s) responsible for ensuring compliance.

(3) The university will provide smoking cessation information for employees and students who wish to quit smoking.

(4) The university will identify contact information to enable employees, students and visitors to report any violations of this rule.

(5) Any student who repeatedly refuses to abide by this rule may be referred to student conduct. Repeat violations by any faculty or staff member shall be handled through normal procedures for violations of university rules and procedures. Visitors who violate this rule may be denied future access to the university campus.

(6) No person shall discharge, refuse to hire, or in any manner retaliate against an individual for the report of a violation or otherwise performing any obligation under this rule.

Last updated October 15, 2024 at 2:13 PM

History

Effective: May 22, 2020
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-10 Emergency university closing and class cancellation.

(A) When exceptional conditions occur due to severe weather, major utility failure, or other reasons that affect the majority of the members of the university community, the university may need to close, cancel classes, or relocate selected classroom or work sites. To ensure continuity of services, the university will make every reasonable effort to officially remain open.

(B) The president shall establish procedures that address the protocols for determining university closing and/or cancellation of classes. Such procedures will include, but not be limited to, weather conditions or building emergencies that may give rise to a closing or cancellation of classes. The procedure may also identify the method of notifying staff, faculty, and students of cancellation of classes and/or university closing.

Last updated October 24, 2022 at 8:34 AM

History

Effective: October 22, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-11 Freedom of expression.

(A) Purpose and scope

(1) Shawnee state university believes that the right of expression is as necessary as the right of inquiry and that both must be preserved as essential to the pursuit and dissemination of knowledge and truth. The Shawnee state university community, including students, recognized student groups (and those seeking recognition), faculty, staff, and their invited guests enjoy expansive rights to free expression on campus as permitted by the United States and Ohio constitutions. The university is committed to the following principles:

(a) Students have a fundamental constitutional right to free speech;

(b) Students have broad latitude to speak, write, listen, challenge, learn, and discuss any issue, subject to the restrictions set forth in paragraphs (B), (D)(1)(a), (D)(1)(b), (D)(1)(c), (D)(1)(d), (D)(1)(e), (D)(3), and (H) of this rule;

(c) The campus is a marketplace of ideas for all students, faculty, and staff, in which the free exchange of ideas is not to be suppressed because the ideas put forth are thought by some or most members of the community to be offensive, unwise, immoral, indecent, disagreeable, conservative, liberal, traditional, radical, or wrong-headed (hereinafter collectively referred to as "offensive";

(d) Individual students, faculty, and staff may make judgments about ideas for themselves and may act on those judgments not by seeking to suppress free speech, but by openly and vigorously contesting ideas they oppose;

(e) The university should not attempt to shield individuals from free speech, because some ideas and opinions may be deemed offensive;

(f) Civility and mutual respect are greatly valued, but should never be used to justify closing off discussion of ideas, however offensive the ideas may be to some students, faculty, or staff;

(g) Students, faculty, and staff are free to state their own views about and contest views expressed on campus, including those of invited speakers, but they may not substantially obstruct or substantially interfere with the freedom of others to express views they reject or loathe. The university is responsible for promoting a lively and fearless freedom of debate and deliberation and protecting that freedom;

(h) The campus atmosphere should be conducive to speculation, experimentation, and creation by all students and faculty, who shall remain free to inquire, study, evaluate, and gain new understanding.

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

(2) This policy applies to university students, student groups, faculty, staff, and visitors.

(B) Lawful, non-commercial expression

The university and its administration will not prohibit any member of the campus community from engaging in lawful, noncommercial free expression to the extent that it does not materially and substantially disrupt the functioning of the university. These rights apply to verbal, written, and electronic means, including protests, speeches, literature distribution, and the circulation of petitions (collectively, "expressive activity").

Except as noted in this rule, expressive activity is permitted in outdoor areas of campus where the campus community is generally allowed, such as grassy areas, walkways, and common areas.

(D) Limitations on free expression

(1) The university's commitment to freedom of expression does not extend to speech that takes place on property owned, leased, or controlled by the university, and that:

(a) Is not protected under the United States or Ohio constitutions (unprotected speech); and/or

(b) Constitutes harassment. Harassment is defined as unprotected speech that is both:

(i) Unwelcome; and

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

(d) Is subject to content restrictions that are reasonably related to a legitimate pedagogical purpose, including classroom rules enacted by teachers.

(e) Is disruptive to previously scheduled or reserved activities occurring in a public forum.

(2) Nothing within this policy shall be interpreted as preventing the university from restricting speech described in paragraph (D)(1)(a), (D)(1)(b), (D)(1)(c), (D)(1)(d) or (D)(1)(e) of this rule.

(3) The university may maintain and enforce reasonable time, place, and manner limitations on expressive activity as permitted by law.

(E) Reporting

(1) Complaints under this policy shall be made to human resources or through the university's online complaint reporting system (maxient or any similar successor program).

(2) Visitors shall report alleged violations of this policy to the department of public safety, which shall notify human resources of the complaint.

(3) Any complaint under this policy against an employee whose terms and conditions of employment are governed by a collective bargaining agreement shall follow the procedures for investigation, hearing, and potential discipline set for th in the CBA.

(F) Complaints, investigation, and resolution

(1) Any student, student group, faculty or staff member, or visitor may submit a complaint about an alleged violation of this policy by a university employee, including any alleged penalty imposed on a student's grade for an assignment or coursework that is unrelated to ordinary academic standards of substance and relevance, including legitimate pedagogical concerns, and is instead based on the contents of the student's free speech. The university will investigate the alleged violation and conduct a fair and impartial hearing, pursuant to a procedure approved by the president. In instances where a hearing determines this policy was violated, the board of trustees delegates to the president (or a sub-delegate named by the president) the authority to determine a resolution to address the violation and prevent further violation of the policy.

Complaints that allege a student violated an individual's rights under this policy shall be addressed through the student conduct code.

(G) Retaliation

Members of the university community are prohibited from taking or attempting to take materially adverse action by intimidating, threatening, coercing, harassing, or discriminating against any individual for the purpose of interfering with any right to free speech as set forth in this policy, or because the individual has made a report or complaint, testified, assisted, or participated or refused to participate in any manner in an investigation, proceeding, or hearing under this policy. The procedures set forth in this policy and accompanying procedure shall apply to complaints of retaliation under this paragraph.

(H) Other anti-discrimination laws, policies, and procedures

Nothing within this policy shall be interpreted as impairing the university'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 1964; 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; the Age Discrimination in Employment Act; the Age Discrimination Act of 1975; or any similar state laws, as addressed through the university's non-discrimination and Title IX policies and procedures.

Last updated December 2, 2022 at 12:51 PM

History

Effective: December 2, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-12 Media, social media, and web sites.

(A) Overview

(1) Shawnee state university is committed to sharing timely, accurate, and consistent information with its various audiences, including current and prospective students, parents and families, alumni and friends, neighbors and the community through whatever practical means are relevant and available, including media sources, social media sites, and websites.

(2) The chief communications officer serves as the official university spokesperson, is responsible for internal and external crisis communications, and will coordinate designation of appropriate sources regarding specific areas of operational information or subject matter expertise.

(3) The chief communications officer is the official source of information to campus, to the media, and to the public.

(4) The university communications department manages Shawnee state university's official web site and social media channels and is responsible for all non-enrollment-related content thereon.

(5) The chief enrollment officer is responsible for all admissions, enrollment, and retention messaging, marketing, advertising, and promotion content on the Shawnee state university's official web site and social media channels.

(B) Dissemination of information to media sources

(1) All official university information (events, program news, general news items, information concerning crisis situations) for dissemination to the media will be coordinated through the university communications department.

(2) The university communications department is responsible for developing a process that ensures university information is routinely shared with the public, including faculty and staff personal achievements.

(1) The university communications department is responsible for monitoring and managing all digital and social media platforms that officially represent Shawnee state university as an institution to ensure appropriateness of content and brand alignment. Sites officially representing SSU departments, programs, and/or services may be managed at the department level, with approval by and coordination with the university communications department.

(2) Users are encouraged to respectfully share their opinions and comment freely about topics posted on all official Shawnee state university social media platforms. Shawnee state does not discriminate against any views, but reserves the right to remove comments determined by university communications to contain nudity, obscenities, or hate speech; threaten to harm individuals, groups, or organizations; represent advertisements, solicitation of funds, or spam; constitute or encourage illegal activity; infringe upon someone's rights; contain private information; or are multiple off-topic or repetitive posts.

(D) Creation and management of web sites

(1) University communications is responsible for managing Shawnee state university's web presence, which includes the official shawnee.edu site, as well as all official university affiliated or representative websites (e.g. athletics), whether developed and maintained by third-party vendors, university departments, or campus affiliates. All official university websites must be approved by university communications.

(2) All official university websites shall be managed within the campus web content management system, unless exemption is granted by university communications. The web content management system will provide templates for required information, enable incorporation of university branding, and facilitate site maintenance, while providing for centralized management and support. Except as described in this policy, all university offices are required to utilize the campus web content management system for developing and maintaining their respective web sites.

(3) Permission may be granted by university communications to develop and maintain pages outside of the web content management system based on the nature and requirements of the site, technical limitations, ability for ongoing and consistent management of the site, and/or that relationship of the unit to the university.

(4) University offices are responsible to ensure that their web pages within the campus web content management system, as well as those outside the system but officially connected to shawnee.edu, meet standards of accessibility conforming to section 504 of the Rehabilitation Act of 1973, compliance with copyright and trademark laws, university web guidelines, and university branding guidelines.

(5) University offices are responsible to ensure that sites containing, soliciting, or collecting protected or personal data pertaining to students comply with the Family Educational Rights and Privacy Act of 1974 (FERPA) and university policy 3.04, "Student Education Records Privacy and Release."

(6) Commercial advertising on www.shawnee.edu is prohibited. Websites hosted under official university domains may not advertise or promote private individuals, firms, or corporations, or imply in any manner that Shawnee state university endorses or favors any specific commercial product, commodity or service.

(7) Sponsorship acknowledgments and/or links to outside commercial sites for sponsorship purposes for any university related event must have prior approval from the chief advancement officer. Images, logos, graphics or text used to denote sponsorship affiliations or links to commercial sites may not in any way imply that the university is endorsing a product, service or company. Collection of money online must be coordinated through the office of development.

(E) Emergency information

(1) The chief of staff and chief communications officer are responsible for coordinating crisis communications with other appropriate university officials, including the department of public safety, depending on the nature and type of crisis or situation.

(2) The chief of staff, chief communications officer, and the department of public safety, in coordination with university communications, are responsible for developing a procedure for disseminating emergency notifications in the event of school closings or crisis.

(F) Guidelines

Guidelines related to the dissemination of information to the media, management of university social media sites, and the construction of official university web sites shall be established and posted on the university communications web pageat: http://www.shawnee.edu

Last updated May 1, 2026 at 8:09 AM

History

Effective: April 30, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-14 Grants application, approval, and management.

(A) The office of grants management

The office of grants and sponsored programs has the mission of facilitating the orderly transmission of information about grant opportunities associated with the local, state, and federal governments and other agencies. Staff, faculty, students, and partner community organizations may work with grants and sponsored programs to generate grants. These groups must utilize the funding to support teaching, research, public service, and other scholarly pursuits to benefit the university, its programs, and students.

(1) Pre-award: the office of grants and sponsored programs is responsible for stimulating the development of grant applications and contract proposals that are consistent with the university's mission. Any grant or sponsored research project that is part of any official Shawnee state university activity must go through the intent to apply process. This process includes coordinating the proposal submission through university channels to the appropriate external funding agencies. The office of grants and sponsored programs serves as the clearinghouse for the internal administrative review process and the subsequent submission of the proposal to the funding agency.

(2) Post-award: after a grantee makes an award, grants and sponsored programs shall assist with the establishment and maintenance of project records, internal and external communications, and monitoring of project budgetary procedures.

(B) Goals for grants and sponsored research programs

The goals for the grant and sponsored research components of the programs include the following:

(1) Stimulate research and public service efforts by faculty, staff, and students.

(2) Coordinate the development of university policies which will nurture and encourage research programs and other grant funded programs consistent with the university's mission.

(3) Act as the university liaison with pertinent funding agencies.

(4) Coordinate the process by which proposals are approved for transmittal to funding agencies.

(5) Work on final project reports that accurately reflect the completed work.

(1) This policy covers the application, approval and acceptance requirements for all grant proposals submitted on behalf of the university wherever the origination (i.e. athletics, academic affairs, student affairs, administration, public safety, recycling, energy, etc.).

(2) The office of grants and sponsored programs will jointly coordinate SSU foundation grants administration with the development office in order to maximize funding opportunities and to avoid duplication of effort.

(D) Indirect cost recovery

(1) In order to maximize the recovery of indirect costs, also referred to as overhead costs or facilities and administrative (F&A) costs, all grant proposals should account for the maximum allowable recovery of indirect costs within the project budget.

(2) Grant proposals may include the use of all or a portion of allowable indirect costs as matching funds when necessary or appropriate; however, preference should be given to the recovery of indirect costs directly from grant funding whenever possible.

(3) Submission of grant proposals that do not maximize the recovery of allowable indirect costs is prohibited unless required in exceptional circumstances. In such circumstances, the chief financial officer must approve, in writing, the decision to voluntarily forgo the maximum allowable recovery of indirect costs.

Last updated October 3, 2024 at 8:53 AM

History

Effective: October 3, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-17 President's authority to appoint personnel and manage positions.

(A) Purpose

The board of trustees delegates to the president of the university authority to manage positions within the approved budget, and as set forth by this policy, appoint and terminate university personnel and establish compensation in conformance with other board of trustee policies and directives and the laws of the state of Ohio.

(B) Position authorization

(1) The board of trustees authorizes the president to determine the appropriate numbers of executives (vice president, general counsel, associate provost, and dean positions), senior level administrators (director positions), other administrators, faculty, and support staff that are necessary to effectively manage the university.

(2) The president will provide the board of trustees with proposed numbers of needed positions for each above employment category for budgetary approval on an annual basis.

(3) The president or designee has the authority to determine faculty positions as tenure-track or non-tenure track.

(4) The president is authorized to create all other categories of positions in accordance with established procedures.

(1) Board of trustees approval is required for executive appointments to the positions of vice president, general counsel, associate provost, and dean. All other executive appointments shall be made by the president. Board of trustees approval is required for the award of tenure for faculty.

(2) The president, with advance notice to and written approval from the chair of the board of trustees, has the authority to demote or terminate an executive and appoint an interim replacement pending a search for a successor to the position.

(3) The president is given authority to employ, appoint, promote, and discipline (up to and including termination) all other categories of employees, including faculty.

(4) The president or designee is the appointing authority for classified employees.

(5) The president may delegate the authority to extend offers of employment for approved positions. The president also may delegate authority to perform any of the functions discussed in paragraph (C)(3) of this rule, in accordance with board of trustees policies or applicable collective bargaining agreements.

(D) Procedures

The president may establish procedures to effectively administer this policy, including the delegation of personnel-related functions.

Last updated July 7, 2023 at 8:28 AM

History

Effective: July 7, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-19 Emeritus faculty.

(A) Purpose

To recognize selected retiring Shawnee state university faculty for outstanding contributions to the teaching, scholarship, entrepreneurship, and service missions of the university.

(B) Procedure

(1) Upon retirement, every full-service faculty member with the rank of professor shall be considered by the president for designation as emeritus professor. If the president has not conferred the title of emeritus professor upon an eligible retired professor within one-hundred twenty days of the individual's retirement, then eligible individuals may be considered for designation of emeritus professor through the process described in paragraph (F) of this rule.

(2) Upon retirement, a full service associate professor may be designated as emeritus associate professor for outstanding contributions as determined through a nomination process described in paragraph (F) of this rule.

(3) The designation of emeritus faculty status shall be conferred by the president and reported to the board of trustees.

Retired individuals meeting the following criteria may be recommended and considered for emeritus status.

(1) At least ten years of full-time employment as a faculty member with Shawnee state university and holding the rank upon retirement of professor or associate professor;

(2) Evidence of outstanding contributions to the teaching, scholarship, entrepreneurship, and service missions of the university beyond normal performance expectations.

(D) Privileges and responsibilities of emeritus status

(1) Individuals with emeritus status do not receive compensation; however, they are eligible for special assignments by the university for appropriate compensation and/or reimbursement for expenses at the discretion of the president and in accordance with the policies of Shawnee state university. Specifically, the president may grant individuals with emeritus status the following privileges:

(a) Use of university facilities, equipment, and services on an "as available" basis;

(b) Access to university activities on a basis comparable to faculty and administrators;

(d) Use of university identification with emeritus status in communications with official groups/organizations; and

(e) Opportunities to be designated as a university representative to specified functions and/or groups/organizations.

(2) Individuals with emeritus status are responsible to Shawnee state university to:

(a) Support the mission and purposes of Shawnee state university;

(b) Maintain professional standards which reflect positively on Shawnee state university; and

(E) Nomination and selection process

Retired faculty holding the rank of associate professor and retired faculty holding the rank of professor who have not had emeritus status conferred within one-hundred twenty days of retirement per paragraph (B)(1) of this rule may be considered for emeritus status utilizing the following process.

(1) Any member of the retiree's department at the time of retirement may submit a written recommendation for designation of the retiree as emeritus to the department chairperson. The request should clearly describe the outstanding contributions of the retiree to the university's teaching, scholarship, entrepreneurship, and service mission beyond normal performance expectations.

(2) The department chairperson shall bring the recommendation before the department for a vote. If a majority of full-service faculty support the recommendation, the chair shall forward the recommendation to the dean of the college where the department is located for consideration. If the dean supports the recommendation, he/she shall forward the recommendation to the provost for consideration. If the provost supports the recommendation, he/she shall forward the recommendation to the president for consideration. At each stage of review, additional information may be sought to clarify the recommendation. Each reviewer who supports the recommendation may add additional comments. Any reviewer who does not support the recommendation, shall return the recommendation to the originating recommender with reasons for non-support and the review process will end. After a period of one year from the date of denial, new recommendations may be submitted on behalf of faculty whose recommendations have been previously rejected.

(3) The designation of emeritus status shall be given by the president who may seek additional information in the process of determining whether to award emeritus faculty status. If the president does not award emeritus status he/she shall return the recommendation to the originating recommender with reasons for non-support. In all cases, the president's decision shall be final and the review process will end. The president shall report the designation of emeritus status to the board of trustees.

(F) Right to revoke emeritus status

The board of trustees reserves the right to revoke emeritus status if at any time the university determines that the continued emeritus status compromises the university's integrity or reputation, in its sole discretion.

Last updated December 2, 2024 at 8:36 AM

History

Effective: December 2, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-20 Public records.

(A) Purpose

The purpose of this policy is to ensure university-wide compliance with the Ohio Public Records Act, Chapter 149.43 et seq., of the Revised Code, as well as to facilitate prompt access to the university's public records.

(B) Public records officer

The president will designate a public records officer who will be primarily responsible for establishing and administering a university-wide system to promptly respond to public records requests. The public records officer will work with university offices to establish such system and promote understanding of Ohio's public records laws for all university employees.

A procedure will be established to, among other things, identify public records request pathways, assist requesters, set charges for costs associated with copying records, establish a process for an internal review of records prior to production to ensure that records produced are not exempt in accordance with Ohio law.

Last updated September 2, 2022 at 8:41 AM

History

Effective: September 2, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-22 Bloodborne pathogens.

(A) Purpose

The university is dedicated to providing a safe workplace for employees and students. This policy ensures compliance with the Ohio public employees risk reduction program (PERRP) and the occupational safety and health administration (OSHA) regulation, "occupational exposure to bloodborne pathogens; final rule" (29 CFR Part 1910.1030) and its amendments.

(B) Responsibilities

(1) The office of environmental health and safety (EHS) is responsible for the development and management of the university's exposure control plan (ECP) that establishes the procedures for occupational exposure to human blood or other potentially infectious materials (OPIM).

(2) The university health clinic has responsibility for providing medical evaluations, vaccinations and counseling to affected employees as provided in accordance with the current contractual obligations.

(3) Department heads, (deans, chairs, lab managers, supervisors, faculty, staff) are responsible to have a working knowledge of the exposure control plan, to make those under their jurisdiction aware of the ECP and of their obligations to be in compliance with its provisions, and to take or cause appropriate actions in case of accidental exposure.

(4) Lab users (students, lab coordinators, employees, etc.), have responsibility to be aware of and to adhere to lab safety rules and for minimizing their occupational exposure to human blood and OPIM.

The president will ensure the establishment of procedures to effectively implement this policy.

Last updated January 30, 2023 at 8:43 AM

History

Effective: January 28, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-23 Chemical hazards.

(A) Purpose

The purpose of this policy is to provide for safe and appropriate occupational practices involving chemicals that are found or used on campus and to ensure compliance with the OSHA hazard communication standard (29 CFR 1910.1200) as adopted by the Ohio public employees risk reduction program (PERRP).

(B) Chemical hazard communication program

The Shawnee state university chemical hazard communication program fulfills the occupational safety and health administration (OSHA) requirements for 29 CFR 1910.1200 as adopted by the Ohio public employees risk reduction program (PERRP), and ensures that university faculty and staff are fully informed concerning potential and existing chemical hazards.

(1) This chemical hazard communication program applies to:

(a) Administrators, faculty, staff, student employees, and contractors.

(b) Any known occupational chemical hazard.

(1) The office of environmental health and safety will work with the department of human resources to ensure that employees whose positions may require exposure to certain hazardous chemicals are informed and trained upon initial hire and/or upon assignment to such position.

(2) The positions that require specific training are identified in the university's chemical hazard communication program procedure linked below.

(D) Contractors

Contractors are required to maintain safety data sheets (SDSs) on-site for any hazardous chemicals brought onto university property and to comply with OSHA regulations while working on university property. Employees who need to access chemical information related to contractor activity should contact the university's construction manager or the office of environmental health and safety.

(E) Procedures

The president will ensure the implementation of a chemical hazard communication program that establishes the procedures necessary to effectively administer the standards and actions related to chemical hazards in the workplace.

Last updated January 30, 2023 at 8:43 AM

History

Effective: January 28, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-24 Vernal G. Riffe Founder's Medal.

(A) Introduction

Every organization begins with a vision by an individual or group of individuals. Shawnee state university was established through the vision of Ohio House of Representatives Speaker Vernal G. Riffe, Jr. Speaker Riffe, at great political risk, was the prime sponsor of Amended House Bill 739 which created Shawnee state university - a new, baccalaureate-granting university in southern Ohio. There is little doubt that without his guidance, energy, enthusiasm, and political prowess, Shawnee state university would not exist to serve the people of southern Ohio. For this fact, we honor speaker Riffe by recognizing individuals who provide extraordinary service to Shawnee state university with the Vernal G. Riffe, Jr. founder's medal.

(B) Name of the founder's medal

In recognition of the important role speaker Riffe played in the creation of Shawnee state university, the medal shall be known as the Vernal G. Riffe, Jr. founder's medal.

The Vernal G. Riffe, Jr. founder's medal shall be awarded by action of the board of trustees to individuals who provide extraordinary service or contributions significant to the advancement of Shawnee state university.

(D) Award process

Nominations should be made in writing to the president of the university by members or friends of the Shawnee state university community. The president will review nominations and consider them for recommendation to the board of trustees. Recommendations by the president will be submitted to the executive committee of the board of trustees for consideration. The board of trustees reserves the right to nominate candidates directly through its executive committee. All awards shall be approved by affirmative vote of the board of trustees.

(E) Presentation of award

The Vernal G. Riffe, Jr. founder's medal shall be presented at an appropriate public event as determined by the president and/or board of trustees.

Last updated October 15, 2024 at 2:14 PM

History

Effective: June 27, 2019
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-26 Research involving human subjects.

(A) Purpose statement

(1) The purpose of this rule is to assure the protection of human subjects for all research projects involving human subjects and to ensure compliance with applicable federal, state, and local laws, including the Code of Federal Regulations, (CFR) Title 45, public welfare, department of health and human services, part 46, protection of human subjects (45 C.F.R. 46) as well as any subsequent changes to the federal policy for the protection of human subjects. The university will have an institutional review board for human subjects (IRB), which will serve to review all research projects involving human subjects. For the purposes of this rule, the definitions and procedures of 45 C.F.R. 46 are incorporated by reference. In cases of conflict between this rule and federal regulations, the federal regulations take precedence.

(2) The applicable federal regulations will be made available on the university's website.

(B) Applicability and ethical principles

(1) This rule applies to all activities which, in whole or in part, involve research with human subjects if:

(a) The research is sponsored by Shawnee state university; or

(b) The research is directed or conducted by university faculty or staff in connection with their institutional responsibilities; or

(d) The research is conducted at the university or involves use of university property.

(2) Research projects that meet the definition of "research," as defined by in 45-CFR-46, and are designed for dissemination beyond the classroom are covered by this rule. The university may create a preliminary review process for research projects to determine whether such projects require IRB review.

(3) The university IRB and researchers subject to this rule are to be guided by the ethical principles set forth in the Belmont report ethical principles and guidelines for the protection of human subjects of research" (Belmont report), which is created by the national commission for the protection of human subjects of biomedical and behavioral research. The Belmont report will be made available on the university's website.

(1) IRB membership

(a) The IRB will consist of seven voting members from varying and diverse backgrounds with the professional competence and training necessary to review specific research activities. Six members will be university faculty or staff from varying disciplines including scientific and nonscientific backgrounds as well as undergraduate and graduate programs. Consideration will be given to diversity of gender, race and cultural backgrounds among the IRB members. One external member will be appointed and will not have any contractual relationship or other affiliation with Shawnee state university, and will not be an immediate family member of a person affiliated with the university.

(b) The term for each member will be three years and will commence at the beginning of a fall semester and end at the conclusion of the summer term of the final year of service. Appointments will be proportionately staggered. Members may serve more than one term.

(d) Outside assistance. The IRB may invite other individuals with competence in special areas to assist the IRB in the review of applications to conduct research. Such individuals are not permitted to vote with the IRB.

(2) Appointment process

(a) Members. The provost and vice president for academic and student affairs will appoint the members of the IRB, in consultation with the university faculty senate and the IRB chairperson. In considering each appointment, the provost will review the existing composition of the IRB in light of the composition requirements of this rule and 45-CFR-46.

(b) Chairperson and chairperson-elect. The provost is responsible for appointing a chairperson and chairperson-elect from the IRB membership. The chairperson should have at least one year of service on an IRB, which may be at another institution. The terms for the chairperson and chairperson-elect will be for one year, and both may serve multiple terms. The roles and responsibilities of the chairperson and chairperson-elect shall be set forth in an accompanying procedure.

(D) Procedures

The provost is responsible for establishing procedures, subject to the president's approval, to ensure that the IRB and the university's research involving human subjects are in conformance with federal, state, and local laws. As part of the process in developing procedures, the provost may confer with members of the IRB and other university groups or individuals. Procedures will include, but not be limited to, the application process for students and faculty, standards and criteria for the IRB review and approval process, meetings of the IRB, an exempt or expedited review process, standards for record-keeping, requirements for informed consent, and other processes to ensure protection of human subjects and legal compliance.

Last updated September 2, 2022 at 8:41 AM

History

Effective: September 2, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-28 Signature authority for contracts.

(A) The Shawnee state university board of trustees has delegated its authority to enter into contracts and agreements necessary or incidental for the operation of the university to the president, subject to certain restrictions imposed by board resolutions or other board policy. The president may sub-delegate his/her signature authority to enter into contracts to the university's vice presidents and other offices as the president deems appropriate. The vice president for finance and administration (the chief financial officer) will have an appropriate level of oversight and authority for contracts that financially bind the university.

(B) The president may establish procedures that prescribe protocols for further delegation of contract signature authority through the vice presidents or other university offices.

(C) No university employee may sign or enter into any university contract or agreement without express written authority from either the board of trustees or the president, or pursuant to a procedure approved by the president.

Last updated October 15, 2024 at 2:15 PM

History

Effective: March 21, 2011
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-29 University parking.

(A) Purpose

The purpose of this policy is to establish rules and regulations for the control and use of automobiles, motorized cycles and bicycles on university grounds (owned or leased).

(B) Enforcement

The enforcement of vehicle parking statutes, rules and regulations as directed by the president shall rest with the department of public safety.

The specific rules and regulations relating to vehicles on university grounds will be periodically reviewed and updated by the director of public safety in consultation with the appropriate university governance structure.

(D) Compliance

All persons who operate, park, or leave a vehicle on the grounds of Shawnee state university shall comply with the terms of this policy, implementing procedures and relevant state and/or municipal regulations.

(E) Procedures

The board of trustees authorizes the president to enact written procedures for parking and control of vehicles on campus and to effectively administer this policy. These procedures may provide for the issuance of parking permits, establishment of parking fees, enactment of rules for parking on university grounds, and establishment of a fine and penalty schedule for violations and an appeal process for citations issued.

Last updated July 1, 2024 at 4:56 PM

History

Effective: July 1, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-30 Campus computer and network use.

(A) Purpose and application

(1) This policy outlines the guidelines for responsible management and security of Shawnee state university's (SSU) digital resources, ensuring alignment with relevant procedures (SSU information security program and conditions for use), and compliance with applicable regulatory frameworks. It is designed to protect the integrity, confidentiality, security, and availability of SSU's technology services and applies to all individuals interacting with SSU's digital and network resources.

(2) Universal in scope, this policy encompasses both on-campus and remote interactions with SSU's technology resources, covering all affiliated and non-affiliated individuals.

(B) Responsibilities and authority

(1) All users are required to comply with this policy, its applicable procedures (SSU information security program and conditions for use), and relevant legal and regulatory standards.

(2) The chief information security officer (CISO) is tasked with the oversight of this policy, ensuring its ongoing relevance, compliance with legal and operational standards, and the implementation of requisite security measures.

Access to digital resources is predicated on authenticated identity and relevant authorizations, managed in accordance with the SSU information security program and conditions of use procedures.

(D) Privacy expectations

(1) Users should anticipate monitoring of university technology resources, in adherence to the information security program and conditions of use procedures for operational and security purposes.

(2) SSU commits to protecting sensitive information in accordance with Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA), Gramm-Leach-Bliley Act (GLBA), General Data Protection Regulation (GDPR), Payment Card Industry Data Security Standard (PCI DSS), and other regulations, as outlined in the information security program procedure.

(E) Use of university computing resources

(1) Adherence to the information security program and the conditions for use procedures is mandatory in order for users to be granted the privilege of access to the university's information technology systems.

(2) All users are responsible for complying with the information security program and the conditions for use procedures when accessing university resources, and networks. The information security program and the conditions for use procedures shall be posted on the university policies and the information technology services web pages and made available upon request.

(F) Sanctions

Violations of this policy and applicable procedures will be subject to discipline according to university policies and collective bargaining agreements.

Last updated July 1, 2024 at 4:56 PM

History

Effective: July 1, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-31 Solicitation of gifts and private funds.

(A) Purpose

The purpose of this policy is to provide direction for the solicitation of gifts and private funds in the name of Shawnee state university.

(B) Approval and coordination

All fundraising and solicitation for gifts and private funds to the university, or any fundraising and solicitation of any kind utilizing university resources, shall be approved and coordinated by the university development office.

In no case shall any university resources be used for fundraising or solicitation of any kind, nor shall fundraising or solicitation in the name of or for the benefit of Shawnee state university, the Shawnee state university development foundation, or Shawnee state university faculty, staff, students, student organizations, groups, or student athletic teams be undertaken without approval from the development office in accordance with established procedures.

(D) Procedures

The development office shall develop and from time-to-time review and update procedures to provide for reasonable and efficient fundraising guidelines and processes for faculty, staff, students and student groups.

Last updated December 19, 2022 at 8:51 AM

History

Effective: December 19, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-32 Ethics: conflicts of interest and nepotism.

(A) Purpose

This rule serves to promote compliance with Ohio's ethics laws that address conflicts of interest for public officials and employees. It is the policy that Shawnee state university officials and employees will conduct themselves in a manner that fosters public confidence in the integrity of the university, its processes, decisions and its accomplishments.

(B) Policy application

This policy, except where specifically noted in this rule, applies to all Shawnee state university employees and to the members of the board of trustees.

(1) University employees and officials. Unless the context indicates otherwise, means trustees, faculty, administrators, and all full-time and part-time employees, including adjunct faculty.

(2) Senior management or senior manager. Includes university president, all vice presidents, deans, general counsel, and employees at a director level or equivalent.

(3) 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.

(4) Anything of value. Includes anything of substantial value, including, but not limited to, money, gifts, promises of future employment, travel and lodging expenses, meals, and entertainment activities, such as golf outings or tickets to a professional or major sporting event.

(5) Family member. Means spouse; parent or step-parent; child or step-child; grandparent; grandchild; sibling or step-sibling; father or mother-in-law; or brother or sister-in-law.

(6) Public contract. For purposes of this policy a public contract is broadly defined to include formal and informal agreements, including:

(a) The purchase or acquisition of property or services by or for the use of the university, including the employment of an individual by the university; and

(b) The design, construction, alteration, repair, or maintenance of any university property.

(7) For-profit board. As used in this policy and accompanying procedures, for-profit board shall mean the governing body of a business association operated for profit, whether based in Ohio or another state, and whether such board is called a board of trustees, board of directors, advisory board, or any similar name.

(8) Business associate: means a person with whom a trustee, official, or employee of the university is undertaking or has undertaken a financial transaction.

(D) General duty to avoid conflicts of interest

(1) A conflict of interest exists when a university employee or official's financial or personal considerations compromise or have the appearance of compromising his or her objectivity in meeting university responsibilities.

(2) University employees and officials may not use their respective university position for their personal benefit or for the benefit of a family member or business associate.

(3) University employees and officials are expected to avoid circumstances that reasonably give the appearance that the individual acted for personal gain rather than the best interest of the university.

(4) University employees and officials are prohibited from taking any action, participating in any decision, or approving any action or decision on behalf of the university that will directly result in a benefit to themselves, family members or non-university business associates.

(E) Soliciting, accepting or using authority for anything of value

(1) General prohibitions

(a) University employees and officials may not solicit or accept anything of value (as defined by this rule) from anyone who does business with the university or is seeking to do business with the university.

(b) University employees and officials may not use the authority of their university position to secure anything of value (as defined by this rule) from anyone who does business with the university or is seeking to do business with the university.

(2) Honorarium

University employees, except for non-administrative faculty and as expressly authorized in division (H) of section 102.03 of the Revised Code, are prohibited from accepting an honorarium as defined by this rule.

(3) Exceptions

(a) The prohibitions described in this section do not apply to items of nominal value, which are typically items that are less than twenty-five dollars in value. Examples include conference trinkets, a meal at a fast food or family restaurant, a promotional item, or inexpensive entertainment activity, so long as they are not viewed as having a substantial or improper influence over the university official or employee.

(b) However, nominal items that are provided frequently or with regularity, such as a weekly or monthly lunch, or multiple smaller items may rise to something of substantial value and are prohibited.

(c) University officials and employees may accept travel, meals and lodging or expenses in connection with conferences or meetings that are organized by an SSU associated organization, so long as the employee receives prior approval from the division vice president.

(4) For examples and further discussion of the topic, see the following Ohio ethics commission bulletins:

(a) http://www.ethics.ohio.gov/education/factsheets/infosheet7-gifts.pdf

(b) http://www.ethics.ohio.gov/education/factsheets/bulletin_gifts_and_entertainment.pdf

(F) Public contracts

(1) University employees and officials are prohibited from authorizing, approving or in any manner influencing others to secure a university contract in which the employee or official or family member or non-university business associate would have a financial or personal interest. In order to avoid even the appearance of impropriety, such individuals may not participate in any university decision-making process, formally or informally, regarding a university contract that could benefit the individual.

(2) University officials and employees are prohibited from having an interest in the profits or benefits of a university contract that is not awarded by competitive bid.

(3) Exception:

(a) University officials and employees do not violate this section if his/her interest (or family's or business associate's interest) is limited to owning shares of a corporate contractor that do not exceed five per cent of the outstanding shares, and the employee files an affidavit with the general counsel of the university giving his/her exact status with the corporation at the time the contract is entered into.

(b) An exception may also be recognized when a four-part statutory test is met when determined by the vice president for finance or designee in consultation with the general counsel. The four-part test is as follows:

(i) The supplies or services that are the subject of the university contract are necessary for the university; and

(ii) The supplies or services are not obtainable elsewhere for the same or lower cost, or the supplies or services are being furnished as a part of a continuing contract; and

(iii) The treatment of the university is either preferential to or the same as the treatment of other customers or clients in similar transactions; and

(iv) The entire transaction is conducted at arm's length, with full knowledge of university administrators who are evaluating the transaction of the individual official or employee's conflict and such official or employee takes no part in the deliberations or decision with respect to the contract.

(G) Nepotism

No university official or employee may use their university position or influence to hire, promote or give preferential treatment to any family member, as defined by this policy.

(H) Senior management participation on for-profit boards

(1) Active participation on for-profit boards by senior management can benefit the university by strengthening economic development, fostering a more complete understanding of the needs and challenges of the university and private business, and familiarizing university officials in areas of business efficiencies. Such participation can also enhance the outreach of the university with business leaders and other benefactors. Senior management shall be permitted to serve as a member of a for-profit board when such service:

(a) Would not pose a conflict of commitment to the university,

(b) Would not pose a conflict of interest or appearance of conflict of interest, and

(2) Any compensation paid in connection with membership on a for-profit board shall be reasonable and commensurate with the time and responsibilities required. Senior management's primary commitment must be to the university, and service on an outside board and any fiduciary duty to the outside entity must never conflict with the individual's duties and responsibilities to the university.

(3) Members of senior management are individually responsible for ensuring that service on for-profit boards does not violate Ohio ethics law, Chapters 102. and 2921. of the Revised Code, or diminish the reputation of the university.

(4) The use of personal time is required to engage in for-profit board work either by performing such activities outside usual work hours or using accrued vacation time. The use of the university's name, logo, seal or letterhead in the conduct of the for-profit board activity is prohibited. Senior management engaging in for-profit board work must not use other university employees during designated work time. Incidental and occasional personal use of university computers, equipment and supplies is permitted so long as the use is consistent with other university policies and does not distract from university business (e.g., due to volume or frequency).

(I) Sanctions

Failure of any employee to abide by this rule and/or Ohio's ethics laws may result in discipline up to and including termination, as well as potential civil and criminal sanctions. Any disciplinary action will be in accordance with applicable university policies or collective bargaining agreements.

(J) Ethics officer and compliance efforts

(1) The general counsel will serve as the university's ethics officer and will coordinate efforts with other university officers to promote compliance with this policy and Ohio's ethics laws. Such compliance efforts include education and training as well pro-active measures to identify potential employee conflicts of interest.

(2) All employees shall receive a copy of this policy and a copy of Ohio's ethics laws upon hire.

Ref: ethics guidelines

Last updated February 27, 2023 at 10:42 AM

History

Effective: February 27, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-33 Emeritus administrator.

(A) Purpose:

To recognize selected retiring Shawnee state university administrators for outstanding contributions to the university.

(B) Policy

The designation of emeritus administrator status shall be conferred by the president and reported to the board of trustees. Retired university administrators who receive an emeritus administrator status will be given the title "emeritus" with the most recent title held by the administrator.

(1) Criteria for emeritus administrator status

Retired individuals meeting the following criteria may be recommended and considered for emeritus status.

(a) At least ten years of full-time employment as an administrator with Shawnee state university.

(b) Evidence of outstanding contributions to the university beyond normal performance expectations.

(2) Privileges and responsibilities of emeritus administrator status

(a) Individuals with emeritus status will not receive compensation but may be eligible for special assignments by the university for appropriate compensation and/or reimbursement for expenses at the discretion of the president. Any compensation or reimbursement will be in accordance with university policies. Specifically, the president may grant individuals with emeritus status the following privileges:

(i) Use of university facilities, equipment, and services on an "as available" basis;

(ii) Access to university activities on a basis comparable to faculty and administrators;

(iii) Recognition of emeritus status in appropriate university publications;

(iv) Use of university identification with emeritus status in communications with official groups/organizations; and

(v) Opportunities to be designated as a university representative to specified functions and/or groups/organizations.

(b) Individuals with emeritus administrator status will be responsible to Shawnee state university to:

(i) Support the mission and purposes of Shawnee state university;

(ii) Maintain professional standards that reflect credit on Shawnee state university; and

(iii) Assist in the development of Shawnee state university within the scope of individual capabilities.

Retired administrators shall be considered for emeritus status utilizing the following process.

(1) At any time an administrator has officially retired from the university, any member of the retiree's department at the time of retirement may submit a written recommendation for designation of the retiree as emeritus to the department's supervisor. The request should clearly describe the outstanding contributions of the retiree to the university beyond normal performance expectations.

(2) If the retiree's immediate supervisor supports the recommendation, he/she will forward it to his/her supervisor, who will then, after individual review, forward the recommendation up through the administrative path to the appropriate vice president. At each stage of the review, additional information may be sought to clarify the recommendation and each reviewer may add comment. Any reviewer, who does not support the recommendation, shall return the recommendation to the originating recommender with reasons for non-support and the review process will end. If the vice president supports the recommendation, he/she shall forward it to the president. New recommendations may be submitted on behalf of retirees whose recommendations have been previously rejected.

(3) The president may seek additional information in the process of determining whether to award emeritus administrator status. If the president does not award emeritus status, he/she shall return the recommendation to the originating recommender with reasons for non-support. The president shall report the designation of emeritus status to the board of trustees.

Last updated October 15, 2024 at 2:15 PM

History

Effective: November 28, 2011
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-34 Records management, retention and disposal.

(A) Purpose

The purpose of this policy is to ensure compliance with the state of Ohio's records management and retention statutes. In accordance with section 149.33 of the Revised Code, university and college boards of trustees "shall have full responsibility for establishing and administering a records program for their respective institutions. The boards shall apply efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposition of the records of their respective institutions."

(B) Definition

"University records" has the same meaning as the term "records" in section 149.011 of the Revised Code.

(1) Shawnee state university shall have a records system that covers all university departments and offices to ensure that all official records of the university, both public and exempt, are maintained and disposed of in accordance with the university's records retention schedule. The records system will adequately reflect the organization, functions, policies, decisions, procedures, operations and other activities of the university.

(2) University records shall not be removed or destroyed, except in accordance with the university's records retention schedule and applicable state and federal laws. If there is a discrepancy between the records retention schedule and federal or state law, the prescribed retention period directed by law shall be followed.

(D) University records manager and records custodians

(1) The university's records manager is responsible for the administration and primary oversight of the university records system and management program. The provost is responsible for designating the records manager.

(2) Each university division will have at least one employee designated as records custodian for the division's units and offices and who will work under the direction of the records manager. The vice presidents are responsible for designating a sufficient number of records custodians for their respective division.

(E) Model records retention schedule

(1) The university's guideline for records management is the inter-university council of Ohio's records retention model (IUC model), and any subsequent updates.

(2) The IUC model will be used as the basis for establishing legal retention periods and developing a standardized schedule, unless a federal or state law directs a longer retention period. Under the direction of the university records manager, the records custodians will determine appropriate record series and retention periods and will develop schedules for each university department.

(3) University offices will utilize a records retention schedule template approved by the board of trustees.

(F) Procedures

Procedures will be established to implement this policy that will include processes that address a records inventory, storage areas and disposal of university records.

Last updated October 31, 2022 at 9:09 AM

History

Effective: October 30, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-35 Emergency management.

(A) Rule purpose

Shawnee state university is committed to providing a safe and secure environment to those who work, study, live, and visit the campus. In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, 20 USC section 1092(f), this rule serves to ensure that an emergency response plan (ERP) and relevant additional safety and security protocols are adopted for the campus community.

(B) Scope and application of emergency response plan (ERP)

(1) There shall be an ERP, safety procedures, and security protocols that:

(a) Identify an emergency response coordinator (ERC) responsible for implementing the ERP and an emergency response team responsible for executing assigned roles during an emergency. The emergency response coordinator and emergency response team shall be appointed by the president.

(b) Describe specific responses to emergencies that address campus and community communication and notification, ensure availability of essential equipment, include written procedures, and provide for ongoing training for safety and security personnel and campus constituents, where appropriate.

(c) Provide for active emergency response planning, training, and exercises necessary to maintain peak efficiency and that describe the roles and responsibilities of departments as well as individuals in order to provide a uniform and comprehensive approach to prepare for, respond to, and reduce the impact of emergencies.

(2) The university's emergency response plan (ERP) details actions to be taken during an emergency/incident by an individualized department and/or department head. The preparation for these actions will remain the responsibility of the individual responsible for that department and/or classroom, working in conjunction with the university's director of public safety and the emergency response coordinator.

(1) All university employees, students, and visitors to property owned, leased or controlled by the university are subject to this rule.

(2) Persons who violate provisions of this rule, refuse to evacuate any building or area, or refuse to follow the directions of emergency personnel during an emergency will be subject to the applicable corrective disciplinary process. In the case of student residents, non-adherence could result in termination of the student housing contract and other sanctions as dictated by the student conduct code.

(D) Procedures

(1) The president shall ensure the adoption of the emergency response plan (ERP) and the designation of appropriate university officials to effectively implement this rule.

(2) Designated university officials are charged with responsibilities such as:

(a) Oversight of the day-to-day management of the university's emergency response plan, procedures, and guidelines necessary for compliance with this rule.

(b) Ensuring the accuracy and currency of procedures, practices, and programs specific to the safety and security of the campus community.

(c) Execution of measures that ensure compliance including meeting reporting requirements with applicable federal, state and local laws.

(d) Effective and professional enforcement of applicable laws and university policies.

(e) Regular and specialized training and awareness activities as deemed essential.

Last updated January 23, 2023 at 9:09 AM

History

Effective: January 23, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-36 Banning individuals from university property.

(A) Purpose and application

(1) The purpose of this campus ban policy is to ensure the health and safety of the university community by identifying the circumstances and processes for removing and/or banning individuals from entering university owned, leased or managed property.

(2) This policy applies to university students, employees, vendors and other visitors.

(B) Circumstances and authorization for removal and prohibition of individuals from university property

(1) The circumstances in which an individual may be removed and/or banned from university property shall be based upon reasons tied to health and safety in order to stop or prevent harm to individuals or property. Such circumstances will be established in an accompanying procedure.

(2) Only individuals who have the president's authorization through an accompanying procedure may order individuals to be removed and/or banned from university property.

A procedure will be established to implement this policy. The procedure will include the circumstances and processes for banning individuals, as well as identifying the university officials who have requisite authority from the president to ban individuals, and may include other topics to effectively implement this policy.

Last updated October 15, 2024 at 2:16 PM

History

Effective: September 29, 2014
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-37 Suicide prevention program.

(A) Purpose

Shawnee state university is committed to the health and wellbeing of its students, faculty and staff. The purpose of this policy is to provide programs for advising and for providing information to students, faculty and staff of the resources available on and off the campus of Shawnee state university for the prevention of suicide. This policy serves to further the university's commitment in accordance with section 3345.27 of the Revised Code.

(B) Suicide prevention programming

(1) The vice president for enrollment management and student affairs, whose division includes counseling services, and the vice president for finance and administration, whose division includes human resources, shall be responsible for establishing and identifying avenues for students, faculty, and staff of available on-campus and off-campus programming and other resources for suicide prevention. Such programming and other resources shall include, but not be limited to:

(a) Crisis intervention access that includes information for national, state and local suicide prevention hotlines;

(b) Mental health program access that includes information on the availability of local mental health clinics, and student health and counseling services;

(c) Multimedia application access that includes crisis hotline contact information, suicide warning signs, resources offered, and free-of-cost applications;

(d) Student communication plans that include educational and outreach activities on suicide prevention;

(e) Postvention plans that include a strategic plan to effectively communicate with students, staff, and parents following the loss of a person to suicide.

The vice president for enrollment management and student affairs shall ensure that all incoming students are provided with information about mental health topics, including depression and suicide prevention resources available to students. The information provided to students shall include available mental health services and other support services, including student-run organizations for individuals at risk of or affected by suicide.

(D) University web page

University web pages shall be established for students, faculty and staff that provide information on suicide prevention as described in this policy.

Last updated October 15, 2024 at 2:17 PM

History

Effective: December 28, 2015
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-38 Equal opportunity policy.

Policy statement

Shawnee state university is committed to providing a campus environment free from discrimination and harassment. The University prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, age, national origin, ethnicity, national ancestry, sex, pregnancy, gender, gender identity or expression, sexual orientation, military service or veteran status, mental or physical disability, or genetic information.

(A) This policy serves to ensure that employment actions and access to university-sponsored programs will be administered in accordance with applicable federal, state, and/or local laws, ordinances, regulations, or orders.

(B) The president will ensure the establishment of procedures necessary to implement this policy effectively.

Last updated May 9, 2022 at 1:50 PM

History

Effective: May 9, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-39 Marketing, branding, and use of university logo.

(A) Overview

(1) Shawnee state university is the owner of all right, title and interest in its trademarks, trade names, graphic images, logos, seals, symbols, mascot, taglines, and any other marks associated with the university and its brand.

(2) Shawnee state's brand is a valuable asset and should be promoted and protected. Consistent use of Shawnee state university's brand (colors, images, style, fonts, logos, marks) reinforce the university's image, reputation, and relationship with key stakeholders, including students and families, prospective students, donors, alumni and community partners.

(3) The office of marketing and communications is the official manager of the SSU brand and is charged with establishing and enforcing branding guidelines that are available on the office of marketing and communications website and overseeing appropriate use of Shawnee state university's logos, the university seal, identity marks including names like "Shawnee State" and brand elements.

(4) The office of marketing and communications will function to support institution-level priorities, including the university website; recruiting for enrollment management and admissions; development, alumni and community relations; and executive communications. Students, colleges, departments and programs will receive direct brand design support from the office of marketing and communications only where sponsored by the corresponding vice president. Design services for publications and materials not supported by the office of marketing and communications are accessible through university printing services.

(B) Brand compliance

(1) Admissions recruitment, development, alumni relations and athletics promotion: All materials used in official marketing campaigns, to recruit new students, build relationships with alumni and donors, fundraise, or promote athletics must be coordinated through the office of marketing and communications to adhere to established marketing strategies.

(2) Internal divisions, departments and units: Units, staff, students, departments, and divisions carrying out activities that would enhance the university's reputation and that carry the university's logo must follow established branding guidelines available on the office of marketing and communications website. Design services may be accessed through university printing services.

(1) The university has registered its marks to ensure protection of the integrity and identity of the university.

(2) Permission is needed by the office of marketing and communications for use of the university name or marks for anything other than official university business. This applies to student groups and organizations taht would like to use the university name in conjunction with their group or activities, or those groups desiring use of the university's identifying marks.

(a) A registered student organization or sport club may make use of the university name in its title, publications or letterhead, but may not use the name in a manner that would constitute an endorsement, approval or underwriting of any organization, product, activity, service or contract by Shawnee state university. Ex: "The chemistry club at Shawnee state" is permissible. "The Shawnee state chemistry club" is not permissible.

(b) A registered student organization or sport club may make use of the university logo only if granted permission by the office of marketing and communications.

(D) Licensing

(1) Use of Shawnee state university trademarked name, logos and brand are prohibited by external vendors without a license agreement or other contractual agreement.

(2) License agreements may be obtained through the office of marketing and communications who will coordinate with procurement services.

(E) Exceptions

Promotional materials, including posters, flyers, and t-shirts, that are event-specific, are not a part of a marketing campaign, and do not carry the university logo are not subject to the branding guidelines.

(F) Guidelines

Official branding guidelines will be established and posted on the office of marketing and communications web site at www.shawnee.edu/.

Last updated February 27, 2023 at 10:42 AM

History

Effective: February 27, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-40 Protection of minors on campus.

(A) Purpose

(1) Shawnee state university (university) is dedicated to the welfare and safety of minors who visit campus, participate in university programs, or are entrusted to the university's care. The university is committed to compliance with all applicable state and federal regulations pertaining to the protection of minors and has zero tolerance for child abuse.

(2) The purpose of this policy, and associated procedure, is to ensure and promote the protection of minors participating in university-sponsored activities and programs. This policy establishes requirements applicable to administrators, faculty, staff, students, and volunteers who directly interact with minors.

(B) Definitions

(1) Minor is a person under the age of eighteen.

(2) Activities and programs with minors are: any university sponsored event or operation that includes minors and does not expect parents or guardians to be responsible for the care, custody, or control of minors.

(3) Camps include: overnight camps, sports camps, academic camps (e.g. upward bound program).

(4) Activity/program director is the individual who manages or coordinates the activity or program with minors.

(5) Child abuse exists when there is endangerment of a minor's physical or mental health due to injury by act or omission, including acts of sexual abuse.

(1) This policy applies to university activities and programs with minors that are operated on or off campus, including camps and instructional programs that are not included in the university's undergraduate or graduate academic programs.

(2) This policy does not apply to:

(a) Single performances or events open to the general public not targeted toward children.

(b) Social functions that may be attended by minors who are accompanied by their parents/guardians.

(D) General restrictions

(1) It is the responsibility of those who bring minors to campus, including employees, students, and visitors, to ensure appropriate and continuous supervision. These individuals must further ensure that minor children do not visit restricted facilities or environments.

(2) Employees who bring minors to campus, including the worksite, are responsible for the minor's conduct and welfare.

(E) Registration and background checks

Registration of activities and programs and background checks will be required as stipulated in procedure 5.40:1: camp registration, background checks, training and reporting.

(F) Reporting and training

(1) Individuals who work with minors in university activities and programs are required to report suspected abuse. Guidelines that specify how to report observed or suspected child abuse or neglect are established through procedure 5.40:1.

(2) Mandatory training will be required for individuals working with minors per procedure 5.40:1.

(G) Procedures

Procedures will be established to effectively administer this policy.

Last updated January 23, 2023 at 9:09 AM

History

Effective: January 23, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-41 Complaint review and resolution.

(A) Purpose

The purpose of this rule is to establish a systematic, streamlined approach for the collection, logging, and analysis of the types of complaints that are being received by the institution in order to identify and address potential undesirable patterns or trends. Such process will not alter or interfere with provisions established by rule 3362-5-01 of the Administrative Code (non-discrimination/harassment) and any other applicable university policies, procedures, and collective bargaining agreements.|

(B) Oversight and committee responsibility

Establishing a structure that ensures complaint patterns are timely and effectively addressed promotes confidence by students, learning by university officials, and improvement in services, teaching and learning. Additionally, the university benefits from a clearly delineated and coordinated process that provides for prompt review, efficient and effective resolution of complaints, documented communication about such resolutions to the affected complainants, and opportunities for the university to learn about and act upon common areas of concern.

A centralized database of complaints will be maintained by the general counsel's office and a committee appointed by the president will review aggregated and non-identifiable data in order to report to the president observed trends and an analysis of the effectiveness of the resolutions.

Complaints subject to this rule shall include but not be limited to those related to academics, student conduct, campus services, Title IX, financial aid, housing, employee complaints, and safety.

(D) Procedures

Procedures will be enacted by the president to further the goals of this rule.

Last updated October 15, 2024 at 2:18 PM

History

Effective: April 22, 2019
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-43 Animals on campus.

(A) Purpose

The university is committed to enabling qualified individuals with disabilities who benefit from being accompanied by a service animal and/or emotional support animal to enjoy equal benefits to employment, education, and enjoyment of its services, programs and activities. Accordingly, the university seeks to ensure accessibility to students, faculty, staff, and visitors with disabilities, consistent with federal and state law. The university also wishes to make its outdoor areas available for domesticated pets that are under a handler's control and whose handlers are respectful of the rights of others. This rule and the accompanying procedure set forth the rights and responsibilities of individuals with disabilities who have service animals and/or emotional support animals, and individuals who wish to bring domesticated pets on campus.

(B) Definitions

As used in this rule and any accompanying procedure(s), the following definitions will apply:

(1) Direct threat: a significant risk to the health or safety of oneself or others that cannot be eliminated by a modification of policies, practices or procedures, or by the provision of auxiliary aids or services.

(2) Domesticated pet: an animal that is a member of a species that normally and customarily shares human habitat and is normally dependent on humans for food and shelter, typically dogs and cats.

(3) Emotional support animal (ESA): an animal that provides support, assistance or other service, including emotional support, comfort or therapy that mitigates the impact of a disability. An ESA need not have specialized training.

(4) Individual with a disability: a person with a physical or mental impairment that substantially limits one or more of the major life activities of such individual.

(5) Service animal: dogs (and in some situations, miniature horses) that are individually trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability. For the purposes of this definition, work and tasks do not include the provision of emotional support, well-being, comfort or companionship. The work or tasks performed by a service animal must be directly related to the individual's disability. Tasks performed by a service animal may include but are not limited to assisting the blind and visually impaired; alerting individuals who are deaf or hard of hearing; pulling a wheelchair; assisting during a seizure; retrieving medicine; and assisting with balance.

(6) Service animal in training: an animal that is being trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability.

(7) Therapy animal: an animal that:

(a) Has received training appropriate for animal assisted therapy (AAT) as evidenced by receipt of the canine good citizen (CGC) certificate from the American kennel club (AKC), or registration by a national therapy animal organization, such as the delta society or therapy dogs international and

(b) Is used by a health care or mental health professional in a therapeutic setting. A therapy animal is not a service animal.

(1) Individuals with disabilities are permitted to be accompanied by an approved service animal at all indoor and outdoor locations on property owned, leased or maintained by the university where members of the public, participants in services, programs or activities, and other campus visitors are permitted to be present, provided that the animal is under the handler's control. A handler's control of the animal typically requires a harness, leash that is less than six feet in length, or other tether, unless the use of such restraint would interfere with the animal's safe, effective performance of work or tasks. In such instances, the service animal must be otherwise under the handler's control (e.g., by voice controls, signals or other effective means).

(2) Exceptions: The university may ask an individual with a disability to remove a service animal from campus if:

(a) The animal is out of control and the animal's handler does not take effective action to control it;

(b) The animal is not housebroken; or

(3) If a service animal is removed under the provisions of paragraph (C)(2) of this rule, the individual with a disability shall be given the opportunity to participate in the service, program, or activity without having the service animal on the premises.

(4) The university is not responsible for the care or supervision of a service animal. If a service animal is removed under paragraph (C)(2) of this rule, the individual with a disability is responsible for arranging for the animal's care and supervision.

(5) The same rights and responsibilities set forth in this rule also apply to any service animals in training, provided that the animal wears a collar and leash, harness, or cape that identifies the animal as a service animal in training.

(D) Emotional support animals

(1) In addition to the rights to have service animals, as discussed in paragraph (C) of this rule, a resident of university housing with a disability may be permitted to have an emotional support animal (ESA) as a reasonable accommodation that is necessary to afford the individual equal opportunity to use and enjoy a dwelling, or to participate in the housing service or program. The right to have an ESA is conditioned on advance approval from the office of accessibility services and compliance with university procedures pertaining to ESAs.

(2) An individual with an approved ESA may only have the animal in his/her housing unit, in designated areas where the animal can relieve itself, and (when applicable) in other areas where the ESA has been approved as a reasonable accommodation. The university may remove an ESA from any other area, including outside areas of campus where animals are not otherwise permitted. When the ESA is outside the housing unit or another permissible location, it must be in an animal carrier or controlled by a leash or harness.

(E) Surcharges/damage fees

The university will not require any individual with an approved service animal or emotional support animal to pay any additional fee, deposit, insurance or other surcharge, even if people accompanied by pets are required to pay such fees, or to comply with other requirements generally not applicable to people without pets. However, the university may require such individuals to pay for damages caused by their animals beyond reasonable wear and tear to the same extent that it charges other individuals for damages beyond reasonable wear and tear.

(F) Therapy animals

The university counseling and health clinic or its equivalent may use therapy animals when doing so is consistent with best treatment practices and conforms with professional standards. Therapy animals may also be used for classes or demonstrations on campus with advance notice to and approval from the appropriate vice president or dean, as applicable.

(G) Domesticated pets

Domesticated pets typically include dogs and cats. Other species of pets may be permitted on the outdoor premises of university property with the written approval of the director of public safety or his/her designee. Domestic pets that are leashed shall be permitted in open outdoor areas of campus, except as noted in this paragraph. Domestic pets that are not service animals, emotional support animals, or otherwise approved as an accommodation for an individual's disability, shall not be permitted inside university owned, leased, or controlled buildings. Domestic pets shall not be permitted on outdoor athletic playing fields owned, leased or maintained by the university, irrespective of whether the playing field is then in use. Domestic pets may be removed from an organized outdoor performance, presentation, or event, when the organizer of such event determines that the animals' presence is or is likely to be disruptive.

(H) Special events and circumstances

With the approval of the director of public safety or a vice president, animals shall be allowed on campus for special events and circumstances, including but not limited to K-9 law enforcement demonstrations, other law enforcement investigations, bedbug detection, and animal shelter visits.

(I) Service animals in training

The university may enter into one or more agreements with recognized organizations that provide training of service animals. Such agreements may set forth requirements for individuals on campus who work with service animals in training as volunteers or otherwise.

(J) Compliance with laws and policies

The owner of any animal on campus must comply with current city, county, and state ordinances, laws, and regulations pertaining to licensing, vaccination, and other requirements for animals. The animal owner is responsible for knowing and understanding these ordinances, laws, and regulations. The university has the right to require documentation of compliance with such ordinances, laws, and regulations, which may include proof of licensure and/or vaccination.

Last updated October 15, 2024 at 2:18 PM

History

Effective: October 26, 2020
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-44 Microcredentialing and non-credit certificates.

(A) Introduction

(1) Microcredentialing is the process of issuing verification of learning, activity and accomplishments that are not transcriptable through the traditional academic process of course completion and degree attainment. Microcredentials are often verified using digital badges. Microcredentials can provide university graduates and others with a competitive advantage when seeking employment and advancement in their careers.

(a) Definitions

(i) "Microcredential" is an authenticated indication of learning or accomplishment issued by the university after a student demonstrates completion of appropriate requirements.

(ii) "E-credential" is any digital indication of student learning, activity or accomplishment. Examples of e-credentials include digital badges.

(iii) "Digital badge" is an e-credential consisting of a visual symbol of accomplishment that contains verifiable data and evidence of a student's learning or accomplishment, which recipients can share with future employers, educational institutions or individuals via the internet.

(2) Non-credit certificates are intended to allow students to pursue specific topics to supplement a degree program; gain knowledge in a chosen field of employment; earn continuing education units (CEUs) for workforce development; prepare for exams for professional certification; or for professional licensure. The center for lifelong learning will offer certificates for non-credit programs.

(a) Definitions

(i) "Non-credit" is used to describe programs that do not earn transcriptable credit hours at the university. Non-credit bearing certificates are typically certificates of completion or less than one year technical certificates/short-term technical certificates.

(ii) "Certificate of completion" A certificate of completion is a flexible award meant to convey completion of a workshop, bootcamp, or other program.

(iii) "Less than one year technical certificate/ short-term technical certificate" are certificates awarded by a post-secondary institution for the completion of an organized program of study in less than 900 clock hours that are designed for an occupation or specific employment opportunities. These certificates should prepare students for a valid occupational license or third-party industry-recognized credential or certification, if available, related to the field of study.

(iv) "Industry-recognized credential or certification" This definition follows appropriate odhe guidelines. Valid industry-recognized credentials or certifications include all occupational licenses and registries provided by state or national professional boards, apprenticeship completion certificates issued by the Ohio state apprenticeship council, and industry certifications from a valid third-party. The ODHE and Ohio department of education and workforce maintain a list of approved industry certifications.

(B) Purpose

The purpose of this policy is:

(1) To provide Shawnee state university with a tool to verify student learning and co-curricular activities and accomplishments that may not be verified via transcripts.

(2) To provide Shawnee state university with a tool to meet the needs of business and industry for credentialed learning.

(3) To provide Shawnee state university with a tool to award completion of workshops, bootcamps, courses, and other non-credit bearing programs.

(4) To provide individuals with learning opportunities to become certified in a technical or professional area or skills.

(5) To provide Shawnee state university graduates with a competitive advantage when seeking employment and advancement in their careers.

(1) Any faculty or administrator may propose a microcredential. New microcredentials require approval by a review panel, as set forth in the accompanying procedure. Such procedures are subject to approval by the president.

(a) It is the responsibility of the director of the center for lifelong learning to maintain and update relevant procedures for the development of microcredentials.

(2) Microcredentials must, at a minimum, include the following elements:

(a) Description: the learning activity or accomplishment to be authenticated.

(b) Criteria: the requirements that must be completed in order to earn the microcredential.

(d) Evidence: demonstration of how the criteria have been met.

(e) Expiration: the length of time that the microcredential remains valid.

(3) All intellectual property including academic works created through the development of a microcredential will be subject to board of trustees policy 2.10rev., copyright, patents and research for university personnel.

(D) Developing non-credit certificates

(1) Any faculty or administrator may propose a non-credit certificate. New non-credit certificates require approval by the review panel as set forth in the accompanying procedure. Such procedures are subject to approval by the president.

(a) It is the responsibility of the director of the center for lifelong learning to maintain and update relevant procedures for the development of non-credit certificates.

(2) Non-credit certificates must, at a minimum meet the following elements:

(a) Description: the learning activity or accomplishment to be authenticated.

(b) Program outline: minimum number of contact hours defined, program objectives and outcomes clearly defined, pathway to current degree programs defined when applicable, aligned to requirements set forth by certification agency when applicable.

(d) Expiration: the length of time that the non-credit certificate remains valid.

(3) All intellectual property including academic works created through the development of a certificate will be subject to board of trustees policy 2.10rev., copyright, patents and research for university personnel.

(E) Issuing microcredentials

(1) Any student enrolled at Shawnee state university is able to participate in non-credit bearing, non-transcriptable learning activities that can be verified with a microcredential. In addition, non-credit bearing, non-transcriptable microcredentials may be offered to the general public to provide for business and industry needs. Certain microcredentials may include specific eligibility requirements.

(2) Candidates for a microcredential must meet all criteria for that microcredential as certified by the sponsoring department, office, or division. The sponsoring department, office, or division must work with the center for lifelong learning to ensure reporting, verification, and issuance of the microcredential.

(3) The center for lifelong learning is responsible for verifying and issuing microcredentials.

(F) Issuing non-credit certificates

(1) Non-credit bearing certificates may be offered to students and the general public to provide for credentialed learning and a competitive advantage when seeking employment and career advancement. Certain certificates may include specific eligibility requirements.

(2) The initiating department, office or division is responsible for all aspects of delivery of the certificate, and must work with the center for lifelong learning to ensure reporting, verification, and issuance of the certificate.

(3) The center for lifelong learning is responsible for verifying and issuing non-credit certificates and certificates of completion.

(G) Modifying or decomissioning microcredentials

(1) Significant changes to existing microcredentials in purpose or scope require approval from the microcredential review panel.

(2) The microcredential review panel will have the authority to decommission microcredentials if the microcredential no longer aligns in purpose or scope with the original approved microcredential, or if the sponsoring department, division, or office is incapable of administering the microcredential.

(H) Modifying or decomissioning non-credit certificate programs

Significant changes to existing non-credit certificates in purpose or scope require approval from the director of the center for lifelong learning.

Last updated May 1, 2026 at 8:09 AM

History

Effective: April 30, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-45 Naloxone access for emergency use.

(A) Purpose

The purpose of this policy is to establish guidelines governing the use of Naloxone for emergency situations on campus. Naloxone may be carried and administered by officers of the Shawnee state university department of public safety, or accessed and administered by other members of the community via cabinets maintained by the university. This policy is intended to recognize the potential life-saving role first responders and bystanders can play when encountering persons suffering from apparent opioid overdose.

(B) Definitions

(1) EMS - "emergency medical services" that provide pre-hospital emergency medical care; such practitioners provide out-of-hospital care for those with an illness or injury.

(2) Naloxone - an opioid receptor antagonist and antidote for opioid overdose produced in intramuscular, intranasal, or intravenous forms.

(3) Opioid - a drug containing opium or similar synthetic compound derived from opium or synthetically produced from opium, including but not limited to heroin, oxycodone, and fentanyl.

(4) Opioid overdose - an acute condition including, but not limited to, extreme physical illness, decreased level of consciousness, respiratory depression, coma, or death resulting from the consumption or use of an opioid, or another substance with which an opioid was combined, or a condition that a layperson would reasonably believe to be an opioid-related drug overdose that requires medical assistance.

(5) Universal precautions - an approach to infection control to treat all human blood and certain human body fluids as if they were known to be infectious for HIV, HBV and other blood-borne pathogens.

(1) Police and security officers in the department of public safety will be trained in the use and administration of Naloxone.

(2) The university will make reasonable best efforts to have officers carry Naloxone doses in their vehicles and to have ready access to Naloxone in the department of public safety offices.

(D) Public Access

(1) Shawnee state university will provide public access to Naloxone for the purpose of aiding, or assisting in the aid of, any person(s) who may be suffering from an apparent opioid overdose. This access will be accomplished through the installation of Naloxone emergency cabinets in various buildings around campus.

(2) All participation in this program and/or the administration of Naloxone by employees, students, or the general public is strictly voluntary. All are encouraged to understand the universal precautions required to administer this treatment.

(E) Naloxone cabinet contents

Each cabinet will include:

(1) Bilingual instructions (tear-away cards) for administering intranasal Naloxone that include specific instructions to call EMS.

(2) Two doses of intranasal Naloxone.

(3) One rescue breathing barrier device with gloves and alcohol.

(F) Storage and replacement

Inspection of cabinets installed by Shawnee state university shall be the responsibility of the university. In accordance with section 3715.50 of the Revised Code, such inspections shall be conducted within a reasonable time period and shall ensure the following:

(1) Each unit is securely fastened to a permanent structure.

(2) The Naloxone is intact and not expired.

(3) Rescue breathing barrier device, gloves, and alcohol are present.

(4) SSU department of public safety contact information, along with signs of an opioid overdose, are listed on the box.

(5) Instructions for use are present.

(6) The unit safety seal is functional.

(7) Naloxone is stored in accordance with manufacturer instructions to avoid extreme cold, heat, and direct sunlight to the extent possible.

Information on the Ohio department of health's project DAWN:

https://odh.ohio.gov/know-our-programs/violence-injury-prevention-program/projectdawn/

Last updated May 6, 2023 at 3:43 AM

History

Effective: May 6, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-46 CAMPUS Act Policy.

(A) Purpose

This CAMPUS Act rule("rule") applies to Shawnee state university ("university") students, faculty, and staff. Section 3320.05 of the Revised Code requires each public university in Ohio to adopt a policy regarding racial, religious, and ethnic harassment and intimidation. In addition to the requirements set forth in section 3320.05 of the Revised Code, the university has and will continue to abide by all federal, state, and local laws and regulations that prohibit harassment and intimidation.

(B) Definitions

(1) Harassment" means 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.

(2) Intimidation" means the violation of ethnic intimidation described in section 2927.12 of the Revised Code.

The university will offer training to all university administration, faculty, and staff on how to respond, at the time, to hate incidents or incidents of harassment that occur during a class or event held at the university.

(D) Procedures

Students who believe they or another student, faculty member, or staff member have/has been subjected to racial, religious, or ethnic harassment or intimidation may submit a report and/or complaint, which will be handled in accordance with university procedure 5.10:2, assessing, investigating, and adjudicating complaints prescribed by various statutes.

(1) Anonymous reports

Students may submit reports anonymously via the online submission form, https://www.shawnee.edu/complaint. The university will review and take appropriate action on anonymous reports. Note that anonymous reporting may limit the university's ability to conduct and complete an investigation. Additionally, during the course of an investigation, it may be possible to determine who made the report, even if the complainant excluded the name or other identifying information of the accused.

(E) Compliance

Nothing in this rule or its enforcement shall be construed to diminish or infringe on any right or activity protected by the United States and Ohio Constitutions and laws, including freedoms related to speech, expression, or assembly. Notwithstanding the foregoing, nothing in this rule or its enforcement shall be interpreted as prohibiting the university from restricting expressive activities that the First Amendment of the U.S. Constitution or Sections 3 and 11 of Article I, Ohio Constitution, do not protect. Further, nothing in this rule or its enforcement shall be interpreted as restricting or impairing the university'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 as addressed through its non-discrimination and Title IX policies.

Last updated December 4, 2025 at 2:37 PM

History

Effective: December 1, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-47 Employee, Athletics, and Student Leader Training.

(A) Purpose

It is essential that the university maintains a well-trained workforce and student leadership to uphold the highest level of ethics and professionalism, and to ensure compliance with federal, state, and local laws and regulations; and with university policies and procedures. Training on general subjects applicable to higher education benefit the entire campus community, whereas particular training requirements may apply to university administrators and staff who primarily serve students, including mentors and club advisors; athletics coaches and staff; student members of Greek organizations and other university-supported organizations and clubs; and student employees. This rule directs the executive staff and their delegates to develop, monitor, and implement training programs appropriate for the university as a whole and role-specific training to target audiences as needed.

(B) Definitions

(1) As used in this rule, "employees" include all full and part-time faculty and staff, adjunct faculty, student employees, and volunteers who directly work with students.

(2) "Student leaders" include part-time or full-time university students with official roles such as president, vice-president, treasurer, or secretary of university-supported student clubs and organizations, including Greek organizations.

(3) "Student employees" include part-time or full-time university students who hold a position of employment with the university, whether work-study or otherwise.

(4) "Executive staff" includes the president, vice presidents, provost, deans, chief operating officer, other chief-level positions, and general counsel.

(1) The executive staff will commit to developing and providing training in such a manner that employees and student leaders understand their obligations and responsibilities in accordance with legal and university requirements.

(2) Training of employees will begin with new employee orientation which will be provided as soon as feasible after the start of employment. New employee orientation will cover the most significant issues of university employment, including ethics, Title IX, confidentiality of student information, information security, fraud reporting, payroll, and financial accountability. After new employee orientation, employee training will be ongoing on issues that affect employees as a whole and specific roles. Training of student leaders will begin before or as soon as possible after the start of a leadership role. Employees and student leaders will be required to complete renewal training on a regular and ongoing basis as assigned. Training programs discussed in this section will be added, changed, or removed as it is deemed appropriate or necessary.

(3) Department managers are responsible for ensuring that employees within their work unit complete required training.

(4) Completion of training is considered a work requirement. Time that an employee spends on university-wide training, role-specific training, or specialized training will be deemed work time.

(5) Employees who fail to follow this rule may be subject to disciplinary action as set forth in university policies and procedures or a collective bargaining agreement, as applicable.

(D) Procedures

The president is authorized to enact procedures to address specific training requirements and to further carry out the purposes of this rule.

Last updated December 4, 2025 at 2:37 PM

History

Effective: December 1, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3362-5-48 Misbranded meat and egg products.

(A) Purpose

This rule establishes institutional requirements to ensure compliance with Ohio law governing the labeling, purchase, and use of alternative protein, imitation meat, and imitation egg products, consistent with Ohio House Bill 10 of the 136th General Assembly and the Revised Code.

(B) Scope of authority

This rule applies to:

(1) All university culinary, dining, and catering services;

(2) All departments purchasing food products for institutional use;

(3) All campus retail food operations;

(4) Any university-sponsored meal programs;

(5) All employees involved in food procurement, preparation, or distribution.

(1) For the purposes of this rule:

(a) "Cultivated-protein product." A food having one or more sensory attributes that resemble a type of tissue originating from an agricultural food animal, but that, in lieu of being derived from meat processing, is derived from manufacturing cells in which one or more stem cells are initially isolated from an agricultural food animal, are grown in vitro, and may be manipulated, as part of a manufacturing operation.

(b) "Qualifying meat term." A word, compound word, or phrase that would clearly disclose to a reasonable purchaser of meat products from a food processing establishment that a food is not a meat product. "Qualifying meat term" includes cell-cultivated, cell-cultured, fake, grown in a lab, imitation, insect, insect-based, insect-protein, lab-created, lab-grown, meat free, meatless, plant, plant-based, vegan, vegetable, vegetarian, veggie, or a comparable word or phrase as approved by the department.

(c) "Qualifying egg term." A word, compound word, or phrase that would clearly disclose to a reasonable purchaser of egg products from a food processing establishment that a food product is not an egg product. "Qualifying egg term" includes fake, imitation, egg-free, plant, plant-based, vegan, vegetable, vegetarian, veggie, or a comparable word or phrase as approved by the state department of agriculture.

(2) To the extent that the Ohio general assembly may in the future revise definitions used in this rule, the rule shall be deemed to be amended to conform to the then-existing statutory definition(s).

(D) Misbranded food products

(1) Meat products. Food is considered misbranded as a meat product if all of the following apply:

(a) The food is a manufactured-protein food product or contains a manufactured-protein food product;

(b) The food is offered for sale by a food processing establishment;

(c) A label that is part of or placed on the package or other container storing the manufactured-protein food product includes an identifying meat term; and

(d) The label that is part of or placed on the package or other container storing the manufactured-protein food product does not contain a conspicuous and prominent qualifying meat term in close proximity to the identifying meat term.

(2) Egg products. Food is considered misbranded as an egg product if all of the following apply:

(a) The food is a fabricated-egg product or contains a fabricated-egg product;

(b) The food is offered for sale or sold by a food processing establishment;

(c) A label that is part of or placed on the package or other container storing the food includes an identifying egg term; and

(d) The label that is part of or placed on the package or other container storing the food does not contain a conspicuous and prominent qualifying egg term in close proximity to an identifying egg term.

(E) Purchasing restrictions

(1) Shawnee state university shall not purchase cultivated-protein products for institutional meal programs as defined herein and in section 3715.601 of the Revised Code.

(2) Shawnee state university departments may not procure misbranded imitation meat or egg products using university funds.

(3) All purchasing must comply with applicable state requirements and university procurement policies.

(F) Research and academic exceptions

Cultivated protein products as described in this rule may be purchased or used solely for academic instruction, scientific research, or demonstration purposes, provided such products are not served as part of a meal program and are clearly identified as research materials.

(G) Enforcement

Shawnee state university is committed to active enforcement of this rule and to ensuring all procurement and campus food operations comply with applicable Ohio law.

Last updated May 1, 2026 at 8:09 AM

History

Effective: April 30, 2026
Promulgated Under: 111.15