Ohio Administrative Code 3344 — Cleveland State University

Chapter 3344-1 General Provisions

Ohio Adm.Code 3344-1-01 Meeting of the board of trustees.

(A) Regular meeting. The regular meetings of the board shall be held every other month during the academic year unless otherwise specified by the chair. The annual regular meetings schedule, as determined by the chair, shall be posted on the website no later than one month prior to the first regular meeting of the academic year. A summer meeting may be added to the regular meeting schedule, at the discretion of the chair.

(B) Special meeting. Special meetings of the board may be called by the chair or upon the written request of not less than three members of the board.

(C) Time and place of meeting. The time and place of all meetings shall be determined by the chair, or in the case of a special meeting called by not less than three members of the board, determined by three members of the board calling the meeting, and due notice of the time and place shall be given by the secretary.

(D) Notice of meeting. Notice of meetings of the board shall be posted on the website of the board of trustees at least one week prior to each regular meeting and at least twenty-four hours prior to a special meeting, except in the event of an emergency for which immediate notice must be given. Each notice shall include the time and place of all regular meetings and the time, place and purpose of all special meetings. Members of the media and members of the general public who wish to be notified of board meetings may submit a request for such notice to the office of university marketing, including a valid email address. The office of university marketing will send out email notifications of board meetings at least three days prior to each regular meeting and a minimum of twenty-four hours before a special meeting, except in the event of an emergency for which immediate notice must be given.

(E) Organization of meetings. At each meeting of the board, the chair, or in their absence, the vice chair, or in the absence of both of the foregoing, the treasurer shall preside. The secretary, or in their absence, the assistant board secretary, shall perform the duties of the secretary of the meeting and shall keep the minutes thereof.

(F) Order of business. Unless otherwise ordered by the board or the chair, the order of business at all meetings of the board shall be as follows:

(1) Roll call.

(2) Approval of minutes of preceding meeting.

(3) Report of the chair of the trustees.

(4) Report of the president of the university.

(5) Reports of committees of the board.

(6) Report of the student trustees.

(7) Report of the faculty representatives.

(8) Report of the CSU foundation.

(9) Approval of consent agenda.

(10) Unfinished business.

(11) New business.

(12) Election of officers when required.

(G) Business to be considered at meetings. Any proposed action or matter coming to the board of trustees for information, review, and/or approval from the university administration, board officers or trustees shall be presented in writing to the secretary of the board in accordance with the deadlines set by the office of the board of trustees.

(H) Quorum and manner of action.

(1) A majority of the voting members of the board shall be present, either in person or via means of electronic communication, as stipulated in paragraph (H)(2) of this policy, at any meeting in order to constitute a quorum for the transaction of business at such meeting and, except as otherwise hereinafter provided, the act of the majority of the trustees present at any such meeting at which a quorum is present shall be the act of the board.

(2) In accordance with section 3345.82 of the Revised Code, attendance of a trustee by means of electronic communication at a meeting of the board called in accordance with this policy shall be subject to the following provisions:

(a) Each trustee shall be required to be present, in person, at least two regular meetings of the board annually, which shall not be less than one-half of the regular meetings held during such term.

(b) A trustee may only attend a meeting by means of electronic communication if all of the following minimum standards are met:

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

(ii) All votes taken at the meeting are taken by roll call vote; and

(iii) A trustee who intends to attend a meeting by means of electronic communication has notified the chair, or the office of the board of trustees, of such intent not less than forty-eight hours before the meeting, except in the case of a declared emergency.

(c) Notwithstanding division (C) of section 121.22 of the Revised Code, a trustee satisfying the conditions of paragraph (H)(2) of this policy and attending a meeting by means of electronic communication shall be considered to be present at the meeting, is counted for purposes of establishing a quorum, and may vote at the meeting.

(d) As used in paragraph (H) of this policy, "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.

(3) The concurrence of a majority of the voting members of the board shall be necessary to elect or remove the president or a tenured member of the faculty as defined by the board. A roll call vote is necessary when electing or removing a president or a member of the faculty of the university. A roll call vote is also necessary in order to adjourn into executive session. On all other matters, unless one or more trustees are participating via means of electronic communication, a voice vote shall be sufficient.

(I) Standing committees. The chair of the board shall be empowered to appoint standing committees as follows: academic affairs and student success; athletics; financial affairs; real estate and facilities; and governance. The chair shall designate the chair and members of each standing committee. Every standing committee shall have a minimum of three voting board members. All standing committees shall serve from the end of one annual meeting to the end of the next annual meeting. A majority of the voting board members of each committee shall constitute a quorum, provided, however, that in the event such quorum shall not be present at any committee meeting, the chair of such committee or the chair of the board is empowered to appoint pro tem committee members from the membership of the board in order to provide such quorum.

(J) Standing committees - responsibilities.

(1) The responsibilities of each standing committee shall be to consider proposals referred to it by the board, initiated by the university administration, or originated within the committee in its area of activity; to provide strategic oversight and make recommendations thereon, subject to confirmation and approval by the board. The committee shall also undertake any special duties as may be delegated by the board.

(2) The matters to be considered by each standing committee shall be in general as follows:

(a) Academic affairs and student success committee.

(i) The committee shall focus on all matters requiring attention or action of the board regarding student success, including admissions criteria, retention/retention data analytics, student success metrics, alternative student success pathways, transfer programs, financial aid and scholarships, and the honors program.

(ii) All matters requiring attention or action of the board relating to faculty appointment, tenure and status; fields of university instruction; accreditation; new degree programs/majors, degree requirements, program review/restructuring, program elimination/phase-out, study abroad, and distance learning.

(iii) All matters requiring attention or action of the board relating to student residential and social life, student conduct, Greek life, student government, student organizations, student housing, student safety/well-being; and Title IX policy and training.

(iv) All matters requiring attention or action of the board relating to affirmative action, equal opportunity and diversity/inclusion.

(v) All matters requiring attention or action of the board relating to strategic institutional planning processes for academic programs, supportive administrative services and the definition of institutional mission and goals.

(vi) All matters requiring attention or action of the board relating to the acquisition and operation and maintenance of the administrative systems with regard to in-house research, sponsored research, technology transfer and licensing.

(b) Athletics committee.

(i) The committee shall focus on all matters requiring attention or action of the board relating to university intercollegiate and intermural athletic programs.

(ii) Working closely with the financial affairs committee or its real estate and facilities subcommittee, review of matters pertaining to athletic facilities as may be referred from other board committees or university administration.

(iii) The student-athlete advisory committee president and the faculty athletics representative shall serve on the athletics committee as non-voting, ex officio, members.

(c) Financial affairs committee.

(i) All matters requiring attention or action of the board relating to the university budget and financial operations, business organization and practice, including business contracts requiring approval of the board of trustees; borrowing of funds; submission of appropriation requests; review of enrollment data; determination of fees charged to students; and the custody and investment of any funds which are now under or may in the future come under control of the board of trustees consistent with the requirements set forth in section 3345.05 of the Revised Code.

(ii) All matters requiring attention or action of the board relating to personnel policies and procedures, collective bargaining and other matters pertaining to the terms and conditions of university employment.

(iii) There shall be a standing audit, compliance and risk sub-committee comprised of a minimum of three governor-appointed, voting trustees. The primary responsibility of the audit, compliance and risk sub-committee shall be to provide oversight of the university's compliance policies and activities, internal controls and standards of ethical conduct. The audit, compliance and risk sub-committee shall meet at least once per year with the internal and external auditors, and the internal and external auditors shall meet at least once per year jointly with the sub-committee and financial affairs committee.

(a) The sub-committee may obtain counsel, financial experts, or other expertise to advise the committee, or to assist in the conduct of investigations. The sub-committee may enlist the assistance of the university's administrators and employees and may request to meet with them as needed.

(b) The sub-committee shall review and concur in the appointment, replacement, reassignment, or dismissal of the internal auditor.

(c) The sub-committee shall review:

(i) Internal audit charter, scope and plans of the internal auditor and any changes thereto;

(ii) With the internal auditor significant findings on internal audits during the year and the university administration's responses thereto;

(d) The sub-committee shall review with the external and internal auditors the adequacy of the university's internal controls and any related significant findings and recommendations of the external or internal auditors together with the university's responses thereto.

(e) The sub-committee shall review ethics reports submitted to the university administration from the internal auditor or other investigative body and discuss applicable action steps as recommended by the internal auditor, as well as periodically review the university's ethical conduct policies and procedures as set forth in those documents.

(iv) Any other matters as assigned by the board.

(d) Real estate and facilities committee.

(i) Approve the selection and engagement with architects, engineers, and other contractors as required per university policy and state guidelines.

(ii) Ensure that the board enables and advances the university's academic and strategic goals with respect to campus planning, including review and acceptance of campus master plans.

(iii) Oversee matters within the master planning process and procedures of the university, involving the need, urgency and size of institutional facilities, and the location, planning, construction and maintenance of university grounds.

(iv) Review, consider, and recommend approval of capital investments of the university, in accordance with university policy.

(v) Any other matters as assigned by the board.

(e) Governance committee.

(i) The committee shall review and recommend adoption or revision of all board governance documents, including but not limited to board bylaws, commitment and responsibilities statement, and board self-evaluation tool.

(ii) The committee shall ensure the development of guidelines for the conferral of honorary degrees, which shall include input by the university president and faculty in the selection and approval process. The committee shall recommend to the board of trustees candidates for honorary degrees pursuant to the guidelines, as well as recipients of other honors, awards, commendations, and recognitions for conferral either during commencement or at other times determined by the board of trustees.

(iii) The committee shall annually receive and review the honors, commendations, and other special non-student awards given and/or proposed by the president, provost and colleges or departments within the university.

(iv) The committee shall ensure the integrity of board governance and the avoidance of conflicts of interest by fostering a culture of excellence, service, and high ethical standards among university trustees. The committee will develop responsibilities and expectations regarding trustee comportment, and will develop and conduct annual board performance assessments, as well as oversee the orientation of new board members, and ensure ongoing trustee education.

(v) In compliance with paragraphs (B)(1) to (B)(3) of rule 3344-1-02 of the Administrative Code, the governance committee shall oversee the board officer nomination process and conduct the board officer's election at the board's annual meeting.

(vi) Recommend to the board the naming or removal of names of university entities, spaces, units and other designations consistent with applicable university, rules, policies and procedures.

(vii) As set forth in paragraphs (N)(3) and (N)(4) of this rule, consult with the board chair and president and make a recommendation to the full board on the appointment of faculty, staff or community advisors to the standing or special committees of the board.

(viii) Receive nominations, evaluate and recommend candidates for any university administrative or academic council or committee requiring board approval and appointment.

(ix) The governance committee chair shall commence and oversee the president's annual performance review and goal setting consistent with the terms of the president's contract. The governance committee shall commission a three hundred sixty review of the president's performance at a minimum of every three years and a minimum of six months prior to a proposed renewal of the president's contract. Three hundred sixty feedback would be obtained from a representative sample of campus and community stakeholders.

(x) The governance committee may engage a compensation specialist to assist with presidential compensation review and determinations or compensation review and determinations involving other university employees as needed.

(K) Special committees. The board chair may appoint such special committees as are deemed necessary and desirable. A special committee shall serve until completion of the task assigned to it, but not later than the adjournment of the next annual meeting. The board chair shall designate the chair for each such committee. A majority of the voting board members of each committee shall constitute a quorum, provided however, that in the event such quorum shall not be present at any committee meeting, the chair of such committee or the chair of the board shall be empowered to appoint pro tem committee members from the membership of the board in order to provide such quorum. Meetings of the special committees shall be held upon call of the chair of the committee.

(L) Member and committee authority. No trustee or committee shall have authority to commit the board of the university to any policy, action or agreement unless specifically granted such authority by the full board.

(M) Annual meeting. The May meeting shall constitute the annual meeting of the board of trustees each year.

(N) Faculty, staff, student and community non-voting members and advisors.

(1) The board of trustees of Cleveland state university designates the president of the faculty senate, and a second representative to be elected each year by the faculty senate, as faculty advisors to the board of trustees. One of the faculty advisors shall be assigned as a voting representative to the financial affairs committee and the other shall be assigned as a voting representative to the academic affairs and student success committee. The faculty advisors shall not vote during full board and special board meetings.

(2) Two student representatives will be appointed by the governor as student trustees pursuant to a procedure adopted in compliance with division (B) of section 3344.01 of the Revised Code. The student trustees are not authorized to attend executive sessions of the board pursuant to division (B) of section 3344.01 of the Revised Code and shall not vote during full board or special board meetings. One of the student trustees shall be assigned as a voting representative to the financial affairs committee and the other shall be assigned as a voting representative to the academic affairs and student success committee.

(3) In addition to the aforementioned faculty and student representatives appointed to the board of trustees, the board chair, in consultation with the university president and governance committee, may augment the membership of standing or special committees with other faculty, staff or community members as advisors who shall not be counted for purposes of determining a quorum. The board chair shall determine the term for advisors. With the exception of student trustees, the right of advisor members of the board to attend executive sessions shall be at the discretion of the board chair or committee chair as applicable and appropriate. Advisor members of the board shall not vote at full board or special board meetings, but may vote as members of standing, sub or special committees.

(4) A total of three community members may be appointed to a three-year term, non-renewable, as an advisor to the full board upon recommendation of the governance committee and approval of the full board. Non-voting community members enable the university to take advantage of the special and/or needed talents, resources and experiences of such individual.

(5) The chair of the Cleveland state university foundation board of directors shall serve as an ex officio member of the board of trustees for the duration of their term of office. The foundation chair shall serve as a member of the financial affairs committee and may vote at the committee and sub-committee meetings. As an ex officio member of the board of trustees, the foundation chair may participate in executive sessions of the full board, committees, and sub-committees at the discretion of the respective chairs.

(6) All faculty, student and other advisory and community members of the board shall be required to protect and maintain the confidentiality of information provided to or otherwise obtained during their service on the board during and after such service.

(O) Policy review cycle. The board secretary is responsible for keeping this policy current and for the performance of periodic reviews to ensure that the policy complies with and reflects current laws, regulations, accreditation standards, and higher education best practices. At a minimum, every five years, this policy is to be reviewed to reaffirm without revision, amend, or rescind as necessary. Policies may be reviewed on an earlier timeline depending on necessity and change in law or practice.

Last updated June 17, 2026 at 7:17 PM

History

• Effective: June 14, 2026
• Promulgated Under: 111.15

Ohio Adm.Code 3344-1-02

(A) Number and title. The officers of the board shall consist of a chair and a vice chair. The officers of the board may also include a secretary and a treasurer, and such other officers of the university as the interest of the university requires. The offices of secretary and treasurer may be held by the same person.

(B) Election, term of office and qualifications.

(1) The chair of the governance committee shall appoint a nominating committee consisting of three voting board members at the March meeting of the board. The governance committee will oversee the nominating committee's process and ensure that a recommended slate of officers shall be presented to the full board at its annual meeting for the election of officers pursuant to a process designated by the governance committee. Members of the nominating committee are not eligible to be named on the slate or to serve as an officer for the next board year.

(2) The officers of the board shall be elected at the annual meeting of the board. The elected officers shall take office immediately following the adjournment of the meeting at which they are elected and shall hold their office through the following annual meeting of the board and until their successors are elected and qualified.

(3) The chair and vice chair must be members of the board. The qualifications of all other officers shall be determined by the board.

(C) Vacancies. Vacancies in any of the listed offices shall be filled by the chair on a pro tem basis and such appointment shall be subject to approval by the board at the next regular meeting. Such appointments shall be for the unexpired term of such offices and shall be in compliance with paragraphs (B)(1), (B)(2) and (B)(3) of rule 3344-1-02 of the Administrative Code.

(D) Removal of officers. Any officer of the board may be removed at any time, either with or without cause, by resolution adopted by affirmative vote of five members of the board at any meeting of the board, providing the notice of the meeting specifies that such removal action is to be considered.

(E) Chair

(1) The chair shall preside at all meetings of the board; shall sign the minutes of all proceedings of the board; shall perform such duties as usually pertain to this office, and such other duties as from time to time may be assigned to the chair by the board. The members of all committees of the board shall be appointed by the chair unless otherwise ordered by the board.

(2) Unless specifically provided to the contrary by the board, the chair may assign any of the chair duties to another member of the board.

(F) Vice chair. At the request of, or in the absence or disability of the chair, the vice chair shall perform all the duties of the chair, and while so acting, shall have all the powers and authority of, and be subject to all the restrictions applicable to the chair. In addition, the vice chair shall perform such other duties as may be assigned to the vice chair from time to time by the chair of the board. Should the chair's term end prior to the annual meeting, the vice chair shall serve as chair until the annual election seating a new chair has taken place.

(G) Secretary. The secretary of the board shall:

(1) Under the direction and guidance of the university president, act as a liaison with the university administration, enlisting the assistance of the board and its committees as requested by the administration;

(2) Analyze, assemble or obtain information as requested by the president, chair of the board, and/or board committees;

(3) Be the custodian of and responsible for the official books and records of the board;

(4) Be the custodian of the university seal;

(5) Authenticate the acts of the board by affixing an imprint of the university seal to official records of the board when it is proper to do so;

(6) Sign, execute and deliver in the name of the university all deeds, bonds, and other instruments as authorized by the board;

(7) Keep minutes of all meetings of the board and of committees of the board in a manner appropriate for that purpose consistent with the university's records retention policy;

(8) See that all notices are duly given in accordance with the provisions of Cleveland state university rules;

(9) Prepare the agenda for board meetings in cooperation with the chair and the president;

(10) Receive and route correspondence addressed to the board or its committees; and

(11) Perform such other duties as may be assigned to them from time to time by the president, board chair, or committee chairs. The board may assign the duties of the secretary to the assistant secretary as needed.

(H) Treasurer. The treasurer of the board shall, before entering upon the discharge of their duties, give bond to the state or be insured for the faithful performance of their duties and a proper accounting of all monies coming into the treasurer's care. The amount of said bond or insurance shall be determined by the board but shall not be for a sum less than the estimated amount which may come into the treasurer's control at any time, less any deductible.

(I) Bonds or insurance. Bonds or insurance shall be required from such officers of the board and of the university, in addition to the treasurer, as the board shall direct.

(J) Executive committee. The executive committee shall be comprised of the board chair, who shall serve as the committee chair, the board vice chair, board treasurer and such other board members as may be asked to serve from time to time.

(1) The executive committee shall consider and make recommendations to the board on proposed policy, or other contract matters not assigned to another committee; and

(2) The executive committee shall consider other matters as appropriate to an executive committee or assigned by the full board. The executive committee shall also act 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 shall be present. The executive committee shall be required to report any actions taken on behalf of the board into 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.

Last updated January 19, 2024 at 4:10 PM

History

• Effective: January 19, 2024
• Promulgated Under: 111.15

Ohio Adm.Code 3344-1-03 University administration.

(A) The president. The president shall be the chief executive officer of Cleveland state university and shall be responsible within the policies and procedures established by the board of trustees for the administration of the affairs of the university. In carrying out the foregoing responsibilities and duties, the president shall:

(1) Manage and direct the day-to-day operation of the university.

(2) Lead in developing policies, programs and organizational units promoting teaching, research and service as primary goals of the university; and direct and promote the university's activities toward achieving these goals.

(3) Develop and maintain long-range plans for the orderly growth of the university.

(4) Direct the development of the capital program for the university and recommend its approval to the board.

(5) Formulate and recommend operating budgets to the board for approval and see to it that expenditures are in compliance with approved budgets.

(6) Present and interpret to the board of trustees proposals and actions of the faculty together with recommendations.

(7) Ensure the application and implementation of the rules and regulations of the university.

(8) Submit to the board of trustees information and recommendations that will contribute to the adoption of sound and progressive policies for the university.

(9) Serve as a member of all faculties, as well as preside at the meetings of the university faculty.

(10) Consult with and bring to the board of trustees for ratification the appointment of the provost, deans and vice presidents.

(11) Appoint such other administrative officers as are needed to carry out effectively the operation of the university, and delegate functions to them with the authority necessary for their proper discharge.

(B) Term of administrative and academic appointments. No administrative or academic appointments shall be made for a term in excess of one fiscal year without the approval of the board of trustees.

(C) Annual performance review. The board, commencing with the governance committee chair, shall conduct a review of the president's performance and proposed goals at the annual meeting in a manner consistent with the president's contract. The president shall deliver to the board, through the governance committee, a report on the annual performance of the provost, vice presidents and deans at the same time they are being evaluated.

Last updated June 17, 2026 at 7:17 PM

History

• Effective: June 14, 2026
• Promulgated Under: 111.15

Ohio Adm.Code 3344-1-04 University faculty and staff.

(A) University faculty membership. The university faculty shall consist of the president, university officers for academic affairs, professors, associate professors, assistant professors, instructors, research and public service professors, research and public service associate professors, research and public service assistant professors, clinical associate professors, clinical assistant professors, officers who hold academic rank, term appointees, visiting appointees, and lecturers.

(B) Faculty senate. The university faculty may delegate any or all of its authority to a representative faculty senate in accordance with bylaws adopted by the university faculty and approved by the board of trustees.

(C) Appointment of faculty and staff. The president of the university and those administrative officers they may so designate shall have the authority to approve and execute all faculty and staff appointment contracts and annual renewals thereof provided that current and/or permanent budgetary funds are available to fund such appointments and related compensation.

(D) Board action in non-bargaining unit faculty dismissals. The Cleveland state university faculty personnel policies as revised were approved by the board of trustees effective February 1, 1975. These personnel policies provide for due process in the matter of the dismissal of a faculty member, who is not a member of the faculty collective bargaining unit, culminating in a recommendation by the president to the board of trustees. The board of trustees shall provide final resolution to the process in the following manner:

(1) If the president recommends to the board that a tenured faculty member, who is not a member of the faculty collective bargaining unit, be dismissed or suspended, or that a non-tenured faculty member not a collective bargaining unit member be dismissed or suspended during their contract term, the president shall, on request of the faculty member, transmit to the academic affairs and student success committee of the board the record of the case, including the record of the formal hearing, if there was one, before the prescribed faculty hearing committee.

(2) The academic affairs and student success committee shall review the case and as stipulated in this rule, may provide for a hearing. If there is a hearing, the academic affairs and student success committee shall adopt its own rules of order and procedure for the hearing.

(3) If there was a formal hearing before the prescribed faculty hearing committee, the academic affairs and student success committee's review shall be based on the record of the faculty committee hearing, and it shall provide opportunity for argument, oral or written or both, by the principals at the faculty committee hearing or by their representative. If there was no formal hearing before the faculty committee, the academic affairs and student success committee shall exercise its discretion as to whether oral arguments by the principals (or their representatives) shall be considered in addition to the written record of the case (which shall include any written statements submitted by the concerned faculty member) supplied by the president.

(4) If the academic affairs and student success committee agrees with the recommendation of the faculty hearing committee, it shall make a formal recommendation to that effect to the board of trustees. If it does not agree with the faculty committee's recommendation, it shall return the proceeding to the faculty committee with specific objections stated.

(5) The faculty committee shall then reconsider, taking into account the stated objections and receiving new evidence if necessary. The faculty hearing committee's further recommendations, if any, must be returned to the academic affairs and student success committee's objections.

(6) If the faculty committee submits further recommendations within twenty-one days, the academic affairs and student success committee shall make its formal recommendation to the board of trustees after study of the faculty hearing committee's further recommendation.

(7) The board of trustees shall consider the formal recommendation of the academic affairs and student success committee and make the final decision in the case. If, however, the board of trustees rejects a formal recommendation of the academic affairs and student success committee that is in agreement with the recommendation of the faculty hearing committee, the board shall return the proceeding to the faculty committee with specific objections stated.

(8) The faculty hearing committee shall then reconsider, taking into account the stated objections and receiving new evidence if necessary. The faculty hearing committee's further recommendation, if any, must be returned to the board of trustees within twenty-one days of receipt of the board's objections.

(9) If the faculty hearing committee submits a further recommendation within twenty-one days, the board of trustees shall make its final decision in the case after study of the faculty committee's recommendation.

Last updated April 11, 2023 at 8:17 AM

History

• Effective: April 10, 2023
• Promulgated Under: 111.15

Ohio Adm.Code 3344-1-05 Miscellaneous.

(A) Budget

(1) The annual budget, as adopted by the board and as amended from time to time, shall govern all transactions involving the financial obligations of the university. The budget shall be comprised of classifications in accordance with the budget system adopted by the state of Ohio.

(2) The president shall establish procedures for the disbursement and expenditure of all appropriated funds. These procedures may be amended from time to time, but major changes in the budget or disbursement and expenditure of all appropriated funds shall have the prior approval of the board.

(3) All proposals for the expenditure of university reserve funds shall come to the board for approval.

(B) Appearance before governmental offices, boards and agencies

(C) Public use of university facilities

The use by the public of all university buildings and facilities shall be governed by rules and regulations promulgated by the board.

(D) Naming of spaces, units and entities

The board of trustees shall name university spaces, units and entities upon the recommendation of the governance committee, as well as remove such names pursuant to the policies, rules, regulations promulgated by the board and related procedures.

Last updated April 11, 2023 at 8:17 AM

History

• Effective: April 10, 2023
• Promulgated Under: 111.15

Ohio Adm.Code 3344-1-06 Bylaws, rules and regulations; their promulgation, amendment and repeal.

(A) Statement of purpose. The foregoing bylaws are intended to provide a general framework for the functioning of the board as a governing body and for the organization, administration and operation of the Cleveland state university. Detailed rules and regulations for the organization, administration and operation of the university may be promulgated, amended and repealed by the board.

(B) Rules and regulations. Rules and regulations for the university may be adopted, amended or repealed by the affirmative vote of five members of the board at any regular meeting of the board.

(C) Bylaws. The bylaws of the board of trustees may be amended or repealed by the affirmative vote of five members of the board at any regular meeting of the board providing the notice of the meeting specifies that amendment or repeal of the bylaws is to be considered.

(D) Parliamentary procedure. Except as otherwise provided in CSU bylaws or the Ohio Revised Code, Robert's Rules of Order (most recent revised edition) shall serve as authority on all questions of parliamentary procedure.

Last updated April 11, 2023 at 8:17 AM

History

• Effective: April 10, 2023
• Promulgated Under: 111.15

Chapter 3344-2 Discrimination Policies

Ohio Adm.Code 3344-2-01 Formulation and issuance of policies.

(A) Policy statement

(1) All university policies fall within a greater hierarchy of laws, statutes and regulations. The Ohio legislature authorizes the Cleveland state university board of trustees to govern the university. See sections 3344.01 to 3344.03 of the Revised Code. The president, as chief executive officer of the university, is charged with managing and directing the day-to-day operation of the university, leading in developing university policies and ensuring the application of the rules and regulations of the university. See rule 3344-1-03 of the Administrative Code.

(2) Cleveland state university (CSU) requires all university policies to be promulgated in accordance with the standards and format set forth in this rule and as required by the Ohio legislative service commission (LSC) Policies presented in the standard format will help CSU maintain accountability, consistency and provide the university community with a clear set of explanations and expectations.

(B) Definitions

(1) "University policy" is a governing principle, established to provide guidance and assistance to the university community with university affairs, operation and administration. This definition encompasses only policies that have university-wide application, promote operational efficiencies, help ensure compliance with applicable laws and regulations, reduce institutional risk, and promote ethical standards and integrity. A guideline or standard that governs a specific college, school, department, or other university unit is not subject to this policy. Only a policy approved in accordance with this policy will have the force of a university policy.

(2) "University procedure" is a statement that provides for orderly implementation of a university policy through specific, prescribed actions, is more detailed than a policy, and does not require approval in accordance with this policy. University procedures must be consistent with and not conflict with university policies.

(3) "Responsible official" is the university official charged with the implementation, training and oversight of a particular policy that falls within the scope of the university official's assigned responsibilities, as well as that policy's revision and approval, or in the case of a new policy, its development. The responsible official partners with the office of compliance to ensure that all required steps in the policy development, revision and implementation process are followed.

(4) "Policy Register" is the website where all approved university policies are maintained. It is located at http://www.csuohio.edu/office-compliance/university-policies.

(5) "Major Revisions" are substantive content changes to existing policies that must go through the full university policy process.

(6) "Minor Revision" applies when substantive changes to a policy are needed and those changes are driven by law or reflect minor adjustments to the practices or procedures needed to implement the policy effectively but do not affect the purpose of the policy. Minor revisions require approval through the office of compliance and the division head where the responsible official is located.

(7) "Edits" are non-substantive changes (e.g. format and grammar) and/or corrections of error (e.g. department name change, title change, etc.) that can be processed by the office of compliance.

(8) "Review and Confirm Current" means the policy has been reviewed in full and the content confirmed to be current. The most recent review is notated at the bottom of the policy to align with sunset provisions.

(9) "Recission" occurs when a policy is no longer needed or is more effectively combined with another policy.

(C) Policy approval process

(1) New policies or changes to existing policies may be initiated by the president, the provost, any vice president, or in the case of faculty policies and bylaws, by the faculty senate. Recommendations for new or revised policies shall be proposed to the provost or the appropriate vice president by any member of the university community. Once the provost or a vice president approves a policy proposal, the provost or vice president will appoint a responsible official for the policy who will then draft and forward the policy to the office of compliance.

(2) The office of compliance shall review the policy for the following:

(a) Consistency in format and presentation;

(b) Conflicts between the proposed policy and other university policies;

(c) Consistency with laws or other external regulations germane to the policy;

(d) Consistency with the mission of Cleveland state university.

(3) Once the office of compliance reviews the policy, it shall be returned to the provost or the appropriate vice president who has the responsibility for seeking approval for the policy from the president or the president's designee.

(4) After approval by the president or the president's designee, the responsible official will send the policy draft to the office of compliance who will post the proposed policy on the policy register for a thirty-day comment period. An email notification will be sent to the university faculty, staff and, as applicable, students informing of the thirty-day comment period.

(5) Following the thirty-day comment period, the policy may be revised and sent to the provost, president or designee, as appropriate, for final approval.

(6) The responsible official and the office of general counsel shall prepare the policy for submission to the secretary of the board of trustees for board consideration. The policy becomes effective after board approval and ten days after it is filed with the Ohio legislative service commission.

(7) The responsible official coordinates dissemination of the policy in cooperation with the office of compliance.

(D) Applicability

University policies are applicable to all members of the university, unless the specific policy states otherwise.

(E) Role of the responsible official

The responsible official shall administer the policy. Each of the respective vice presidents and the provost shall assign a responsible official to all existing policies within their area of operations and to any newly generated policies. If no responsible official has been assigned, the provost or vice president for that area of operation shall be deemed to be the responsible official. The responsible official also ensures that the policy is submitted and published in the required format. See paragraph (F) of this policy.

(F) Policy format

The standard format set forth in this policy shall be used for all university policies. The responsible official shall ensure that all policies are submitted and published according to this format. All proposed policies and revisions shall be submitted in the specific format required by the LSC, which is available at: https://www.lsc.ohio.gov/assets/organizations/legislative-service-commission/files/subject-legislative-information-administrative-rule-drafting-manual.pdf. The office of compliance shall assign the policy number.

(G) Conflicts

In the event of a conflict between a university policy and a college, school or departmental standard, guideline, or procedure, the university policy shall supersede the college, school, or departmental standard, guideline or procedure. Any college, school, or departmental standard, guideline, or procedure that conflicts with a university policy is void and unenforceable.

(H) Interim policies

The president, provost or a vice president may put an interim policy into place in situations where a university policy shall be established in a time period too short to permit the completion of the process delineated in this policy. An interim policy will remain in force for up to three months from the date of issuance and then will expire, losing effect unless it becomes an official university policy according to this policy.

(I) Development and approval of departmental or school policies

A department or school of the university may develop additional policies and procedures that pertain only to the affairs of the area concerned. Such policies do not substitute for, and are superseded by if in conflict, university policies and procedures. The area supervisor will submit for review and approval recommended policies and procedures to the area vice president or provost who will submit to the office of compliance for final approval.

(J) Posting of policies

All university policies shall be posted on the university policies register. Printed versions of the policy may be included in handbooks, catalogues and other publications, but shall include a notice that the university policy register should be consulted for the latest version.

(K) Related procedures, guidelines, processes

University policies may be supplemented by procedures, guidelines or processes that describe policy implementation practices. These procedures, guidelines, and processes will identify the applicable university policy and may be linked to it on the website, as appropriate. University procedures, guidelines and processes must be reviewed and approved by the responsible official prior to adoption and posting to the university policies website.

(L) Policy review cycles

The responsible official is responsible for keepign the assigned university policy current and for the performance of periodic reviews to ensure that the policy complies with and reflects current laws, regulations, accreditation standards and higher education best practices. At a minimum, every five years, a policy is to be reviewed by the responsible official who will recommend whether the policy should be reaffirmed without revision, amended or rescinded. Policies may be reviewed on an earlier timeline depending on necessity and change in law or practice.

Last updated December 1, 2025 at 7:37 AM

History

• Effective: November 22, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-1-03

(A) The president. The president shall be the chief executive officer of Cleveland state university and shall be responsible within the policies and procedures established by the board of trustees for the administration of the affairs of the university. In carrying out the foregoing responsibilities and duties, the president shall:

(1) Manage and direct the day-to-day operation of the university.

(2) Lead in developing policies, programs and organizational units promoting teaching, research and service as primary goals of the university; and direct and promote the university's activities toward achieving these goals.

(3) Develop and maintain long-range plans for the orderly growth of the university.

(4) Direct the development of the capital program for the university and recommend its approval to the board.

(5) Formulate and recommend operating budgets to the board for approval and see to it that expenditures are in compliance with approved budgets.

(6) Present and interpret to the board of trustees proposals and actions of the faculty together with recommendations.

(7) Ensure the application and implementation of the rules and regulations of the university.

(8) Submit to the board of trustees information and recommendations that will contribute to the adoption of sound and progressive policies for the university.

(9) Serve as a member of all faculties, as well as preside at the meetings of the university faculty.

(10) Consult with and bring to the board of trustees for ratification the appointment of the provost, deans and vice presidents.

(11) Appoint such other administrative officers as are needed to carry out effectively the operation of the university, and delegate functions to them with the authority necessary for their proper discharge.

(B) Term of administrative and academic appointments. No administrative or academic appointments shall be made for a term in excess of one fiscal year without the approval of the board of trustees.

(C) Annual performance review. The board, commencing with the governance committee chair, shall conduct a review of the president's performance and proposed goals at the annual meeting in a manner consistent with the president's contract. The president shall deliver to the board, through the governance committee, a report on the annual performance of the provost, vice presidents and deans at the same time they are being evaluated.

Last updated June 17, 2026 at 7:17 PM

History

• Effective: June 14, 2026
• Promulgated Under: 111.15

Ohio Adm.Code 3344-2-02 Affirmative action, equal access, equal opportunity and non-discrimination/harrassment policy statement.

Cleveland state university is committed to building an inclusive community that recognizes the inherent worth and dignity of every person; fosters tolerance, sensitivity and mutual respect among its members; and encourages each individual to strive to reach his or her own potential. To this end, the university embraces human diversity and is committed to equal access, equal opportunity, affirmative action, and eliminating discrimination. This commitment is both a moral imperative consistent with an intellectual community that celebrates individual differences and diversity, as well as a matter of law.

(A) The university administration, faculty, staff, students, and volunteers are responsible for assuring that the university maintains an environment for work, study and participation in university programs, services and activities free from discrimination/harassment. Discrimination/harassment in the workplace or the educational environment is unacceptable conduct and shall not be tolerated. The university is committed to maintaining an educational and work climate for faculty, staff and students that is positive and free from all forms of discrimination/harassment.

(B) The university prohibits discrimination/harassment toward individuals of the university community on the basis of race, sex (including pregnancy), religion, color, age, national origin, veteran and/or military status, genetic information, or disability and discrimination/harassment toward individuals for other reasons such as sexual orientation, gender identity and/or expression, marital status or parental status. The university will conduct its programs, services and activities in accordance with applicable federal (including Title IX of the Educational Amendments of 1972), state and local laws, regulations and orders and in conformance with university policies. The university will not tolerate discrimination/harassment of its faculty, staff or students by persons conducting business with or visiting the university, even though such persons are not directly affiliated with the university.

(C) All aspects of the employment relationship, including recruitment, selection, hiring, training, professional development, managerial practices, tenure, promotion, compensation and separations, are administered in accordance with this rule. Moreover, all policies and procedures applicable to employees and students shall be administered in accordance with this rule.

(D) Any questions of interpretation regarding this rule shall be referred to the office for institutional equity.

History

• Effective: April 21, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-2-03 Policy Against Discrimination, Harassment, Sexual Violence and Retaliation.

(A) Discrimination is prohibited

Respect for diversity is an essential element of the university community. The university strongly opposes and does not tolerate discrimination on the basis of race, sex (including sexual harassment, sexual violence, sexual assault, sexual exploitation, relationship violence, domestic abuse and stalking), pregnancy, religion, color, age, national origin, veteran and/or military status, genetic information, disability, sexual orientation, gender identity and/or expression, marital status or parental status, participation in protected activity (retaliation), and/or any other status protected by state or federal law, including Title IX of the Educational Amendments Act of 1972, rule or regulation. "Discrimination" is negative or adverse treatment of an employee, student or other member of the university community based on any of the classifications listed in this paragraph.

(1) This policy applies to all students, employees, visitors and other individuals participating in a university activity, educational or employment opportunity or program. This policy covers conduct that occurs on university property, off-campus during a university activity, or off-campus outside of a university activity when the conduct has continuing adverse effects on or creates a hostile environment for students, employees, visitors or other individuals participating in a university activity.

(2) It is the responsibility of every member of the university community to foster an environment free from discrimination, harassment, sexual violence and retaliation, and to take reasonable action to prevent or stop such conduct.

(3) Information about incidents of discrimination, harassment, sexual violence and/or retaliation should be reported to the office for institutional equity.

(B) Harassment is prohibited

The university strives to provide an environment for students, faculty, staff and other members of the university community that is free from harassment on the bases of race, sex (including sexual harassment, sexual violence, sexual assault, sexual exploitation, relationship violence, domestic abuse and stalking), pregnancy, religion, color, age, national origin, veteran and/or military status, genetic information, disability, sexual orientation, gender identity and/or expression, marital status or parental status, participation in protected activity (retaliation), and/or any other status protected by state or federal law, rule or regulation. Harassment on the basis of any of these protected classes is a form of discrimination prohibited by this policy.

(1) Harassment is unwelcome verbal, non-verbal, graphic, physical, electronic or other conduct that subjects an individual to an intimidating, hostile or offensive educational or employment environment, is based on one or more of the characteristics listed above, and which:

(a) Denigrates, insults, ridicules, disparages or stereotypes an individual or an individual's conduct, family, friends, habits or lifestyle; and

(b) Is sufficiently severe, persistent or pervasive and objectively offensive that it limits or interferes with the individual's ability to participate in or benefit from the university's programs or activities.

(2) Sexual harassment is:

(a) Harassment that is based on gender, sexual orientation, gender expression, or a person's status as a woman or man, transgender, intersex person, or gender-nonconforming individual; and

(b) Sexual harassment includes:

(i) Any unwelcome sexual advance, request for sexual favors or other written, verbal or physical conduct of a sexual nature when:

(a) Submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment, education or participation in a university activity or is used as the basis for any university decisions affecting that individual.

(b) The conduct creates a hostile environment because it is sufficiently severe, persistent or pervasive that it unreasonably interferes with an individual's employment or academic performance or participation in a university activity.

(ii) Unwelcome verbal conduct that is so severe, pervasive, and objectively offensive that the individual is effectively denied equal access to an institution's resources and opportunities (comments about a person's body, spreading sexual rumors, sexual remarks or accusations, dirty jokes or stories), nonverbal conduct, visual conduct (display of naked pictures or sex-related objects, obscene gestures) or physical conduct (grabbing, rubbing, flashing or mooning, touching, pinching in a sexual way, sexual assault), including the following items when they are part of a pattern of conduct that rises to the level of the standard set forth in this paragraph:

(a) Jokes, slurs, innuendos, graphic sexual descriptions, or comments about a person's clothing, body, weight, shape, size or figure, sensuality, sexual activities or genderspecific traits; sounds such as whistling, wolf calls or kissing; repeated unsolicited propositions for dates and/or sexual relations, and; questions about sexual fantasies, preferences or history.

(b) Leering, staring, looking a person's body up and down, licking lips or teeth, winking or throwing kisses; holding or eating food provocatively; lewd gestures, such as motions that mimic sexual activity; persistent flirting and; displaying sexually suggestive pictures, calendars, posters and other visuals.

(c) Touching that is inappropriate in the workplace or classroom and/or violates boundaries, such as patting, pinching, stroking or brushing up against the body of another person; placing one's body in the personal space of another person; giving a massage around the neck or shoulders; attempted or actual kissing, grabbing or fondling; touching or rubbing one's body in a sexually manner where it can be observed by another person; exposing the underwear or body parts of another person, and; physical assault, coerced sexual relations, sexual assault or attempted assault.

(C) Sexual violence is prohibited.

Sexual violence is conduct of a sexual nature or conduct based on sex or gender that occurs without affirmative consent or when an individual is incapable of giving affirmative consent. Sexual violence is prohibited.

(1) Acts of sexual violence are forms of sex- and gender-based discrimination and harassment.

(2) Sexual violence includes sexual assault, sexual exploitation, relationship violence, domestic abuse and stalking.

(a) Sexual assault is sexual contact or sexual intercourse without affirmative consent.

(b) Sexual exploitation is purposely or knowingly doing any of the following:

(i) Causing the incapacitation of another person (through alcohol, drugs, or any other means) for the purpose of compromising that person's ability to give or withhold affirmative consent to sexual activity;

(ii) Allowing third parties to observe private sexual activity from a hidden location (e.g., closet) or through electronic means;

(iii) Engaging in voyeurism (e.g., watching private sexual activity without the consent of the participants or viewing another person's intimate parts in a place where that person would have a reasonable expectation of privacy);

(iv) Recording or photographing private sexual activity and/or a person's intimate parts without affirmative consent;

(v) Disseminating or posting images of private sexual activity and/or a person's intimate parts without affirmative consent;

(vi) Prostituting another person; or

(vii) Exposing another person to a sexually transmitted infection or virus without the other's knowledge.

(c) Relationship violence is violence or the threat of violence by a person towards another based on sex or gender where the individuals are or were in a social relationship of a romantic or intimate nature. Relationship violence may include sexual, financial, emotional, psychological or other coercion or abuse directed at a current or former intimate partner, whether or not accompanied by physical violence.

(d) Domestic abuse means violence or the threat of violence by a person towards another based on sex or gender where the individuals are current or former spouses, persons who have had a child together, or persons who cohabitate or have cohabitated as a spouses or intimate partners. Domestic abuse may include physical, sexual, financial, emotional, psychological or other coercion or abuse directed at a current or former spouse or person similarly situated to a spouse, whether or not accompanied by physical violence.

(e) Stalking means a course of conduct directed at a specific individual that would cause a reasonable person, if aware of the conduct, under similar circumstances to fear for her, his or others' safety, or to suffer substantial emotional distress. A course of conduct includes two or more acts, including but not limited to, those in which the alleged perpetrator directly, indirectly, or through third parties, by any action, method, device or means, follows, monitors, observes, surveils, threatens or communicates to or about the person towards which such conduct is directed or interferes with that person's property.

(3) Definitions

(a) Affirmative consent is: informed (knowing), voluntary (freely given) and active (not passive), meaning that, through the demonstration of clear words or actions, a person has indicated permission to engage in mutually agreed-upon sexual activity. Affirmative consent to one form of sexual activity does not, by itself, constitute affirmative consent to another form of sexual activity. Silence, without more, is not affirmative consent. Affirmative consent may be withdrawn at any time by communicating, through clear words or actions, a decision to cease the sexual activity. Once affirmative consent is withdrawn, the sexual activity must cease immediately. Affirmative consent is absent where:

(i) Force is applied to obtain consent. Force includes physical violence, abuse of power, threats, intimidation, and/or coercion.

(ii) An individual knows or should know, based on the circumstances, that the individual seemingly giving consent is substantially impaired (e.g., by alcohol or drug use, unconsciousness or other reason). An individual who is substantially impaired cannot make a rational, reasonable assessment whether to give consent because she/he lacks the capacity to understand the "who, what, when, where, why, or how" of the sexual interaction.

(iii) Coercion occurs when an individual is pressured, psychologically or emotionally manipulated, tricked, threatened, or forced in a nonphysical way, to engage in unwanted sexual activity. Coercion occurs when an individual is caused to believe that sex is owed to another person because of that person's position of authority or based on the parties' relationship. Coercion can involve persistent attempts to have sexual contact after an individual has already refused to engage in sexual activity.

(b) Sexual contact means intentional contact, however slight, with the breasts, buttock, groin or genitals of another, touching another with any of these body parts or any object(s), or compelling another to touch his or her own body parts or the body parts of another in a sexual manner, though not involving contact with/of/by breasts, buttocks, groin, genitals, mouth or other orifice

(c) Sexual intercourse is sexual penetration, however slight, with any body part or object, by any individual upon another.

(d) Sexual penetration includes: vaginal penetration by a penis, object, tongue or finger; anal penetration by a penis, object, tongue or finger; and oral copulation (mouth to genital contact or genital to mouth contact), no matter how slight the penetration or contact. "Sexual penetration" also includes compelling a person to penetrate his or her own or another person's intimate parts without consent.

(D) Retaliation is prohibited

The university prohibits retaliation against any person for reporting or complaining of discrimination, harassment or sexual violence; supporting a person who complains about such conduct; assisting, providing information or participating in the investigation of an incident of discrimination, harassment or sexual violence; enforcing university policies with respect to discrimination, harassment or sexual violence; whether or not the exercise of rights is substantiated by an investigation or otherwise. Retaliation is a form of discrimination.

(1) Retaliation is any overt or covert act of reprisal, interference, restraint, penalty, discrimination, intimidation or harassment, against any person or group for exercising any rights under this policy as described above.

(2) Prohibited retaliation includes retaliatory harassment and retaliation through a third person or persons.

(E) Reporting discrimination, harassment, sexual violence and retaliation.

(1) Information about incidents of discrimination, harassment, sexual violence and/or retaliation should be reported to the office for institutional equity.

(a) The director of the office for institutional equity is the university's title ix coordinator. The associate director of the office for institutional equity is the deputy title ix coordinator.

(b) The office for institutional equity is located in the parker hannifin administration center (ac), room 236. The phone number for the office for institutional equity is 216-687-2223. The office for institutional equity may also be reached by email.

(2) All university employees, except confidential resources, who become aware of information that would lead a reasonable person to believe that discrimination, harassment, sexual violence or retaliation has occurred must promptly report all relevant details to the office for institutional equity. Student employees, including graduate assistants and teaching assistants, have a duty to timely report incidents of discrimination when they become aware of the information in the course of their duties.

(3) The university provides options for reporting discrimination, harassment, sexual violence and/or retaliation, including reporting to a university employee, a confidential resource (a confidential resource will not share information about discrimination, sexual violence and/or retaliation with the office for institutional equity without the consent of the person providing the information except in cases of an emergency), reporting anonymously, and law enforcement. Reports may also be made to the Ohio civil rights commission, the U.S. equal employment opportunity commission or the U.S. department of education's office for civil rights. Information regarding filing charges with any of these agencies may be obtained from the agency directly or from the office for institutional equity.

(4) Resources available to members of the campus community dealing with discrimination, harassment, sexual violence and retaliation are available from the office for institutional equity, including on its website. Information about the university's prohibition against sexual violence is available on the Title IX webpage.

(F) Addressing reports of discrimination, harassment, sexual violence and/or retaliation

(1) The office for institutional equity is responsible for implementing this policy and issuing related procedures, investigating allegations of violations of this policy, responding to reports of such violations, and ensuring that the university takes appropriate remedial measures to eliminate any violation of this policy and its effects.

(2) The university takes seriously the desire for privacy sought by persons involved in a matter concerning discrimination, harassment, sexual violence or retaliation. The university shares information about such matters on a limited, "need to know" basis, in accordance with federal and state privacy laws and the Ohio Public Records Act.

(3) When an investigation substantiates a report of discrimination, harassment, sexual violence and/or retaliation, remedial measures will be promptly taken to correct the violation, eliminate its effects, and prevent its reoccurrence. The intentional provision of false information pursuant to a report of a possible violation of this policy or during the course of an investigation constitutes a violation of this policy. Information provided in good faith about suspected discrimination, harassment, sexual violence or retaliation does not constitute the provision of false information even if, upon investigation, the report is not substantiated.

(4) The university recognizes that a student who has been drinking alcohol or using recreational or other drugs at the time of a possible violation of this policy may be hesitant to make a report or participate in an investigation because of potential consequences arising from a violation of the student code of conduct. To encourage the reporting of possible violations of this policy and participation in an investigation, the university will not pursue sanctions against students for student code of conduct violations, such as underage possession or consumption of alcohol, drugs or narcotics, when the violation does not place the health and safety of another person at risk, when information about the violation is learned by the office of institutional equity as a result of a report and/or during the course of an investigation relating to this policy.

History

• Effective: February 21, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3344-2-04 Conflict of interest statement.

Trustees, faculty and staff of Cleveland state university shall abide by Ohio's ethics laws, and avoid any situation that creates a real or perceived conflict between their personal interests and interests of the university. This rule applies to all trustees, faculty and staff and is supplemented by other conflict of interest policies that address specific circumstances, such as sponsored research or procurement activities.

(A) Definitions. For the purpose of this rule:

(1) "Anything of substantial value" includes anything that has a substantial monetary value, including, but not limited to, any of the following, or the promise or offer of any of the following: money, gifts, food or beverages, social event tickets and expenses, travel expenses, consulting fees, employment compensation, stocks, or interests in property.

(2) "Appropriate university authority" means the board of trustees when the official is a trustee or the president and means the official's supervisor for all other faculty and staff members.

(3) "Business associate" means a person with whom an official is engaged in an on-going business enterprise, such as a partner in a partnership, a co-owner of a business or an outside private employer.

(4) "Family member" means spouse, parent, grandparent, child, grandchild, brother or sister.

(5) "Honoraria" means 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. It does not include ceremonial gifts or awards or other items of insignificant monetary value.

(6) "Official" means any trustee, faculty member or staff person.

(7) "Public agency" means any state or local governmental entity, including the general assembly, the courts and state retirement systems.

(B) No official shall:

(1) Solicit or accept anything of substantial value from anyone doing business with the university;

(2) Use the official's authority or influence with the university to obtain anything of substantial value for the official or for a family member or business associate of the official;

(3) Use the official's authority or influence with the university to hire or secure the hiring of a family member of the official;

(4) Solicit or accept employment from anyone doing business with the university, unless the official completely withdraws from all matters related to the employer and the appropriate university authority provides prior documented approval of the withdrawal;

(5) During the official's service to the university and for a year thereafter, hold an ownership interest of more than five per cent in a private corporation that has a contract with the university, unless the contract meets the conditions set forth in paragraph (B)(6) of this rule.

(6) Sell goods or services to the university, unless all of the following are true:

(a) The university purchasing agent determines that the purchase is necessary;

(b) The goods or services are unobtainable elsewhere for the same or lower cost, or are furnished pursuant to a contract entered into prior to the official's service to the university;

(c) The services provided to the university are the same as or better than the services provided to other clients or customers;

(d) The official does not participate in the decision to enter into the contract and the contract is an arms' length transaction; and

(e) The appropriate university authority is aware of the official's interest in the contract.

(7) Sell goods or services to any other public agency, except through competitive bidding, unless, prior to making such sale, the official files a statement with the Ohio ethics commission, the university and the other public agency and, with the approval of the appropriate university authority, withdraws from university business related to the other public agency;

(8) Personally provide services to any person (other than the university) in a matter before any other public agency unless, prior to providing such services, the official files a statement with the Ohio ethics commission, the university and the other public agency and, with the approval of the appropriate university authority, withdraws from university business related to the other public agency;

(9) During or after the official's service to the university, represent any person, in any fashion, before any public agency, with respect to a matter in which the official personally participated as part of the official's service to the university;

(10) Solicit or accept honoraria, except as expressly authorized pursuant to division (H) of section 102.03 of the Revised Code. Officials may accept travel, meals, lodging or expenses in connection with conferences, seminars and similar events so long as such travel, meals, lodging or expenses are not of such nature that they could create a substantial or improper influence over the official; and

(11) Use or disclose any confidential information obtained during the official's service to the university, unless authorized to do so by the office of general counsel.

(C) Standard. In any situation not described in paragraph (B) of this rule, if reasonable observers, having knowledge of all the relevant circumstances, would conclude that an official has an actual or apparent conflict of interest in a matter related to the university, the conflicted official should not participate on behalf of the university in that matter.

(D) Guidance. Any official with a concern about whether a conflict of interest exists shall contact the office of university compliance or the office of general counsel prior to engaging in any activity related to the potential conflict. Officials may also contact the Ohio ethics commission, www.ethics.ohio.gov.

(E) Penalties. Violations of this rule may result in disciplinary action, as well as civil or criminal penalties.

History

• Effective: June 2, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-2-05 Whistleblower protection.

Cleveland state university encourages all faculty, staff, students and volunteers, acting in good faith, to report suspected or actual wrongful conduct. Retaliation against an individual making such a good faith report is prohibited.

(A) Definitions. For purpose of this rule:

(1) "Protected disclosure" means a report made in good faith that:

(a) Is about actual or suspected wrongful conduct engaged in by a member of the university board of trustees or foundation board, a university employee, student, volunteer, agent or contractor; and

(b) Is based on a reasonable belief that the conduct both has occurred and is wrongful conduct as defined in this rule.

(c) A disclosure is not a protected disclosure if the individual making the report participated in the reported conduct.

(2) "Retaliation" means a materially adverse action against an individual because that individual has made a protected disclosure or has participated in an investigation, proceeding or hearing involving a protected disclosure.

(3) "Wrongful conduct" means a serious violation of university policy or rule, a violation of applicable state or federal law, or the misuse of university or other public resources, including the use of university resources for private gain. Any violation of this rule is considered a serious violation of university policy.

(B) Retaliation prohibited. Retaliation against an individual making a protected disclosure, or participating in an investigation, proceeding or hearing involving a protected disclosure, is prohibited.

(C) Reporting.

(1) Protected disclosures may be made to an individual's supervisor, the university administrator responsible for the program area of concern, the office of general counsel, the office of university compliance, the department of audits, the office of institutional equity, or through the university's anonymous fraud and abuse reporting hotline. Protected disclosures related to suspected or actual criminal conduct may be reported to the Cleveland state university police or other local law enforcement agency.

(2) Protected disclosures may be made verbally or in writing. However, it may not be possible for the university to appropriately investigate reports unless they are in writing and include sufficient detail to identify and describe the violation.

(3) The office of university compliance shall develop procedures to ensure that protected disclosures are appropriately investigated.

(D) False allegations. It is a violation of this rule to knowingly, or with reckless disregard for the truth, make a false report of wrongful conduct or of retaliation, or give false information during an investigation, proceeding or hearing involving a protected disclosure. A person acts with reckless disregard for the truth when the person knows that the report or information given could have serious consequences, but makes no effort to determine whether it is true, or is indifferent to whether it is true. It is not a violation of this rule to make a report in good faith about suspected wrongful conduct or suspected retaliation that is based on a reasonable belief that the conduct has both occurred and is wrongful conduct, even if, upon investigation, the report is not substantiated.

(E) Confidentiality. Protected disclosures and investigatory records shall be kept confidential to the extent possible, consistent with the need to conduct an appropriate investigation, and in accordance with the Ohio public records act.

(F) Penalties. Any person found to have violated this rule shall be subject to discipline, up to and including termination of employment, contract or service to the university, or expulsion.

History

• Effective: June 2, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-2-06 Expressive activity policy.

(A) Purpose

(1) The purpose of the policy is to promote the free exchange of ideas on university property and the safe and efficient operation of the university by:

(a) Fostering free speech, assembly and other expressive activities on university property by all persons, whether or not they are affiliated with the university.

(b) Maintaining an appropriate educational and work environment for all persons present on university property, including but not limited to students, faculty, employees, customers and visitors.

(c) Maintaining the personal security of all persons present on university property and protecting the property of the university and of persons present on university property.

(d) Adopting a policy on harassment that is consistent with and adheres strictly to its definition in section 3345.0211 of the Revised Code and providing guidelines in accordance with sections 3345.0211 to 3345.0214 of the Revised Code, known as the Forming Open and Robust University Minds Act or the Forum Act.

(2) In developing this policy, the university recognizes the constitutional freedoms of speech, press, and peaceable assembly guaranteed by the United States and Ohio constitutions. The university shall not prohibit any individual from engaging in noncommercial expressive activity on campus, so long as the individual's conduct is lawful and does not materially and substantially disrupt the functioning of the university. The university also recognizes the need to preserve and protect its property, students, guests and employees of the university, and to ensure the effective operation of educational, business and related activities of the university. Expressive activities on the university's campus may be subject to reasonable regulation with regard to the time, place and manner of the activities when in the service of a significant university interest if such regulations are viewpoint and content neutral and provide for ample alternative means for expressive activities. University employees will not consider the content of expressive activities when enforcing this policy. No policy can address every possible activity or situation that may occur on university property, and the university reserves the right to address such situations as circumstances warrant.

(3) This rule does not apply to use of university facilities and grounds for official events sponsored by the university. Expressive activities carried out under this policy shall not be considered to be speech made by, on behalf of or endorsed by the university.

(B) Definitions

(1) "Campus community" means student, student groups, faculty, staff, and employees of the university and their invited guests.

(2) "Expressive activity" means any noncommercial lawful verbal, written, audiovisual, or electronic means by which individuals may communicate ideas, including all form of peaceable assembly, protests, speeches, distribution of literature, carrying and displaying signs, and circulating petitions.

(3) "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.

(4) "Materially and substantially disrupts" means when a person, with the intent to, or with knowledge of doing so, significantly hinders another person's or group's expressive activity, prevents communication of their message, or prevents the transaction of the business of a lawful meeting, gathering, or procession by either engaging in violent or otherwise unlawful behavior or physically blocking or using threats of violence to prevent any person from attending, listening to, viewing, or otherwise participation in an expressive activity. This does not include conduct that is protected under the First Amendment to the United States Constitution or Section 3 of Article I of the Ohio Constitution.

(5) "Outdoor areas of campus" means the generally accessible outside areas of campus where members of the campus community are commonly allowed, such as grassy areas, walkways and other similar common areas. This does not include outdoor areas where access is restricted to a majority of the campus community.

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

(C) Outdoor areas of campus

(1) Publicly accessible outdoor areas

(a) Any person or group may use for expressive activity, without prior approval or reservation, any outdoor area of campus except parking lots, garages and driveways. Federal, state and local laws will be enforced as applicable. The use of walkways or other common areas for expressive activity may not block the free passage of others or impede the regular operation of the university. Members of the campus community may spontaneously and contemporaneously assemble and distribute noncommercial literature.

(b) Use of the publicly accessible outdoor areas may include speaking, non-verbal expression, distributing literature, displaying signage and circulating petitions. There is no limit to the number of times a month a person or group may access those areas.

(c) The university does not maintain free speech zones. The university may maintain and enforce reasonable time, place, and manner restrictions specifically developed in service of a significant institutional interest when such restrictions are viewpoint and content neutral and provide for ample alternative means for expressive activities.

(2) Large groups

(a) Except in circumstances described in paragraph (B)(2)(b) of this policy, any person or group whose use of an outdoor area is expected or reasonably likely to have more than one hundred people should notify the university's police department at 216-687-2020 at least five business days before the day of the expressive activity and provide information as to the specific location of the event, the estimated expected number of persons, and the name and contact information of at least one person who can be contacted regarding logistics of the event, which shall include at least one person who will be personally present.

(b) Prior notice is necessary to ensure that there is sufficient space for the large group event, that the large group event does not conflict with any other scheduled use of the outdoor area, and that sufficient university resources are available for crowd control and security. If such advance notice is not feasible because of circumstances that could not be reasonably anticipated, the person or group shall provide the university with as much advance notice as circumstances reasonably permit.

(D) Student use

(1) In addition to the right of access to publicly accessible outdoor areas of campus described in paragraph (C)(1) of this rule, any student or student group may seek to reserve the use of specific outdoor areas by contacting conference services at 216-523-7203. Reserving the area is not required but does result in priority use.

(2) Any request by a student or student group to reserve such area should be made at least one business day prior to the event. A request will be granted unless it would conflict or interfere with a previously scheduled event or activity or violate this policy.

(3) A student or student group that has reserved a specific area under this policy will have priority over any other persons seeking to use the area during the scheduled time period. Any decision denying a request shall be promptly communicated in writing to the requester and shall set forth the basis for the denial. The content of the expressive activity shall not form the basis for a denial.

(4) The university will not charge security fees to a student or student group based on the content of their expression, the content of the expression of their invited guest, or the anticipated reaction to an invited guest's expression.

(E) Harassment

(1) The university strives to provide an environment for the campus community that is free from harassment as defined in paragraph (B)(4) of this policy.

(2) The university community shall refrain from harassment as defined in paragraph (B)(4) of this policy while conducting expressive activities.

(3) Any member of the campus community may file a complaint alleging harassment as defined in paragraph (B)(4) of this policy pursuant to the university's policy against discrimination, harassment, sexual violence and retaliation and related procedures.

(4) The definition of harassment set forth in paragraph (B)(4) of this policy is specific to this policy and varies from the definition of harassment set forth in other university policies.

(F) Use of indoor university space

Use of indoor university space is governed by rules 3344-90-01 (university space) and 3344-90-02 (use of space for non-academic purposes) of the Administrative Code.

(G) Prohibited activities

(1) Any event or activity that significantly disrupts the ability of the university to effectively and peacefully teach students, provide client services, or conduct any of its other business and support operations is prohibited. Examples include but are not limited to excessive noise, impeding vehicle or pedestrian traffic, and conduct otherwise unlawful.

(2) No activity may damage university property. Prohibited actions include but are not limited to driving stakes or poles into the ground, affixing items to a building, and attaching anything to sidewalks, paved areas, or any part of any building, structure or fixture. This prohibition does not limit the otherwise authorized decoration of offices and residences by non-destructive means.

(3) Distribution or solicitation by placing any material on vehicles in the parking lots or garages is prohibited. Leaving trash, litter, materials or pollutants in any area is prohibited.

(4) Expressive activity that meets the definition of harassment under this policy is prohibited. Any member of the campus community may file a complaint alleging harassment as defined herein pursuant to rule 3344-2-02 of the Administrative Code, policy against discrimination, harassment, sexual violence. Such complaints will be addressed pursuant to the office for institutional equity procedures for addressing reports of discrimination, harassment, sexual violence and retaliation.

(5) Conduct that intentionally, materially, and substantially disrupts another individual's expressive activity if it occurs in a campus space reserved for exclusive use or control of a particular individual or group, also known as "heckler's veto," is prohibited.

(H) Enforcement

Any person who violates paragraph (G) of this policy may be subject to an order to leave university property. Employees in violation of this policy may be subject to discipline. Students may be subject to charges under the code of student conduct.

(I) Procedures

The university administration has adopted procedures to administer this policy.

(J) Interpretation

(1) This policy shall not 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 other university non-discrimination and Title IX policies.

(2) This policy is not intended to impair any constitutionally protected expressive activity.

Last updated April 20, 2026 at 9:58 AM

History

• Effective: June 5, 2021
• Promulgated Under: 111.15

Ohio Adm.Code 3344-90-01

(A) Purpose

The purpose of this policy is to establish rules for the use, assignment, and reassignment of all university space including buildings, grounds and facilities.

(B) Authority

(1) All university space at Cleveland state university is the property of the state of Ohio and is subject to all applicable state laws, regulations and rules. Ultimate authority for the allocation and use of university space rests with the president, who may review any actual or proposed allocation. The office of the provost maintains allocation and control of all university space. The provost shall appoint a university space committee to provide advice on issues related to academic space assignments. All campus buildings, facilities, and space including those currently allocated to non-academic units, support the university's academic mission and are subject to this policy.

(2) All requests for new space or reassignment of existing academic space shall be reviewed by the office of the provost. The university space committee shall periodically review space allocation and/or reassignment decisions made throughout the year. The committee may propose new procedures and guidelines to manage the assignment of space as needed in order to ensure efficient and equitable use of the university's facilities and space resources.

(C) University space committee

(1) The university space committee shall be co-chaired by the associate vice president for facilities and a vice provost from the provost's office. The committee shall consist of the following or their designee:

(a) Chief administrative officer

(b) Chief financial officer

(c) Chief information officer

(d) Vice president for student belonging and success

(e) Associate vice president for research

(f) Universityregistrar

(g) Vice president for advancement

(h) Director of intercollegiate athletics

(i) Two academic deans

(j) Members of the faculty senate space committee

(k) One student representative

(2) Members shall serve the following terms: All departmental appointees shall be permanent members; deans shall serve two-year terms, while students shall serve a one-year term. The provost may make temporary appointments and/or appoint additional representatives as deemed appropriate.

(3) The university space committee shall give careful consideration to institutional priorities, needs and other relevant factors to make policy and/or procedural recommendations to the provost. The committee's recommendations shall be advisory, with the understanding that the provost has ultimate authority on whether to accept and/or act on any recommendations.

(4) The university space committee's responsibilities include:

(a) Analyzing current and future space requirements for all programs and units requesting space (re)allocation.

(b) Providing the provost and president with recommendations for procurement, programmatic space assignment and space repurposing.

(c) Serving as record keeper for all space assignments in partnership with the university office of capital planning.

(d) Developing and disseminating appropriate processes and procedures for making requests for space use and reassignment.

(5) Space priorities and principles

(a) Acknowledge that space is a limited resource for the university that should be considered an integral component in program or unit planning similar to resource issues of budget, personnel and equipment;

(b) Recognize and fulfill the special space and facility support needs of each unit;

(c) Promote stewardship and accountability for space assigned to the unit;

(d) Make space decisions that are consistent with the university's master plan, strategic priorities, and/or other planning documents;

(e) Manage space with the understanding that all units on campus are part of the university and do not have an independent claim on space or facilities, regardless of current assignments and uses;

(f) Program space analysis for current or new (re)allocation shall involve input from thedivision of hospitality and facility services as the record keeper of all space utilization across campus, in compliance with state-mandated categories.

(g) Program space analysis for current or new (re)allocation shall involve input from the office of capital planning and be coordinated with all impacted parties including consideration of logistics, availability, infrastructure, cost, programmatic needs, efficiency and effectiveness;

(h) All affected parties should have input into space management requests/decisions, including feedback and concerns;

(i) All space use is subject to annual evaluation with a possible outcome of a different use being prescribed; and

(j) Some units and/or individuals may be subjected to a space-lease-productivity model if deemed appropriate or necessary by circumstance.

Last updated March 17, 2026 at 9:17 AM

History

• Effective: March 15, 2026
• Promulgated Under: 111.15

Ohio Adm.Code 3344-2-07 Title IX policy.

The university complies with Title IX of the Educational Amendments of 1972, which prohibits any person in the United States from being discriminated against on the basis of sex in access to or participation in any educational program or activity receiving federal financial assistance. The university maintains Title IX grievance procedures for equitably addressing reports of sexual harassment, including sexual violence, that fall within the jurisdiction of Title IX. The university maintains other office for institutional equity procedures for addressing reports of discrimination, harassment, sexual violence and retaliation for addressing sex discrimination, that does not constitute sexual harassment prohibited by Title IX, and retaliation for exercising any rights secured by Title IX or this Title IX policy.

Last updated October 2, 2024 at 2:56 PM

History

• Effective: December 5, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3344-2-08 Anti-hazing policy.

(A) Policy statement.

(1) Hazing has no place at Cleveland state university (CSU), on college campuses or in communities across Ohio and the nation. Cleveland state university is committed to student safety, support, and success and is dedicated to preventing violence in all its forms. CSU therefore affirms Collin's Law and adopts this policy pursuant to the Ohio Revised Code, in alignment with the Stop Campus Hazing Act, as a means of addressing hazing in our community.

(2) Cleveland state university prohibits hazing as defined in this policy and will not tolerate a campus culture which allows hazing to occur. The university will investigate and respond to all reports of hazing as outlined in this policy and assign appropriate sanctions to ensure the health and wellbeing of CSU community members.

(B) Definitions.

(1) "Authorized university function" means events and activities, which the university presents or authorizes .

(2) "Community standards officer (CSO)" means the faculty or administrator who is responsible for conducting investigations into reported code violations and is authorized to impose sanctions upon students found to have violated the code.

(3) "Reckless" means conduct which one knows or should reasonably be expected to know would create a substantial risk of harm to persons or property or which would otherwise be likely to result in interference with authorized university functions.

(4) "Student" means any person who is accepted, admitted, currently registered or has been registered at the university any time during the last academic year.

(5) "Student organization" also known as "registered student organization (RSO)" means a university recognized student organization, which has complied with the formal requirements of official recognition or registration set forth by the center for campus engagement.

(6) "Student group" means a number of persons who are associated with the university and each other; examples including but not limited to: academic groups, athletic teams, spirit groups, military organizations, honor societies, musical or theatrical ensembles, bands, or clubs.

(7) "University official" means any member of the university community acting in an official capacity, upholding and enforcing rules and policies of the university.

(8) "Complainant" means individual(s) or group(s) bringing forward the allegations of a policy violation.

(9) "Respondent" means individual(s) or group(s) responding to reported allegations of a policy violation.

(10) In compliance with section 2903.31 of the Revised Code, hazing is defined as intentionally, knowingly, or recklessly, for the purposes of initiating, admitting or affiliating a student into or with an organization, or for the purpose of continuing or enhancing a student's membership or status in an organization, causing, coercing or forcing a student to do any of the following, regardless of whether such conduct occurs on or off campus:

(a) Violate federal or state criminal law.

(b) Consume any food, liquid, alcoholic liquid, drug or other substance which subjects the student to a risk of emotional or physical harm.

(c) Endure brutality of a physical nature, including whipping, beating, branding, calisthenics or exposure to the elements.

(d) Endure brutality of a mental nature, including actively adversely affecting the mental health or dignity of the individual, sleep deprivation, exclusion from social contact or conduct that could result in extreme embarrassment.

(e) Endure brutality of a sexual nature.

(f) Endure any other activity that creates a reasonable likelihood of bodily injury to the student.

(C) Policy application.

This policy applies to CSU students, student organizations, student groups, faculty, staff, and CSU alumni. This policy also applies to volunteers acting in an official capacity that advise or coach student organizations and/or student groups and who have direct contact with students as well as other visitors, licensees, consultants, and invitees.

(D) Jurisdiction.

The university holds individuals and student groups and organizations accountable under this policy for behavior that occurs both on and off campus. This policy also applies to behavior conducted in virtual spaces; including behavior conducted on-line, via email or through electronic media, through remote classrooms, or through on-line engagement mediums, including video gaming, in cases where the behavior is not protected by freedom of expression. While CSU does not regularly search for online information, it may review and investigate in accordance with this policy if such information is reported to the university.

(E) Enforcement.

(1) Allegations of hazing. Any person having knowledge of any activity or conduct which may constitute hazing should report all relevant information.

(2) Investigation of allegations. Upon receiving a report of alleged hazing, the chief student affairs officer or designee or human resources designee will assign the case to an investigator . As part of the investigation, the university will:

(a) Determine if reported behavior falls under this policy or another CSU policy, falls within outlined jurisdiction, and requires investigation. If the reported behavior meets this criterion, an investigation will be opened and the following may be completed as part of the investigation;

(b) Make contact (if possible) with the complainant(s);

(c) Make contact with the respondent(s) alleged to have perpetrated the hazing. If the conduct is organizational in nature, the investigator will contact the advisor and president of the organization under investigation. If the individual is an employee, the employee's supervisor will be notified;

(d) Conduct interviews with all parties, including complainant(s), the respondent(s) and any witnesses. The investigator may, at their discretion, recommend interim action for the student, student organization, student group, faculty, staff, or alumni, to protect the safety and wellbeing of others.

(3) The investigator may, at their discretion, require students or employees to participate in an investigatory meeting.

(4) The investigator may, at their discretion, request students or employees to undergo a physical and/or mental wellness examination at the university or by another appropriate medical professional of the university's choosing and at the university's expense as well as to sign a waiver allowing the medical professional to share a summary of the relevant results of the examination (e.g. findings of physical abuse, blood alcohol content, drug usage, etc.). The summary will be considered an educational record under the Family Educational Rights and Privacy Act.

(5) After initial review, the chief student affairs officer (or designee) or human resources designee will determine if charges or disciplinary action are warranted. If charges are warranted, the chief student affairs officer (or designee) will charge the individual student(s), the involved student group(s), and /or the president or other responsible officers of the involved student organization(s) or student group(s) or any other complicit bystanders in accordance with this policy. For employees, the university will follow the procedures as outlined in the applicable university policies, procedures, and/or collective bargaining agreements. For alumni, CSU will follow its policies that apply to guests, visitors, and non-affiliated persons.

(6) Adjudication. Adjudication shall be conducted pursuant to the student code of conduct including, but not limited to, organizational student conduct. For employees, the university will follow the applicable university policies, procedures and/or collective bargaining agreements.

(7) Intersection with other policies. In instances when reports of hazing intersect with other university policies, dual investigations under different policies may be necessary (e.g. when hazing reports involve incidents of sexual misconduct). Investigations involving appropriate offices will be initiated to ensure all reported policy violations are fully reviewed.

(F) Requirement to not recklessly permit hazing

(1) Immediately upon learning of potential hazing, any employee with a duty to report violations of this policy ("mandatory employees" or "responsible employees") who received a complaint of hazing or who observes or learns of conduct that is reasonably believed to be in violation of this policy is required to report the alleged conduct to the chief student affairs officer or human resources (for reports involving faculty/staff).

(2) Employees with a duty to report violations of this policy include faculty, administrators, coaches, and staff. Graduate assistants and student employees have a duty to report violations of this policy of which they become aware in the course of their duties when these duties include responsibility for the safety and wellbeing of other members of the campus community or if they have supervisory, evaluative, grading, or advisory responsibility over other members of the campus community.

(3) In addition to the duty to report hazing to the above offices as identified in the prior paragraph, in some circumstances there is also a duty to report allegations of criminal conduct to law enforcement through a report to CSU PD.

(G) Medical amnesty and good samaritan policy.

CSU's medical amnesty and good samaritan policy may apply to students who make a report under this policy or who participate in an investigation related to this policy.

(H) Sanctions.

Hazing is a serious offense of the student code of conduct and, therefore is subject to the full range of sanctions outlined in the student code of conduct. In addition, other educational activities may be required as conditions of the sanction. An individual, organization, or group may be subject to other outcomes in accordance with the applicable outside constituents or group in which the CSU community member is involved, or their governing bodies. The university has the right to take action regardless of the actions of the governing body. It shall not be a defense to a charge of hazing that the student consented to the conduct in question.

(I) How to report.

(1) As safety is a primary focus at Cleveland state university, it is CSU's goal to promote a culture of reporting hazing. Reporting hazing ensures information is shared with the appropriate offices that will take action pursuant to this policy. Reports of hazing submitted through the means outlined below will be reviewed and investigated pursuant to this policy.

(2) Individuals and/or student organizations must report instances of hazing either directly to offices indicated below or through an incident report form. Reports will be routed to the office of community standards for review.

(3) Self-reporting of incidents. Student organization/team members and officers/captains should immediately report any hazing incidents that occur within their organization to the chief student affairs officer (or designee) office or CSU police department, providing a detailed description of the events that have transpired, the names of any individuals involved, and a description of any actions taken by the organization. Employees should report hazing incidents to human resources or CSU police department. Upon receiving the report, the chief student affairs officer (or designee)'s office or human resources designee will investigate along with the CSO as described in this policy. The organization president and advisor/coach or employee's supervisor will be notified. The investigation and adjudication will proceed related to the policy violations by the individual(s) implicated in the report, unless evidence discovered in the investigation proves the incident to have been sanctioned by the organization or employee . If the incident appears to have been sanctioned by the organization or employee, a follow-up investigation into the organization's or employee's role may be undertaken. If the student organization is affiliated with a national organization, the national headquarters may be contacted.

(4) Making an intentionally false accusation of hazing is prohibited and subject to corrective or restorative action as enumerated in the student code of conduct, employee handbook, or other applicable university policy.

(5) If a member of the university community is aware of immediate physical danger to a student or others, they must contact CSU PD at 216.687.2020 or dial 911.

(6) Any questions concerning the interpretation or application of this policy should be referred to the chief student affairs office or designee.

(7) Individuals may report hazing by contacting any of the following:

(a) Chief student affairs officer / 216.687.2048 or studentaffairs@csuohio.edu.

(b) CSU PD: 216.687.2020 or police@csuohio.edu.

(c) Anonymous reports of hazing can be submitted online through real response at: https://www.csuohio.edu/police/anonymous-reporting.

(d) Human resources: 216.687.3636.

(e) In the event of an emergency, please contact CSU PD at 216.687.2020.

(J) Identifying acts of hazing.

Key indicators: the activity is degrading and/or demeaning, there is risk of injury or question of safety, alcohol or drugs are present, cryptic language is used to describe an event, activity, or interaction, active members are unwilling to participate in the same activity with new members, active and new members are unwilling to discuss the activity with advisers, coaches, family members, headquarters or prospective members, members justifying actions as "tradition" in an attempt to convince others that it is an acceptable event, changes in behavior such as oversleeping, constant exhaustion or an inability to focus, a drop in GPA.

(K) Retaliation.

(1) The university prohibits retaliation against any person for reporting or complaining of hazing; supporting a person who complains about such conduct; assisting, providing information or participating in the investigation of an incident of hazing; enforcing university policies with respect to hazing; whether or not the exercise of rights is substantiated by an investigation or otherwise. Retaliation is a form of discrimination.

(2) Retaliation is any overt or covert act of reprisal, interference, restraint, penalty, discrimination, intimidation or harassment, against any person or group for exercising any rights under this policy. Prohibited retaliation includes retaliatory harassment and retaliation through a third person or persons.

(3) Violation of retaliation under this policy would be considered a violation of the code of conduct and adjudicated through the conduct process.

(L) Duty of university to document.

The university will maintain a report, known as the "Campus Hazing Transparency Report" of all violations of this policy that are reported to the university and which result in a charge. The university will update the report bi-annually on January first and August first of each year and will post the updated report on the university's chief student affairs officer and human resources websites.

(M) Inclusion in the annual security report.

In addition to maintaining the campus hazing transparent report, hazing reports and this policy will be included in the annual security report, as required by the Clery Act. Hazing violations will be maintained for seven years.

(N) Training and education.

(1) CSU shall provide all staff and volunteers that advise or coach an organization recognized by or operating under the sanction of CSU and who have direct contact with students with mandatory training on hazing, which shall include information on hazing awareness, hazing prevention, and this policy.

(2) All students seeking membership in a registered student organization, student group , or athletic team at CSU must complete the anti-hazing training provided by the university. Failure to complete the training will result in the student being denied the ability to join any recognized student organization, group, or athletic team. If a student is unsure if they have completed the required program, they should contact their advisor, coach, or chief student affairs office to verify their eligibility to join a student organization, group, or team.

(O) Policy review cycle. The compliance office is responsible for this policy. At a minimum, every five years, the compliance office shall ensure that the policy is reviewed and recommend whether the policy should be reaffirmed without revision, amended, or rescinded. Policies may be reviewed on an earlier timeline depending on necessity and change in law or practice.

Last updated February 23, 2026 at 7:54 AM

History

• Effective: February 21, 2026
• Promulgated Under: 111.15

Ohio Adm.Code 3344-2-09 Campus free speech policy.

(A) Purpose.

Section 3345.0215 of the Revised Code requires each public university in Ohio to adopt a policy on campus free speech that is consistent with and adheres to the principles set forth in section 3345.0215 of the Revised Code.

(B) Definitions as used in this policy.

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

(2) "Student" means any person who is enrolled on a full-time or part-time basis at the university.

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

(4) "Free speech" means speech, expression, or assemblies protected by the First Amendment to the United States Constitution or Article 1, Sections 3 and 11 of the Ohio Constitution, verbal or written.

(5) "Constitutional time, place, and manner restrictions" means restrictions on the time, place, and manner of free speech that do not violate the First Amendment to the United States Constitution or Article 1, Sections 3 and 11 of the Ohio Constitution that are reasonable, content- and viewpoint- neutral, narrowly tailored to satisfy a significant institutional interest, and leave open ample alternative channels for the communication of the information or message to its intended audience.

(C) Policy.

(1) Pursuant to section 3345.0215 of the Revised Code, the university affirms the following principles on free speech:

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

(b) The university is committed to giving students broad latitude to speak, write, listen, challenge, learn, and discuss any issue, subject to division (E) of section 3345.0215 of the Revised Code.

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

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

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

(f) Although the university should greatly value civility and mutual respect, concerns about civility and mutual respect shall never be used by the university as a justification for closing off the discussion of ideas, however offensive, unwise, immoral, indecent, disagreeable, conservative, liberal, traditional, radical, or wrong-headed those ideas may be to some students or faculty.

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

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

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

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

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

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

(c) Restricting the use of the university's property to protect the free speech rights of students and teachers and preserve the use of the property for the advancement of the university's mission;

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

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

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

(4) Nothing in this policy 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.

(D) A student, student group, or faculty member may submit a complaint about an alleged violation of this policy by an employee of the university. Complaints alleging a faculty or staff member violated this policy should be submitted to the office for protected rights at opr@csuohio.edu or the confidential reporting system located at www.csuohio.edu/anonymous-reporting. The process for reviewing complaints shall comply with standards adopted by the chancellor of the department of higher education and include an investigation of the alleged violation and a fair and impartial hearing regarding the alleged violation. If the outcome of the hearing is a determination that this policy was violated, the university shall determine a resolution to address the violation and prevent any further violation of this policy, which may include discipline of the employee, up to and including termination of employment.

Last updated May 4, 2026 at 7:39 AM

History

• Effective: May 2, 2026
• Promulgated Under: 111.15

Ohio Adm.Code 3344-2-10 DEI Prohibitions.

DEI prohibitions policy

(A) In accordance with SB 1, the Advance Ohio Higher Education Act, section 3345.0217 of the Revised Code, Cleveland state university (CSU) will prohibit the following:

(1) Any orientation or training course regarding diversity, equity, and inclusion. The institution may submit a written request for an exception to the chancellor of higher education because the institution determines the orientation or training course is exempt because all aspects of the orientation or course are required to do any of the following:

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

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

(c) Obtain or retain accreditation.

(2) The continuation of existing diversity, equity, and inclusion offices or departments.

(3) Establishing new diversity, equity, and inclusion offices or departments.

(4) Using diversity, equity, and inclusion in job descriptions.

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

(6) The establishment of any new institutional scholarships that use diversity, equity, and inclusion in any manner. For any institutional scholarships existing on the effective date of this section, Cleveland state shall, to the extent possible, eliminate diversity, equity, and inclusion requirements. If Cleveland state is unable to do so because of donor requirements, the institution may continue to offer those institutional scholarships. However, Cleveland state shall not accept any additional funds for the operation of institutional scholarships that have diversity, equity, and inclusion requirements.

(7) The use of 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.

(B) Cleveland state university affirms and declares the following:

(1) CSU's 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.

(2) CSU shall ensure the fullest degree of intellectual diversity.

(3) Faculty and staff shall of CSU 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.

(4) CSU will not encourage, discourage, require, or forbid students, faculty, or administrators to endorse, assent to, or publicly express a given ideology, political stance, or view of a social policy, nor will the institution require students to do any of those things to obtain an undergraduate or postgraduate degree.

(5) No CSU 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.

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

(7) No CSU 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.

(8) CSU will seek out invited speakers who have diverse ideological or political views.

(C) Cleveland state declares that it will not endorse or oppose, as an institution, any controversial belief or policy, except on matters that directly impact the institution's funding or mission of discovery, improvement, and dissemination of knowledge.

(D) Cleveland state 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.

(E) Essential to the atmosphere of a university is academic freedom, the freedom of speech, freedom to teach, to learn, and to conduct inquiry in a spirit of openness necessary to the acceptance of criticism, the expression of differing opinions, and the pursuit of truth. Nothing in this policy prohibits faculty or students from classroom instruction, discussion, or debate, so long as faculty members allow students to express intellectual diversity.

(1) Nothing in paragraphs (B)(1) to (B)(3) and (D) of this policy applies 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) Nothing in paragraphs (B)(4) and (C) of this policy applies 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 (C) of this policy.

(F) Definitions

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

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

Last updated October 16, 2025 at 7:28 AM

History

• Effective: October 16, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-2-11 Religious accommodations.

(A) The Testing Your Faith Act, section 3345.026 of the Revised Code, requires universities to provide reasonable accommodations, without penalty, for students who miss up to three days each academic semester due to sincerely held religious or spiritual beliefs or to participate in organized activities conducted under the auspices of a religious denomination, church or other religious or spiritual organization.

(B) All requests for religious accommodation shall be submitted to the respective course instructor within the first fourteen calendar days of the course. Requests received outside of this timeframe may be reviewed on a case-by-case basis at the discretion of the instructor. Each accommodation request shall include the specific dates for which the student requests alternative accommodation due to sincerely held religious or spiritual beliefs.

(1) Instructors shall accept without question the sincerity of a student's religious or spiritual belief system.

(2) Instructors shall include in each course syllabus a statement referencing this policy, including:

(a) A description of the general procedure to request an accommodation;

(b) Contact information for the office for protected rights, who may be contacted for more information about religious accommodations; and

(c) The procedure under which a student may notify the university regarding a complaint under this policy.

(C) Alternative accommodations shall be provided to students who miss exams and/or other academic requirements due to absences under this policy. Test dates or due dates may be rescheduled at a time either before or after the originally scheduled date and shall be coordinated by the instructor or the academic services office.

(D) A non-exhaustive list of religious holidays may be found on the office for protected rights website and the office of the provost. Requests should not be denied due to the cited holiday not being included within this non-exhaustive list.

(E) Students who have concerns that the policy is not being properly applied should first contact the office for protected rights. If the concern is not resolved, an appeal may be filed with the office of the provost.

(F) For additional information about this policy, please contact the office for protected rights at opr@csuohio.edu or 216-687-2223.

(G) The office for protected rights is responsible for this policy. At a minimum, every five years, the director shall ensure the policy is reviewed and recommend whether the policy should be reaffirmed without revision, amended or rescinded. Policies may be reviewed on an earlier timeline depending on necessity and change in law or practice.

Last updated April 27, 2026 at 7:41 AM

History

• Effective: April 26, 2026
• Promulgated Under: 111.15

Chapter 3344-3 University-Wide Guidelines for Naming Gift Opportunities

Ohio Adm.Code 3344-3-01 Space, unit and entity naming.

(A) Purpose

This rule sets forth university-wide policy for space, unit and entity naming at Cleveland state university ("CSU" or the "university").

(B) Definitions

(1) Funds:

(a) "Current use funds" means funds that are intended to be spent in the current operating cycle.

(b) "Term use funds" means funds that are intended to be spent in a specified period of time.

(c) "Endowment funds" means funds that are invested and have been permanently restricted by the donor to be used in perpetuity, with annual distributions to be used as prescribed by the donor.

(2) "Entity" means a college, school, department, division, institute, dean ship, chair, professorship, center, or program, which has defined leadership and resources supporting it.

(3) "Naming" means formal assignment of a specific name to a university space or entity.

(a) "Administrative naming" a formal assignment of a specific name related to the function or location of a space or entity (e.g., South Garage) that is unrelated to a philanthropic gift or honorific recognition.

(b) "Commemorative/honorific naming" means a formal assignment of a specific name to recognize a distinguished individual or organization for outstanding service or commitment to the university that may or may not involve a philanthropic gift (e.g., Michael Schwartz university library).

(c) "Philanthropic naming" means a formal assignment of a specific name to express appreciation for a philanthropic gift from an individual or an organization (e.g., the Monte Ahuja college of business).

(4) "Space" means a defined physical area or structure such as a building, interior room, outdoor area, features (e.g., sites and fountains), or objects (e.g., lockers). The name given to a construction project to renovate or create a new space is separate from the naming of the space itself and outside the scope of this rule.

(5) "Unit" means a college or administrative unit.

(6) "Unit leader" means head of a college or administrative unit (e.g., dean, senior vice president, president, provost).

(C) General information

(1) The university will commit to name an entity, unit or space only after carefully considering all relevant factors, including the potential impact the naming will have on the university and the campus community and consistency with university tradition, mission, and policy.

(2) Significant gifts to the university through the Cleveland state university foundation (the "foundation") will provide opportunities for donors to name a program, building, space, unit, scholarship, faculty fund, etc. in honor of the donor/s or another person/s recommended by the donor/s. Each philanthropic naming gift must be accompanied by a gift agreement approved and executed by the donor/s or their representatives, the foundation, and the college, school, department, or program that is to benefit from the gift and, in some instances, the university.

(3) The funding amount is determined on a case-by-case basis, and governed by the philanthropic naming guidelines developed and adopted by the university administration.

(4) Prior to discussing the proposed gift amount with the donor(s), the specific philanthropic naming gift amount must be approved by the vice president of university advancement and executive director of the foundation as well as the university president or the appropriate unit leader.

(5) The university president brings suggestions for philanthropic naming gifts valued at or over one million dollars to the board of trustees along with either a proposed philanthropic investment or a justification as to why a particular entity, unit or space should be named in honor of an individual or company.

(6) In the event the donor is endowing an academic program or position, an approval process led by the provost should occur before the acceptance of the gift.

(7) If the project is being reserved for a donor who is making provisions through a deferred gift arrangement, an appropriate amount may be added to the required gift minimum for inflation in anticipation of the future estate commitment expectancy. See philanthropic naming guidelines.

(8) A philanthropic naming will not take place until the university and the foundation have a signed gift commitment in hand. In the event the pledge by a donor is not fulfilled, the naming opportunity at the University may be forfeited as set forth in paragraph (D) of this rule.

(9) This rule applies to buildings or structures owned by the university or a related entity, or built on university owned land by the private sector through a lease or other arrangement. Buildings, rooms and spaces within buildings, courtyards, and other public spaces are typically named in perpetuity or as long as the structure or space is in use by Cleveland state university.

(10) The board of trustees has final approval for all naming opportunities at the university. However, to expedite the approval process, the board authorizes the university president and vice president, university advancement and executive director of the foundation to do the following:

(a) Coordinate gift agreements and naming designations on their behalf and to inform members of the university community affected by such gifts.

(b) Make decisions regarding philanthropic naming opportunities for gifts valued under one million dollars.

(c) Make recommendations to the board of trustees with regard to naming opportunities for gifts valued at or over one million dollars.

(11) Commemorative, honorific naming of buildings, entities, units and other physical space for those who have made significant contributions in service, support or honor of the university, the community, state or nation shall be considered upon recommendation of the associated dean or appropriate university unit leader. For entities, units or spaces valued under one million dollars, the university president shall have final approval, and for entities, units or spaces valued at or over one million dollars the board of trustees shall have final approval.

(12) Administrative naming of an entity, unit or space reflects the function or location of the entity, unit or space and shall be subject to paragraph (D) of this rule should there be a request to change the name.

(D) Changing and removing names

(1) The board of trustees reserves the right to remove and/or change names of spaces, units or entities, whether administrative, philanthropic or honorific/commemorative, for any one or more of the following reasons:

(a) The donor defaults on the terms of the gift agreement; or

(b) The donor is subsequently convicted of a felony or otherwise engaged in conduct that, in the sole discretion of the board of trustees, is injurious to the reputation of the university; or

(c) If at any time the university determines that the continued naming of a space, unit or entity compromises the university's integrity or reputation.

(2) The procedure for reviewing names of university spaces, units and entities shall be followed in the review, amendment, removal or renaming of a university space, unit or entity.

(3) In the event that a named space, unit or entity ceases to exist, the university is not obligated to continue the recognition, nor will it be obligated to provide substitute recognition, however; the university may elect to make an effort to continue to commemorate honorific or philanthropic recognition in an appropriate way.

(E) Review procedures

Review procedures This rule, the procedures for reviewing names of university spaces, units and entities, and the philanthropic naming guidelines shall be reviewed no later than every three years.

Last updated October 10, 2025 at 9:48 PM

History

• Effective: June 25, 2022
• Promulgated Under: 111.15

Chapter 3344-6 Technology Accessibility

Ohio Adm.Code 3344-6-01 Electronic and information technology accessibility.

(A) Purpose

The purpose of this rule is to ensure that Cleveland state university complies with federal and state laws related to providing access to individuals with disabilities, such as the Americans with Disabilities Act of 1990 ("ADA"), the Rehabilitation Act of 1973, Ohio state law, and related regulations.

(B) Definitions

(1) "Accessible" means that a person with a disability is afforded the opportunity to acquire the same information, engage in the same interactions, and enjoy the same services as a person without a disability with substantially equivalent ease of use.

(2) "Electronic and information technology" or EIT includes e-learning and information technology and any equipment or interconnected system or subsystem of equipment that is used in the creation, conversion, or duplication of data or information. The term electronic and information technology includes, but is not limited to, the internet and intranet websites, content delivered in digital form, electronic books and electronic book reading systems, search engines and databases, learning management systems, classroom technology and multimedia, personal response systems (e.g. "clickers"), and office equipment such as classroom lecterns, copiers and fax machines. It also includes any equipment or interconnected system or subsystem of equipment that is used in the automatic acquisition, creation, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information.

(C) EIT accessibility committee

(1) The EIT accessibility committee is established to create and support the implementation of EIT accessibility standards and guidelines for the purchasing, creation and provision of EIT.

(2) The EIT accessibility committee shall include representation from the information services and technology department, the office of disability services, the center for e-learning, the center for instructional technology and distance learning, the Michael Schwartz library, and other relevant offices.

(3) EIT accessibility committee members shall provide support and training to university departments, offices and administrative units that are responsible for producing, maintaining, distributing, or purchasing EIT.

(D) Standards

(1) The EIT accessibility committee shall develop accessibility standards for document and media accessibility, as well as guidelines for the purchasing, creation and provision of EIT. These standards and guidelines will govern the evaluation of EIT for purchase or use by CSU and provide a consistent framework for accessibility training and support services.

(2) Accessibility standards shall be developed for:

(a) Course content purchased or produced for students;

(b) Software platforms required for students to complete course work;

(c) Public facing university website and web-based applications;

(d) Systems required for use by student employees and/or the majority of Cleveland state university employees;

(e) User interfaces for information systems; and

(f) Other forms of EIT for which the committee determines guidance is necessary.

(E) Responsible parties

(1) All university departments, offices and administrative units that are responsible for producing, maintaining, distributing, or purchasing EIT are ultimately responsible for implementing the accessibility standards and purchasing guidelines, with support and training provided by the EIT accessibility committee.

(2) Departments, offices and administrative units that willfully violate this rule may be held responsible for any costs associated with remediating accessibility issues.

History

• Effective: July 1, 2016
• Promulgated Under: 111.15

Chapter 3344-7 University Email

Ohio Adm.Code 3344-7-01 Purpose.

The purpose of this university e-mail policy ("policy") as a rule in the Administrative Code is to establish guidelines for use of university electronic mail ("university e-mail") and the associated rights and responsibilities of the users of official Cleveland state university ("CSU" or "university") e-mail accounts and facilities.

History

• Effective: June 2, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-7-02 Basic policy.

(A) This rule applies to all uses and users of university e-mail. Any user of university e-mail shall comply with all provisions of this rule and also with all other applicable rules of the Administrative Code, university policies, regulations, and procedures, and with applicable local, state, and federal laws and regulations.

(B) Users of university e-mail whose actions violate this rule or any other university policy or regulation may be subject to revocation or limitation of e-mail privileges as well as other disciplinary action or may be referred to the appropriate law enforcement agency and/or regulatory authorities.

History

• Effective: June 2, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-7-03 Access to e-mail.

(A) CSU provides university e-mail service for legitimate university-related activities to faculty, students, staff, and other individuals and entities granted e-mail privileges at CSU. The use of university e-mail, like the use of any other university-provided resource and university-related activity, is subject to the requirements of legal and ethical behavior within the university community.

(B) A CSU employee e-mail account shall be considered an official means for communicating university business and may, in some cases, be the sole means of communication. Users are expected to read, and shall be presumed to have received and read, all official CSU e-mail messages sent to their CSU e-mail accounts. Users shall be aware that information sent via e-mail or other written communication may be a public record. Furthermore, e-mail transmissions may not be secure, and users shall exercise caution when using e-mail services to communicate confidential or sensitive information.

History

• Effective: June 2, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-7-04 CSU e-mail accounts.

(A) Information services and technology ("IS&T") at CSU is the owner of the centralized e-mail directory and provides for creation, management, and distribution of CSU e-mail accounts.

(B) Faculty and staff are not permitted to automatically redirect their CSU e-mail account to a non-CSU external (private) e-mail address/account (e.g. yahoo.com, gmail.com, mail.com, etc.) Individual e-mail messages may be forwarded manually to a non-CSU external (private) e-mail address/account. As a public institution of the state of Ohio, CSU shall comply with the Ohio public records act, which provides that an e-mail created by, received by, or coming under the jurisdiction of a public office that serves to document the organization, functions, policies, decisions, procedures, operations or other activities of the university, is a public record. The university shall have access to its records and shall be able to respond to public records requests under the Ohio public records act. (See rule 3344-7-06 of the Administrative Code.)

(C) Students may forward their CSU e-mail account to a non-CSU external (private) e-mail address/account, but any student-user who does so expressly assumes all responsibility for delivery beyond the @csuohio.edu domain.

History

• Effective: June 2, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-7-06

(A) Any work-related e-mail sent by a faculty member or staff from CSU or residing on CSU e-mail servers may be considered a public record under the Ohio public records act and may be subject to disclosure. (Refer to "public record" as defined in section 149.43 of the Revised Code)

(B) CSU does not monitor the content of e-mail as a routine business practice. The university reserves the right to inspect, copy, store, or disclose the contents of e-mail messages when:

(1) Required to comply with the law;

(2) Ordered to do so by a court of law;

(3) Ordered to do so pursuant to a subpoena or other legally enforceable order;

(4) The e-mail or computer file is a "public record" as defined in section 149.43 of the Revised Code and once CSU receives a valid public records request, CSU shall search computer and e-mail files, as required by the public records law. The faculty or staff member shall be informed, in advance, of such a search;

(5) The university has reasonable cause to believe that a "litigation hold" is necessary based upon knowledge of university office of general counsel of the presentment of a claim or of a potential cause of action which has an impact on the university;

(6) In the normal operation and maintenance of the university's computer facilities, staff of the information services and technology department (or their staff analogues in other units of the university) inadvertently open or otherwise briefly access an e-mail message or computer file;

(7) Emergency entry is necessary to preserve the integrity of the university's computer and network facilities or to preserve public health and safety;

(8) Co-workers and/or supervisors need to access an employee's e-mail account used for university business when that employee is absent or unavailable; or

(9) The university has reasonable cause to believe that there has been a violation of the law or university policy.

History

• Effective: June 2, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-7-05 Acceptable use.

(A) CSU provides university e-mail services for activities and associated administrative functions supporting its mission of learning, discovery, and engagement. Although reasonable personal use of university e-mail by faculty and staff is permitted, university e-mail should be used primarily for university-related educational and administrative purposes. Any use of university e-mail that interferes with university activities and functions or violates rules of the Administrative Code or university policy shall be deemed an inappropriate use of university e-mail.

(B) CSU assumes no responsibility for the loss or recovery of personal files or e-mails. Employees are advised that they may not have access to CSU e-mail when they are no longer employed with the university and, thus, could lose access to personal e-mail messages in CSU's e-mail system.

(C) Rules and regulations that apply to other forms of communications at the university also apply to e-mail. In addition, the following specific actions and uses of university e-mail are improper:

(1) Concealment or misrepresentation of names or affiliations in e-mail messages.

(2) Alteration of source or destination address of e-mail messages.

(3) Use of e-mail for commercial or private business purposes.

(4) Use of e-mail to harass or threaten other individuals.

(5) Use of e-mail that violates copyright, libel, or defamation laws.

(6) Use of e-mail that violates the code of student conduct or discrimination/harassment rules.

History

• Effective: June 2, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-7-07 Mass e-mail messages.

(A) A "mass e-mail" is defined as an e-mail addressed to all CSU e-mail accounts, or to one or more of the following groups: all faculty, all staff, and/or all students. It is important to note that sending a message to members of a club, organization, a group of students or a department or college's staff does not constitute a mass e-mailing.

(B) The CSU e-mail system provides the capability to communicate rapidly and widely to internal audiences through mass or broadcast e-mail. Many consider the use of mass e-mails as spam, so this method of communication shall be used carefully and conservatively to maximize the impact of important messages.

(C) It is strongly recommended that before choosing a mass e-mail transmission, an employee, a department or campus organization shall first consider using the university's weekly electronic bulletin to distribute electronic messages widely. Once a week, the university posts a message to a web-accessible bulletin board and distributes it at least once in a mass mail digest to students, faculty or staff, or to all three groups.

(D) Mass e-mails shall only be used to communicate information that affects a large number of faculty, staff, and/or students.

(E) All mass e-mails shall first be approved at the university vice-presidential level. Thereafter, approved mass e-mails shall be forwarded to the "IS&T" help desk at help.desk@csuohio.edu.

(F) Mass e-mail content guidelines:

(1) Crisis/urgent/emergency announcements such as threats to safety, natural disaster alert, mechanical failures, weather closures or delays, crime alerts, and computer virus alerts.

(2) Strategic messages from the president, provost or vice president.

(3) Administrative announcements of campus-wide importance that are time critical.

(4) Major announcements: major events such as the naming of a new president, vice-president, provost or dean; and major sports announcements such as NCAA tournament appearances.

(G) All mass e-mail messages shall be signed with the name of the department sending the e-mail, and preferably the name of the author. Contact information shall be included in the e-mail for responding to questions.

History

• Effective: June 2, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-7-08 E-mail retention and disposal.

(A) E-mail stored on official university systems will generally be preserved for no longer than thirty days after deletion by the e-mail user. Log files associated with e-mail messages, which provide a record of actual e-mail transactions, but not the e-mail content, are generally preserved for no longer than ninety days.

(B) E-mail users storing messages on CSU servers often have the capability to "archive" e-mail items to files. This effectively allows users to save any e-mail messages for any length of time. The automatic retention and disposal timeframes set forth in paragraph (A) of rule 3344-7-09 of the Administrative Code do not apply to e-mail archives and backups done manually by users.

(C) Students may, at their discretion, configure their official CSU e-mail accounts to forward all e-mail to an external e-mail address. Forwarding to an external address prevents messages from being stored on CSU mail servers, but a record of the forwarding transaction is stored in university system logs.

(D) Faculty and staff e-mail correspondence and associated documents sent as attachments may be considered official university records, and, as such, may need to be retained longer than the default e-mail retention and disposal. It is the responsibility of the sender and recipient of these e-mail messages to determine the required retention period, to comply with applicable rules of the Administrative Code and with university policies and procedures regarding record retention, and to preserve these e-mail records either electronically or in printed form with all of the associated header and transmission information. (Refer to the university's record retention program manual for more information.)

History

• Effective: June 2, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-7-09

(A) For students separating from the university through graduation or other reasons, e-mail accounts/addresses remain active indefinitely, but students are required to forward their account to a non-CSU external (private) e-mail account.

(B) University e-mail privileges shall be terminated immediately for any student who is expelled from the university.

(C) E-mail privileges may be terminated immediately for an employee who separates employment from the university but who does not have associate of the university status.

(D) Faculty and staff members retiring from the university who have emeritus or associate of the university status will have university e-mail service available to them indefinitely, unless they request to have the service discontinued.

(E) Faculty who leave the university before retirement may retain their e-mail account and e-mail forwarding for one year from the end of the last term in which they taught. This also applies to adjunct faculty members who teach one course per year, usually in the same term.

(F) Some employees have more than one affiliation with the university. A faculty member may also be an alumnus, a staff member may be a student, a staff member may be a part-time faculty member, etc. An employee with multiple roles will receive the account status that gives the individual the maximum benefits, unless CSU, in its sole discretion, determines otherwise.

History

• Effective: June 2, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-7-10 Disposition of personal e-mail on the university¿s e-mail system after an employee, current student or retiree¿s death.

(A) Except for CSU e-mail accounts assigned to students, all e-mail messages contained in an e-mail account provided by the university are the property of the university and, therefore, the taxpayers of the state of Ohio. As such, they are subject to the requirements of the Ohio public records act and the university's records retention program and may not be available to an employee or retiree's estate after death.

(B) Requests for the e-mail of a deceased student shall be considered when accompanied by a notarized statement from the executor, administrator, or next of kin of the deceased approving the release of the e-mails.

History

• Effective: June 2, 2014
• Promulgated Under: 111.15

Chapter 3344-8 Administrative Data Policy on Electronic Signatures

Ohio Adm.Code 3344-8-01 Electronic signatures.

(A) Purpose

The purpose of this rule is to establish parameters for the use and acceptance of electronic signatures.

(B) Policy

(1) The university may use and accept electronic signatures for any transaction when such use and acceptance has been approved by the appropriate vice president. For example:

(a) Students may use electronic signatures to authorize all designated internal records and transactions. Examples include, but are not limited to:

(i) Registering for courses;

(ii) Accepting financial aid awards;

(iii) Paying student bills; and

(iv) Obtaining unofficial transcripts.

(b) Employees may use electronic signatures to authorize all designated internal documents. Examples include, but are not limited to:

(i) Submitting grades;

(ii) Viewing personal payroll data;

(iii) Approving time sheets;

(iv) Access to administrative computing systems and protected data.

(c) Authorized employees and agents may accept or use electronic signatures with external parties. Examples include, but are not limited to:

(i) Submitting purchase orders;

(ii) Executing grant agreements or other contracts;

(iii) Applying for admission to the university; and

(iv) Applying for employment with the university.

(2) Authorization to accept or use an electronic signature does not preclude the university's right or option to use or require a signature in non-electronic form.

(3) An electronic signature is legally binding to the fullest extent permitted by law.

(C) Implementation and security

(1) Electronic signatures may be implemented using various methodologies depending on the risks associated with the transaction, and all relevant state, federal, and university rules. The quality and security of the electronic signature method shall be commensurate with the risk and needed assurance of the authenticity of the signature.

(2) In approving the use or acceptance of electronic signatures, the appropriate vice president shall also approve the procedures and technologies for authentication, nonrepudiation, and integrity as proposed by the information services and technology department based upon by the nature of the transaction.

(3) Electronic signature documentation shall be maintained in accordance with the university record retention schedule or as specified in the approval of the appropriate vice president.

History

• Effective: April 10, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-8-02 Administrative data policy.

(A) Purpose

(1) Information maintained by Cleveland state university is a vital asset that shall be available to all employees who have a legitimate need for it. The university is the owner of all administrative data with individual units or departments having stewardship responsibilities for portions of that data. The university intends that the volume of freely accessible data be as great as possible while recognizing the university's responsibility toward the security of data.

(2) The university expressly forbids the use of administrative data for anything but the conduct of university business. Employees accessing data shall observe requirements for confidentiality and privacy, shall comply with protection and control procedures, and shall accurately present the data in any use.

(3) The university determines levels of access to administrative data according to principles drawn from various sources. State and federal law provides clear description of some types of information to which access shall be restricted.

(4) This policy is for the internal use of information for employees at Cleveland state university. External requests for information are handled in accordance with the Ohio Public Records Act.

(B) Policy

(1) Definition of administrative data

(a) The university's database consists of information critical to the success of the university as a whole. Data may be stored on paper or as digital text, graphics, images, sound, or video. This rule applies to data generated for or by the administrative functions of the university, including (but not limited to) finance, student and enrollment services, and human resources, and to data stores and systems which access such data, regardless of where it resides, including (but not limited to) servers, desktops, flash drives, cloud services and mobile devices.

(b) Some examples of administrative data include student course grades, employee salary information, vendor payments, and the university's annual fact book. Administrative data do not include personal electronic calendar information, faculty grade books, research data and similar material.

(c) Copies of official data are not official data where they are found on portable storage media, individual hard drives, department servers, or as files on other shared systems. These copies or downloads cannot be used as substitutes for official records kept by the authorized data custodians of the university. However, such information may be used to generate official reports on behalf of the university with the knowledge and permission of the data custodians. Such files and any resulting reports are covered by the same constraints of confidentiality and privacy as the official records.

(d) Prior to the development of a system that will download official records and manipulate them for subsequent update or application to official records, permission shall be obtained from the data custodian for such transfer.

(e) Data custodians shall also authorize any university administrative data captured independent of a university system.

(2) Data classifications and protection

(a) Sensitive information

"Sensitive information" is that data found upon review by the data trustees or general counsel to require restrictions on access. Sensitive information may not be subject to disclosure under the Public Records Act and is only available to CSU employees that have a business or educational need to access the data. Sensitive information is broadly defined as that which the university is legally obligated to protect. For example:

(i) Educational records, as defined by the Family Educational Rights and Privacy Act (FERPA.)

(ii) Health records, as defined by the Health Insurance Portability and Accountability Act (HIPAA.)

(iii) Financial and personnel information, as governed by the Fair Credit Reporting Act (FCRA.)

(iv) Financial information governed by payment card industry standards (PCI-DSS.)

(v) Examples (not all-encompassing):

(a) Class rosters, transcripts, schedules, attendance

(b) Lists of names, addresses, identity numbers, dates of birth

(c) Records of medical care, including psychological counseling

(d) Identification photographs, including archived copies of government issued identification

(e) Account numbers or images of any financial instrument, including credit cards

(f) Pre-employment or routine background check information

(b) Private information

"Private information" is data that the data trustees judge to require special procedures for access. Private information may be subject to disclosure under the Public Records Act and is made available to certain Cleveland state employees based on their job function. Private information is broadly defined as that which should be reasonably protected from inadvertent disclosure beyond authorized Cleveland state university employees. For example:

(i) Data not specifically protected by statute, regulation, or other legal obligation or mandate.

(ii) Shall be protected due to contractual, ethical, or privacy considerations.

(iii) Access, disclosure, or modification could cause financial loss or damage to CSU's property.

(iv) Examples (not all-encompassing)

(a) Directory information of students who have not requested FERPA privacy inclusion

(b) Instructional information such as tests, quizzes, and course shells in a learning management system (LMS)

(c) Proprietary information used to run the business of the university

(c) Public information

"Public information" is all data that is neither restricted, nor judged by data trustees to be sensitive or private. The accessible data volume should be as great as possible to enable those who need the information to have access. Data should be part of an open atmosphere and readily available. Public information is subject to disclosure to all Cleveland state employees as well as the general public under the Ohio Public Records Act. Public information is broadly defined as that which is intentionally displayed for anyone to use, including:

(i) Disclosure is routine, deliberate or required by contract or university policy.

(ii) Can be subject to use restrictions (copyright) but no harm done in disclosure.

(d) Protection of data

(i) Users shall comply with all reasonable protection and control procedures for administrative data to which they have been granted access. Sensitive and private data can never be stored on departmental computers or servers, cd's, thumb drives or any easily transportable medium. All sensitive data shall be stored on secured storage located within the university's data center.

(ii) It is never acceptable to store sensitive data such as grades, social security numbers, correspondence between student and faculty, classified research, etc., on externally hosted systems, including cloud-based storage systems (includes, but is not limited to, services such as dropbox, google drive, and microsoft onedrive), without a contract that is fully vetted for compliance with university policies. Vendors providing hosted services shall complete the hosting services security checklist.

(iii) Any contract that will provide a third party (e.g. contractors, consultants, service providers, vendors) with sensitive information, or access to Cleveland state university systems or applications that contain sensitive information shall, at a minimum, include the following provisions:

(a) Explicit acknowledgment that the contract allows the contractor access to confidential information

(b) A specific definition of the confidential information being provided

(c) A stipulation that the confidential information shall be held in strict confidence and accessed only for the explicit business purpose outlined in the contract

(d) A guarantee from the contractor that it shall ensure compliance with the protective conditions outlined in the contract

(e) A guarantee from the contractor that it shall protect the confidential information it gets according to commercially acceptable standards and no less rigorously than it protects its own customers' confidential information

(f) A provision allowing for the return or destruction of all confidential information obtained by the contractor on completion of the contract

(g) A stipulation allowing injunctive relief, without posting bond, to prevent or remedy breach of the contract's or contractor's confidentiality obligations

(h) A stipulation that a violation of the contract's protective conditions amounts to a material breach of contract and entitles the university to immediately end the contract without penalty

(i) A provision allowing auditing of the contractor's compliance with the contract's safeguard requirements

(j) A provision ensuring that the contract's protective requirements shall ending the agreement

(3) Data trustees, data custodians and data users

(a) "Data trustees" are senior management personnel (typically at the level of vice president, associate or vice provost, dean, or university director) who have planning and policy-making responsibilities for data in their operational area. The data trustees, as a group, are responsible for overseeing the establishment of data management policies and procedures.

(b) "Data custodians" are managers of functional areas (typically at the level of controller, registrar or director of admissions) who oversee the capture, maintenance, and dissemination of data for a particular operation. Data custodians are responsible for making security decisions regarding access to the data under their charge.

(c) "Data users" are individuals who access university data in order to perform their assigned duties or to fulfill their role in the university community. Data users are responsible for protecting their access privileges and for proper use of the university data they access.

(4) Responsibilities of data trustees, data custodians, and information services and technology

(a) Criteria for determining access

(i) Data custodians are ultimately responsible for assigning access to all types of data on an individual basis; however, general criteria for determining access to both sensitive and private information include the following:

(ii) Human resources/payroll data can be made available as follows:

(a) Personnel in the employee's supervisory chain of authority

(b) Human resources, payroll, and business contacts in departments shall have access to human resources/payroll data for employees in their departments.

(c) Authorized employees of the department of human resources, payroll department, budget office, controller's office, grant accounting, department of audits, the office of general counsel, the office for institutional equity, and the department of law enforcement and safety, shall have access to human resources/payroll data on a case-by-case basis as appropriate for them to perform their job responsibilities. Human resources/payroll data shall be provided on a case by case basis in response to judicial orders or lawfully issued subpoenas.

(d) Legally authorized law enforcement personnel, authorized federal or state agencies, members of duly appointed grievance committees, representatives of authorized accrediting organizations, and agencies processing claims made by the employee for workers' compensation, unemployment insurance or other employee benefits which shall have case-by-case access to the portions of the official personnel files which are appropriate for their business.

(e) To appropriate parties in a health or safety emergency.

(iii) Financial data can be made available as follows:

(a) President, vice presidents, provost, deans, department heads and other personnel with responsibility for the management and oversight of financial resources

(b) Business managers and business office staff in departments.

(c) Authorized employees of business and finance, office of general counsel, division of law enforcement and safety and the department of audits who have a business need to access the data

(iv) Student data can be made available in accordance with FERPA.

(b) Development of access policies and procedures

Each data custodian shall be individually responsible for establishing data access procedures that are unique to a specific information resource or set of data elements

(c) Promotion of accurate interpretation and responsible use

(i) Data trustees shall develop policy to promote the accurate interpretation and responsible use of administrative data.

(ii) Data custodians are responsible for making known the rules and conditions that could affect the accurate presentation of data. Persons who access data are responsible for the accurate presentation of that data.

(iii) Data custodians shall support users in the use and interpretation of administrative data, primarily through documentation, but also in the form of consulting services.

(d) Determination of security requirements

The data custodians, in consultation with information services and technology, shall determine security requirements for administrative data and shall be responsible for monitoring and reviewing security implementation and authorized access.

(e) Establishment of disaster recovery procedures

(i) Information services and technology is ultimately responsible for defining and implementing policies and procedures to assure that data are backed up and recoverable. The data trustees shall play an active role in assisting information systems and technology (IS&T) in this responsibility.

(ii) With the data trustees' advice, IS&T shall develop a workable plan for resuming operations in the event of a disaster, including recovery of data and restoration of needed computer hardware and software.

(f) Responsibilities of information services and technology

(i) IS&T develops and applies standards for the management of institutional data and for ensuring that data are accessible to those who need it.

(ii) IS&T works with the data trustees to establish long-term direction for effectively using information resources to support university goals and objectives.

(iii) IS&T makes institutional data available to authorized users in a manner consistent with established data access rules and decisions. It develops views of data as directed by the data custodians. IS&T and the data custodians ensure that the technical integrity of the data is maintained and that data security requirements are met.

(iv) IS&T and the data custodians ensure that the university community is aware of this policy and the requirements and restrictions it contains.

(5) Requests for access

(a) Sensitive or private data access

Access to sensitive or private data by university employees or employees of university-related foundations requires that a formal request be made to the appropriate data custodian.

(b) Exceptions

All requests for exceptions to data access policies shall be made in writing to the data custodian. E-mail requests are acceptable. The request shall specify the data desired and their intended use.

(c) Denial

The data custodian shall provide a written record of the reason(s) for denial of any access request. E-mail records are acceptable.

(6) Responsibilities of users

(a) Use of administrative data only in the conduct of university business

The university expressly forbids the disclosure of unpublished administrative data or the distribution of such data in any medium, except as required by an employee's job responsibilities and approved in advance by the employees supervisor and the respective data custodian. In this context, disclosure means giving the data to persons not previously authorized to have access to it. The university also forbids the access or use of any administrative data for one's own personal gain or profit, for the personal gain or profit of others, or to satisfy personal curiosity. Users agree to use the information only as described in the request for data access. Failure to do so could result in disciplinary or legal sanctions as set forth in university policy.

(b) Maintenance of confidentiality and privacy

Users shall respect the confidentiality and privacy of individuals whose records they access, observe any ethical restrictions that apply to data to which they have access, and abide by applicable laws and policies with respect to access, use, or disclosure of information. All data users having access to sensitive or private information shall formally acknowledge (by signed statement) their understanding of the level of access provided and their responsibility to maintain the confidentiality of data they access. Each data user shall be responsible for the consequences of any misuse. Users are expressly prohibited from releasing identifiable information to any third party.

(c) Accurate presentation of data

(i) Users shall be responsible for the accurate presentation of administrative data when presenting data on behalf of the university. Users shall be responsible for the consequences of any intentional misrepresentation of that data.

(ii) The office of institutional research (IR) serves as the comprehensive source for data about Cleveland state university. The primary goal of IR is to collect, comprehend, combine, and analyze institutional data pertaining to a range of operational activities. IR assists in the analysis and interpretation of these data to explain past patterns and predict future trends in university performance.

(iii) The office of institutional research shall be the university's clearinghouse for official reports to external agencies including federal and state governments.

(d) Management oversight

(i) All levels of management are responsible for ensuring that all data users within their area of accountability are aware of their responsibilities as defined in this policy. Specifically, managers are responsible for validating the access requirements of their staff according to their job functions, and for insuring a secure office environment. The head of each unit will authenticate the need for individual access to data and shall request and obtain authorization for access to data from the custodian of such data.

(ii) Administrative and academic unit heads are responsible for taking the necessary steps to ensure that data access is terminated for employees who transfer to another department within the university or leave employment of the university.

View AppendixView Appendix

History

• Effective: September 11, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-8-03 Records management and retention.

(A) Purpose

The purpose of this rule is to comply with Ohio public records laws which require Cleveland state university to provide for the efficient and economical creation, utilization, maintenance, retention, preservation, and disposition of records consistent with the university's legal obligations. This rule also requires the preservation of historical permanent institutional records by the university archives.

(B) Definitions

(1) "Active records" means any records that relate to current business matters and are required to carry out the daily activities of the department.

(2) "Disposal" means the removal of records from a department or office. It does not necessarily refer refer to record destruction, but rather the various processes of records retention, whether offsite storage, conversion, or destruction.

(3) "Electronic record" means any record that is created, generated, communicated, received, maintained or stored on any electronic media owned by the university or controlled by the university or a university employee. Examples include, but are not limited to: e-mail, word processing documents and spreadsheets, and databases.

(4) "Inactive records" means records that are no longer needed for the daily activities of an office but still have an ongoing value.

(5) "Non-record materials" are documents, devices or items in the university's custody that do not meet the definition of records because they are not needed to document the organization, functions, policies, decisions, procedures, operations, or other activities of the university. Examples include personal notes, duplicates of existing records, stocks of publications, and library or museum materials intended solely for reference or exhibition.

(6) "Permanent Record" means a record that has continued historical or other value to warrant retention beyond the time they are needed for administrative, legal or fiscal purposes.

(7) "Public records" are records kept by the university, unless exempted from the definition of "public record" under division (A)(1) of section 149.43 of the Revised Code.

(8) "Records" includes any document, device, or item, regardless of physical form or characteristic, including an electronic record, created or received by or coming under the jurisdiction of any public office of the state or its political subdivisions, which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the university. Personal records of employees, and records of third parties that are in the custody of the university but do not serve to document the organization, functions, policies, decisions, procedures, operations, or other activities of the university are not records.

(9) "Records custodian" or "custodian" means the employee responsible for an identified record or category of records.

(10) "Records retention schedule" means a listing of various types of routine, administrative records common to university offices.

(11) "Transitory records" are records which are needed for a limited time to complete a routine action, are used in the preparation of final records, or are kept as information or convenience copies by offices or individuals who do not have primary responsibility for them. Examples include drafts of documents, phone messages, and emails related to scheduling meetings.

(12) "Unit leader" means a department chair, office director, or other administrator that directs the regular functions of a unit.

(C) Creation of records

University employees shall make such records as are necessary to adequately document the organization, functions, policies, decisions, procedures, operations, and essential transactions of the university. A record should be created in the medium that best serves its purpose; instant messages, text messages, or any other form of communication that is difficult to share and preserve should not be used in the creation of records.

(D) Maintenance of records

(1) The unit leader is responsible for ensuring that unit records, including electronic records, are maintained in such a way that they can be identified and retrieved when needed.

(2) Each unit shall develop a records inventory that describes the categories of records created or maintained by the unit. The unit leader shall identify a records custodian or custodians for each category of record. Employees other than the records custodian may maintain records so long as the records custodian is aware of the records and able to retrieve them.

(3) Records may be maintained in paper or electronic form, so long as they may be identified and retrieved by the custodian. Maintenance and disposal of electronic records shall be determined by the content of the records, not the medium. Digitized paper records (such as scanned documents) may be maintained in place of paper records at the discretion of the department chair or director. Electronic records must be stored on a university-maintained shared drive.

(4) The maintenance of non-record materials should be avoided.

(5) When an employee leaves a unit, or the university, the unit leader shall ensure that any records in the separating employee's possession are properly transferred to a new records custodian. The unit leader is responsible for contacting information services and technology to arrange for the transfer of email and other electronic records to a new custodian before the accounts are scheduled to be deleted.

(E) Retention and disposal of records

(1) University archives is responsible for the university's records retention program in cooperation with the office of general counsel and will:

(a) Assist university departments and offices in the proper identification and preservation of active, inactive, and archival records;

(b) Retain and preserve necessary information to meet the university's administrative, financial, legal and historical needs;

(c) Help control costs and increase efficiency and through the systematic maintenance and disposal of university records; and

(d) Help increase employee awareness on liability, privacy issues, regulatory compliance and efficiency issues, as well as university history

(2) University records shall be retained for such period as is required by retention schedules approved by the university's general counsel. University records other than transitory records may be disposed of only in accordance with disposition instructions approved by the university's general counsel. Transitory records are to be discarded when no longer useful.

(3) Removal, destruction, mutilation, alteration, transfer or other disposition of university records except as authorized by the university archivist is prohibited and may result in disciplinary action.

(4) In circumstances in which litigation is filed or threatened, the office of general counsel shall issue a litigation hold on certain records.

(a) The litigation hold overrides any records retention schedule that may otherwise apply to the relevant records until the hold has been lifted by the office of general counsel. E-mail and computer accounts of separated employees that have been placed on a litigation hold by the office of general counsel will be maintained by information services and technology until the hold is lifted.

(b) No employee who has been notified by the office of general counsel of a litigation hold may alter or delete any record that falls within the scope of that hold. Violation of the hold may result in disciplinary action, as well as personal liability for civil and/or criminal sanctions by the courts or law enforcement agencies.

(F) Public records requests

The office of general counsel is responsible for responding to requests for public records pursuant to the Ohio public records act. All records custodians shall cooperate with the office of general counsel to identify and provide all records responsive to a records request. Determination of whether a university record is a public record shall be made by the office of general counsel.

(G) Internal records request

Department records custodians shall cooperate with internal records requests. All requests for data shall be approved by the relevant data custodian, as set forth in rule 3344-8-02 of the Administrative Code.

(H) Roles and responsibilities

(1) University archivist. The university archivist is generally responsible for the retention and preservation of university's permanent records. The university archivist may develop administrative procedures and guidelines for the management and retention of records, including a standardized records inventory and a university record retention schedule. Such administrative procedures and guidelines shall be approved by the general counsel.

(2) General counsel. The university general counsel is responsible for responding to requests for public records and for issuing litigation holds. The general counsel may develop administrative procedures for responding to public records requests.

(3) Information services and technology. Information services and technology is responsible for maintaining all systems and applications and for retention policies related to those systems and applications.

(4) Unit leaders. Unit leaders have overall responsibility for the creation, maintenance and retention of records for their department or office. Unit leaders shall ensure the development of a records inventory, shall identify records custodians, and shall oversee adherence to the records retention schedule.

(5) Unit records custodians. Each unit records custodian is responsible for maintaining records over which they have custody in a way that allows for the identification and retrieval of records when needed. Unit records custodians must also cooperate with the office of general counsel with respect to public records requests and litigation holds, and must implement the records retention schedule for the records over which they have custody.

History

• Effective: April 9, 2017
• Promulgated Under: 111.15

Chapter 3344-11 Appointment of Leadership

Ohio Adm.Code 3344-11-01 Faculty personnel policies.

(A) (Approved November 13, 1974; effective February 1, 1975; amended May 24, 1988, September 26, 1997, December 6, 2000, February 21, 2001, October 24, 2001, February 27, 2002, June 25, 2003, April 28, 2004, May 26, 2004, May 20, 2005, September 20, 2007, April 11, 2008, September 12, 2008, October 23, 2008, June 22, 2009, February 16, 2010, June 28, 2011, April 11, 2012, and May 20, 2013).

(B) The following personnel policies and bylaws apply to members of the bargaining unit only insofar as they deal with areas not covered by the Cleveland state university-American association of university professors ("CSU-AAUP") bargaining agreement currently in effect. In any case in which there is a conflict between these policies and the collective bargaining agreement, the collective bargaining agreement shall supersede.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-02 Definitions.

The following are definitions of key words and phrases used in rules 3344-11-01 to 3344-13-04 of Administrative Code:

(A) "Faculty"

All persons who have been granted full-time appointments by the board of trustees to the rank of professor, clinical professor, associate professor, clinical associate professor, assistant professor, clinical assistant professor, instructor, assistant college lecturer, associate college lecturer, senior college lecturer, research assistant professor, research associate professor, research professor, college of law clinical professor, college of law legal writing professor, professor of practice, associate professor of practice and assistant professor of practice. Faculty are members of a college as defined in paragraph (A) of rule 3344-13-01 of the Administrative Code. For definitional purposes within these rules, a freestanding school is the equivalent of a college, unless otherwise specified.

(B) "Contract"

The instrument issued annually by the university that specifies rank, tenure status, salary, schedule of salary payment, and any special terms of employment of a faculty member, such as a specific percentage of time assigned to administrative responsibilities. (This is not to be confused with the CSU-AAUP collective bargaining agreement, often colloquially referred to as "The Contract.")

(C) "Appointment"

The original admission to faculty rank and status at Cleveland state university granted by appropriate action of the board of trustees and the entering into a contract. An appointment continues throughout a faculty member's continuous service in the university. Neither promotion in rank nor the issuance of subsequent annual contracts constitutes appointment or "reappointment."

(D) "Tenure"

The status in the university established by formal action by the board of trustees granting the prerogative of a faculty member to employment on a continuing basis subject to dismissal only for the particular causes and after due process specified in this document.

(E) "Probationary period"

The maximum cumulative full-time service that a person eligible for tenure can be required to serve before the time the board of trustees must decide to confer tenure or to terminate the faculty member's appointment, (see paragraph (D)(1) of rule 3344-11-03 of the Administrative Code.)

(F) "Length of faculty service"

Those years of full-time academic service computed for purposes of tenure and promotion representing the sum of:

(1) The number of complete academic years (August through May) of full-time academic service, and;

(2) The whole number (e.g. 0, 1, 2...) obtained by adding together all fractions of academic years served and rounding to the nearest whole number. If the fraction is one-half, the fractions shall be rounded to the nearest lower whole number. Summer teaching shall not be counted in computing years of service, unless the provost and senior vice president for academic affairs (subsequently referred to as the provost) has agreed in writing to substitute a summer semester for an academic year semester of teaching. Leave of absences, paid or unpaid, shall count as years of service if the primary purpose of the leave of absence was scholarly activity other than the completion of the requirements for an degree, unless prior to any such leave of absence, there was a mutual agreement in writing by the faculty member, the faculty member's dean, and the provost excepting the leave from years of service.

(3) Years of service for purpose of promotion and tenure shall not include any year in which less than fifty per cent of assigned duties, as stipulated by contract, entailed departmental research and instruction.

(G) "Primary responsibility" (in personnel actions)

The contract designation at the time of a faculty member's original admission to faculty rank and status at CSU of the department, school, college, or academic unit as appropriate, which has primary responsibility for the making of recommendations for promotion, granting of tenure, and termination. Such primary responsibility can subsequently be transferred to another department, school, college, or academic unit with written consent of all parties concerned.

(H) "Personnel action"

Any decision or recommendation made by a person or persons with authority or responsibility in procedures relating to faculty appointment, termination or continuance of appointment, promotion, and the granting of tenure.

(I) "Peer review committees"

The mechanism through which faculty participate in personnel actions.

(1) Committees shall be formed from departmental faculty, the faculty of two or more cognate departments, or the faculty of a college, depending on the size, maturity, and strength of the academic unit involved in a given personnel action. The faculty body from which a committee is formed shall, hereinafter, be referred to as a grouping.

(2) Rules for the composition of committees.

Departments or schools shall come to an agreement with their dean as to which of three groupings in paragraph (I)(1) of this rule is appropriate for their situation in each type of personnel action. When agreement between the department and the dean is not possible, the decision shall be referred to the college faculty affairs committee.

(a) The various types of personnel actions may be performed by one or several committees as the grouping shall determine.

(b) The faculty of each grouping shall determine the means by which the members of the peer review committees shall be chosen. The selection process shall be subject to annual review in April.

(c) Committees shall consist of at least five members, have a majority of tenured members, and include only faculty at the rank of assistant professor or above. Department chairpersons shall not serve on these committees.

(d) Each committee shall select a chairperson who will receive and disseminate all information pertinent to committee actions.

(e) The names of members of the various peer review committees and their chairpersons shall be reported to the dean of the relevant college and shall be generally available to faculty and administration.

(J) "University personnel committee"

A committee of eight tenured faculty members shall assist the provost (through recommendations) on all personnel action recommendations that are in disagreement. The provost shall also have the discretion to refer any other personnel action to the university personnel committee. This committee shall also represent the faculty in certain matters related to the evaluations of chairpersons and deans. The functions of the committee are prescribed in these policies (see paragraphs (B), (D), (E), and (F) of rule 3344-11-03, paragraph (D) of rule 3344-11-06, and paragraphs (A) and (B) of rule 3344-11-07 of the Administrative Code. The bylaws of the faculty senate shall prescribe the procedures for its selection.

(K) "Dismissal"

The action that results in the ending of a tenured appointment or of a probationary appointment before the conclusion of any contracted term of service.

(L) "Termination"

The action that results in the non-reappointment of a faculty member serving under a non-tenured or probationary appointment at the conclusion of any contracted term of service.

(M) "Visiting professorship"

An appointment on a full-time, but temporary, basis in any faculty rank specified upon a contract of one year's duration, renewable for one additional year for a total of two years, whether consecutive or not. Persons holding such appointments shall not be eligible for tenured status or promotion, nor shall they be entitled to receive successive annual contracts nor any notice that their appointment will not be continued. Persons holding such appointments may seek faculty status through appointment to the professorial ranks set forth in this rule and according to the procedure set forth in paragraph (B) of rule 3344-11-03 of the Administrative Code, if they satisfy the criteria of such appointment as set forth in paragraph (A) of rule 3444-11-03 of the Administrative Code, hereof.

(N) "Emeritus/Emerita professorship"

The honored status awarded to a retiring or retired faculty member. Upon such appointment, the retiring faculty member shall be designated with their rank at time of retirement, appended with the emeritus/emerita honorific.

(O) "Adjunct professorship"

The appointment on a part-time, semester by semester basis in any faculty rank of a person who brings special skills, training, experience, or expertise to some aspect of the academic program of the university. Service to the university shall not be the faculty member's principal vocation.

(P) "Equal opportunity hearing panel"

A panel of twenty-one members of the faculty, including deans, associate deans, assistant deans, and chairpersons, that shall determine complaints of discrimination on the basis of race, religion, color, national or ethnic origin, sex, age, handicap or disability, sexual orientation, or special disabled or Vietnam-era veteran status by members of the faculty. The functions and the manner of selecting the panel are prescribed in these policies (see rule 3344-11-17 of the Administrative Code) and in the bylaws of the faculty senate (see paragraph (K)(6) of rule 3344-13-02 of the Administrative Code.)

(Q) "Department chairperson/director of school"

The department chairperson is the chief administrative officer of an academic department. All references to department chairpersons that appear in these personnel policies shall be understood to apply also to directors of schools.

Last updated May 4, 2026 at 7:40 AM

History

• Effective: May 3, 2026
• Promulgated Under: 111.15

Ohio Adm.Code 3344-13-04

Any proposed amendment to these bylaws, approved by the faculty senate and determined to be substantive by the faculty senate, shall be submitted to the members of the faculty to be voted on using a secure electronic or paper ballot. A positive vote by a majority of the members of the faculty voting shall be sufficient for the adoption of the proposed amendment after approval by the board of trustees.

Last updated November 27, 2023 at 12:07 PM

History

• Effective: November 26, 2023
• Promulgated Under: 111.15

Ohio Adm.Code 3344-13-01

(A) College faculties. Membership and bylaws (revised June 22, 2009.)

Each college, except the college of graduate studies and the honors college, shall have a college faculty constituted as follows: the president of the university; the chief academic officer; the dean, and associate deans, of the college if they hold one of faculty ranks listed in this paragraph; and all persons assigned to the college with the faculty rank of professor, clinical professor, associate professor, clinical associate professor, assistant professor, clinical assistant professor, instructor, assistant college lecturer, associate college lecturer, senior college lecturer, research assistant professor, research associate professor, research professor, college of law clinical professor, college of law senior clinical professor, college of law legal writing professor, college of law senior legal writing professor, professor of practice, associate professor of practice, assistant professor of practice and emeriti. In cases involving doubt as to the proper college or colleges to which a person is assigned, assignment will be made by the chief academic officer after obtaining the recommendation of the deans concerned.

(B) Governance rights of college faculty

With the exception of emeriti faculty, all members of a college faculty shall be eligible to participate in all aspects of faculty governance at all institutional levels (academic unit, college, and university), except for peer review committee (PCR) service, which is open solely to tenured faculty members.

(C) Each college shall establish a procedure for ensuring student participation in college committees.

(D) The college of graduate studies shall have a college faculty constituted as follows: the president of the university, the chief academic officer; the dean, and associate deans, of the college; all college deans; all full-time and adjunct faculty members of the university regularly engaged in graduate activities who apply for admission and are appointed to the graduate faculty by the dean of the college of graduate studies. The dean of the college and the graduate council shall establish standards for admission, continuance, resignation, and/or removal for cause of any member of the graduate faculty from the college of graduate studies. The dean shall maintain a current list of names of the graduate faculty members. Such standards, as well as the bylaws of the college, shall be approved by the faculty senate.

(E) A faculty organization and bylaws consistent with these bylaws shall be approved by each college faculty. It is the responsibility of the college faculty affairs committee or its equivalent to encourage consistency between college and university bylaws. The dean shall notify the secretary of the faculty senate as to the organization plan and bylaws adopted by the college faculty and any subsequent changes made in them. Approved college bylaws and personnel policies will be maintained in updated form by the secretary of the faculty senate.

(F) Calling meetings.

The college faculty shall meet upon call of the dean of the college. Additional means of calling meetings may be established by the college faculty.

(G) Chairperson.

The dean of the college shall either be chairperson of the college faculty or make provision for a chairperson to be elected by the college faculty.

(H) Powers.

The several college faculties shall have the following general powers:

(1) To adopt, alter, or abolish requirements for admission to the college subject to the approval of the faculty senate (see paragraph (F) of rule 3344-13-03 of the Administrative Code.)

(2) To adopt, alter, or abolish courses and curricula subject, in certain cases, to the approval of the faculty senate (see paragraph (E) of rule 3344-13-03 of the Administrative Code.)

(3) To create and abolish schools, bureaus, and departments of instruction within the college subject to approval of the faculty senate (see paragraph (E) of rule 3344-13-03 of the Administrative Code.)

(4) To adopt and abolish academic degrees administered by them subject to the approval of the faculty senate (see paragraph (E) of rule 3344-13-03 of the Administrative Code.)

(5) To recommend to the university curriculum committee and the faculty senate any changes in the subject matter requirements within the college, for graduation from the university or for the awarding of professional or advanced degrees (see paragraph (E) of rule 3344-13-03 of the Administrative Code.)

(6) To provide for the transaction of the business of the college as provided by the established precedents of the college and approved college bylaws and personnel policies.

Last updated October 17, 2024 at 8:33 AM

History

• Effective: October 17, 2024
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-03

This rule was filed with the Legislative Service Commission in PDF format and is presented here as filed.

View Rule Text

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-06

(A) Sanction procedures.

If the chief academic officer of the university believes that the conduct of a faculty member, although not constituting adequate cause for dismissal, is sufficient to justify sanction short of dismissal, such as suspension of service for a stated period or a formal letter of reprimand in a permanent file, then the chief academic officer may initiate a procedure to impose such a sanction.

(1) Sanction of a faculty member for just cause shall occur only because of:

(a) Demonstrated incompetence or dishonesty in teaching or scholarship; or

(b) Manifest neglect of duty; or

(c) Personal conduct that substantially impairs the individual's fulfillment of their institutional responsibilities (see rule 3344-11-14 of the Administrative Code), including but not limited to drug or alcohol abuse; trafficking in illegal drugs; and sexual, ethnic, racial, or religious harassment.

(2) The procedure is to be initiated by the chief academic officer. The faculty member shall receive a written statement of cause and efforts shall be made toward informal resolution of the problem. Should informal efforts be unsuccessful, or should a sanction be sought, the university faculty affairs committee shall be consulted. The faculty member shall be provided an opportunity within ten days for an informal hearing before the university faculty affairs committee (see paragraph (G)(2)(g) of rule 3344-13-03 of the Administrative Code), following which the appropriateness of a sanction shall be determined by the chief academic officer with the advice and consent of the university faculty affairs committee.

(3) At any time prior to the final resolution of the matter, the chief academic officer may temporarily relieve an accused faculty member of all academic responsibilities if the chief academic officer deems this action to be necessary in an emergency to prevent immediate harm to the faculty member or others at the university. However, the chief academic officer shall communicate this decision in writing to the university faculty affairs committee as soon as possible. The accused faculty member shall suffer no loss of pay or benefits during such a period of temporary suspension.

(4) Sanctions involving suspensions, with or without pay, or a possible reduction of salary in succeeding academic contracts are subject to the same formal process as prescribed for cases of dismissal of a faculty member (see paragraph (C) of rule 3344-11-06 of the Administrative Code).

(B) Cause for dismissal based upon charges.

(1) The following charges preferred against a faculty member shall ground a proceeding for dismissal:

(a) Professional incompetency;

(b) Substantial, willful, and persistent neglect, without justification or excuse, of an essential institutional duty, validly prescribed by the university;

(c) Conviction of a crime involving moral turpitude;

(d) Fraudulent credentials;

(e) Violation of proscribed behavior under rule 3344-11-14 of the Administrative Code.

(2) In addition to the foregoing, the Revised Code lists offenses, which are grounds for automatic suspension and, upon conviction, automatic dismissal (see rule 3344-11-16 of the Administrative Code.)

(C) Dismissal procedures.

Dismissal proceedings shall be conducted consistently with the 1958 statement of the ("AAUP") American association of university professors and ("AAC") association of American colleges. The preliminary proceedings described in the 1958 statement shall be conducted by an informal hearing committee provided for in the university bylaws and the formal proceedings, if necessary, shall be conducted as follows:

(1) Dismissal procedures against a faculty member shall be initiated by personal service upon such faculty member, or by certified and regular mail, of a written statement of charges, framed with particularity, by the chief academic officer.

(2) The affected faculty member shall have the right to an informal meeting with the chief academic officer within ten days of service of the statement of charges to provide the faculty member the opportunity to present to the chief academic officer facts and circumstances pertaining to the charges against the faculty member.

(3) The chief academic officer shall have seven days within which to respond to such additional information and shall revoke, modify, or issue the dismissal as originally stated. The notice of dismissal shall be by personal service upon the faculty member, or by certified and regular mail. The president of the university senate shall be notified of the action being taken.

(4) The faculty member may request a formal hearing by notifying the chief academic officer within ten days of personal service, or thirteen days of mailing, of the notice of dismissal, or the right to a hearing is waived. If the faculty member does request a hearing, the faculty member may submit a formal response to the charges in writing within twenty days after the formal request for a hearing is made.

(5) Upon receipt of the request for a formal hearing, the chief academic officer shall initiate the formal hearing process. Such process shall be as follows:

(a) The chief academic officer shall advise the president of the faculty senate of the request for a formal hearing.

(b) The faculty senate academic steering committee, pursuant to senate by-laws and rules, shall designate a member of the faculty senate to participate as a member of a tripartite hearing panel.

(c) The chief academic officer shall also appoint an administrator with tenured faculty status to the hearing panel to represent the office of academic affairs (hereinafter, "administration").

(d) The panel members designated by the faculty senate and the chief academic officer shall jointly contact the federal mediation and conciliation service, who shall appoint an impartial hearing officer who shall act as the chair of a tripartite hearing panel to hear the matter.

(6) A hearing shall be commenced within thirty days of receipt of the request for a formal hearing. The hearing shall be conducted pursuant to the applicable provisions of the Revised Code and Administrative Code applicable to agency hearings. Notwithstanding any provision of law or rule, during the proceedings, the faculty member shall be permitted to have an academic adviser and counsel of the faculty member's choice.

(7) A certified record of the hearing or hearings shall be taken by an official stenographer. A tape of the hearing or hearings shall be made available to the faculty member without cost to the faculty member, at the faculty member's request. If a transcript is required, the cost of such a transcript shall be borne by the university.

(8) The university bears the burden of proof by a preponderance of the evidence that cause exists to dismiss the faculty member.

(9) The hearing shall be held on a continuing basis. Adjournments shall be granted by the hearing panel for good cause.

(10) The faculty member shall be afforded an opportunity to obtain necessary witnesses and documentary or other evidence, and the administration shall, insofar as it is possible for it to do so and with due regard for confidentiality and privileged information, secure the cooperation of such witnesses and make available necessary documents and other evidence within its control.

(11) The faculty member and the administration shall have the right to confront and cross-examine all witnesses.

(12) In the hearing of charges of professional incompetence, the testimony may include that of individuals deemed by the panel to be experts in the field. Such qualification shall be agreed to by the panel members unanimously.

(13) The panel shall not be bound by formal rules of evidence and may admit any evidence which is of probative value in determining the issues involved. However, every possible effort shall be made to obtain the most reliable evidence available.

(14) The panel's findings of fact and decision shall be based solely on the hearing record.

(15) Except for such simple announcements as may be required, covering the time of the hearing and similar matters, public statements and publicity about the case is prohibited.

(16) The panel shall issue its decision within thirty days of the close of the hearing. The panel may affirm, disaffirm, or modify the discharge. The panel shall forward its decision to the university president.

(17) Upon receipt of the decision, the university president shall:

(a) Make the final determination based on the report, pursuant to the powers delegated to the president by the board of trustees and shall

(b) Forward the determination to the board of trustees for its ratification.

(D) Dismissal based upon financial exigency or academic reorganization.

Whenever the president has reason to believe that the university faces a situation of bona fide financial exigency requiring the dismissal of faculty or that justification exists for the discontinuance of a program or department of instruction necessitating the termination of regularly appointed faculty members, the president shall consult with the university personnel committee and obtain its advice and counsel before recommending such action to the board of trustees. The university personnel committee may, if it desires, take not more than ninety days to review any discontinuance, to formulate its advice and counsel, and to submit this advice and counsel to the president.

(1) Affected faculty members shall be able to have the issues related to their cases reviewed by the formal hearing committee established in the bylaws of the faculty senate with ultimate review of all controverted issues by the board of trustees. In every case of financial exigency or discontinuance of a program or department of instruction, the faculty member concerned shall be given notice as soon as possible. Tenured faculty and non-tenured faculty not notified before the schedule of notice in paragraph (E)(2) of rule 3344-11-03 of the Administrative Code shall be given at least twelve months' notice. Before dismissal or termination under this rule, the university shall make a good faith and verifiable effort to place affected faculty members in other suitable positions within the university. When a faculty member's dismissal is based upon financial exigency academic reorganization, the released faculty member's place shall not be filled by a replacement within a period of two years, unless the released faculty member has been offered reappointment and a reasonable time within which to accept or decline it.

(2) Faculty members shall be kept informed of possible anticipated programmatic changes and staffing needs. Where possible, faculty members shall be provided ample opportunity to develop the mutually acceptable level of competence to fill another position agreeable to the individual and to the university. Preferential consideration shall be given tenured faculty in the relocation process.

(E) Separation for medical reasons.

(1) A faculty member who is unable to perform usual and customary academic functions as described in rule 3344-16-02 of the Administrative Code may be involuntarily separated according to the following procedure:

(a) When the chief academic officer or designee has received substantial credible medical evidence of the faculty member's disability and determines that the faculty member is incapable of performing the essential functions as described in rule 3344-16-02 of the Administrative Code due to the disabling illness, injury or condition;

(b) The chief academic officer or designee shall request that the faculty member submit to a medical or psychological examination prior to the involuntary separation of the faculty member.

(2) If the faculty member disagrees with the findings of the medical or psychological examination, the faculty member may seek a separate medical examination at the faculty member's own expense. If there is a disagreement between the examinations secured by the administration and the faculty member, a third opinion shall be secured from an impartial medical professional who is independent of the other two examiners.

(3) Pre-separation hearing. The chief academic officer or designee shall institute a hearing prior to involuntarily disability separating a faculty member. The faculty member shall be provided written notice at least ten university working days in advance of the hearing. If the faculty member does not waive the right to the hearing, then at the hearing the faculty member has the right to examine the university's evidence of disability, to rebut that evidence, and to present testimony and evidence on the faculty member's own behalf.

(4) Based on the medical evaluations and the evidence presented at the pre-separation hearing, the chief academic officer shall then make a determination regarding the separation. If the chief academic officer or designee determines that the faculty member is capable of performing the essential functions, then the involuntary disability process shall cease and the faculty member shall be considered fit to perform the essential functions of the position. If the appointing authority determines that the faculty member is unable to perform the essential functions, then the chief academic officer shall issue an involuntary separation order. However, if a reasonable chance of recovery from illness exists for the faculty member in question, the faculty member shall be given an involuntary leave of absence for up to a period of nine months, based upon the recommendation of the medical professional assessing the faculty member's prospective time to recover. This involuntary leave is in addition to any FMLA or sick leave to which the faculty member is entitled and shall commence only after the faculty member has exhausted their FMLA and sick leave.

(5) Nothing in these provisions affects a faculty member's eligibility for sick leave and FMLA.

Last updated November 27, 2023 at 11:48 AM

History

• Effective: November 26, 2023
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-07

(A) Appointment of department chairs and school directors.

(1) Duties. The department chair/school director is responsible for leadership in the department/school; thus the department chair/school director shall:

(a) Have general administrative responsibility for the department/school's program and budget, subject to approval by the dean of the college.

(b) Make recommendations regarding department/school faculty concerning appointments, promotions, salary adjustments, dismissals, and the conferment of tenure.

(c) Promote the mission of the university, including its affirmative action policies.

(d) Promote department/school morale, quality teaching, research, scholarship, creative activity; and university, community, professional service.

(e) For departments/schools subject to a faculty collective bargaining Agreement (FCBA), work to implement, in cooperation with department/school faculty members, the faculty workload provisions of the current collective bargaining agreement.

(f) Foster democratic procedures within the department/school.

(g) Encourage and support program development.

(h) Share information with and solicit the views of members of the department/school on matters of general interest.

(i) Obey department/school bylaws.

(2) Terms of office. Departmental chairs/school directors report and are directly responsible to the dean of the college. Normal first term appointments shall be for four academic or fiscal years. Department chairs/school directors may be reappointed for a three-year term under the conditions specified in paragraph (A)(6) of this rule. Under exceptional circumstances and upon the recommendation of the provost and dean, the president may retain a department chair/school director beyond two consecutive terms with the approval of an absolute majority of the departmental faculty as defined by paragraph (A) of rule 3344-13-01 of the Administrative Code.

(3) Nature of search. Resources permitting, the provost may authorize an external search.

(4) Method of selection. The dean of the college, the college's faculty senators, and members of the department/school shall settle upon a method for choosing an appropriate search advisory committee. Normally, this advisory committee shall be composed of members of the department/school.

(5) For the purpose of the processes of department chair/school director selection and retention (see paragraph (A)(6) of this rule), "members" of the department/school shall mean those faculty in the department/school who are college faculty (excluding emeritus faculty) as defined by paragraph (A) of rule 3344-13-01 of the Administrative Code. For these purposes the department/school "faculty" shall be understood to include only those faculty whose primary responsibility lies in the department/school in question, rather than in another department/school or academic unit (see paragraph (G) of rule 3344-11-02 of the Administrative Code.)

(a) The search advisory committee may also include faculty members from one or more related professional fields or disciplines.

(b) To address special circumstances in the department/school or to meet affirmative action guidelines, the dean or the affirmative action officer may request the department/school to select additional committee members as needed.

(c) The search advisory committee shall then meet with representatives from the college's senate caucus, whose responsibility is to ensure fair voting - and in the case of internal searches, fair nominating - procedures. They may render additional types of assistance if requested by the committee.

(d) Once the procedure has been determined, members of the search advisory committee shall solicit and review applications or call for nominations, depending on the nature of the search. Subsequently, they shall arrange a vote of all department/school members on the acceptability of candidates.

(e) The search advisory committee shall then submit to the dean an unranked list of all candidates deemed acceptable by a majority vote of the department members as defined in paragraph (A)(4) of this rule. This list should be accompanied by commentary relevant to the dean's final decision.

(f) If two iterations of the search process (as described in paragraphs (A) to (E) of this rule) do not produce an acceptable candidate, the provost may invoke the following procedure:

(i) The provost shall present evidence to the university faculty affairs committee that the department/school is unlikely to reach consensus under its current composition and circumstances,

(ii) The university faculty affairs committee shall consider the provost's statement, and

(iii) The university faculty affairs committee may then approve an emergency process:

(a) The dean shall recommend to the provost the appointment of a chair from among the finalists recommended by the search advisory committees;

(b) This process shall be invoked only under the circumstances specified above, and only with university faculty affairs committee approval.

(g) Beyond the normal university affirmative action procedures, external candidates recruited by Cleveland state university for appointment as department chairs/school directors shall submit credentials to the academic department/school in question. In departments/schools subject to a FCBA, the department/school shall make a recommendation as to the individual's qualifications for tenured academic rank as set forth in the appropriate article of the relevant and current FCBA collective bargaining agreement.

(h) In the case of an interim or acting department chair/school director, the dean of the college shall consult with the members of the department/school before the appointment is made. Under normal circumstances, an interim or acting department chair/school director should not serve for more than two years. Should an interim or acting department chair/school director succeed in a regular appointment, the normal four-year first term shall begin from the date of the regular appointment.

(6) Review and continuance.

(a) Schedule of reviews. The provost's office is responsible for the mechanics (e.g. scheduling, providing appropriate forms, and collecting responses) of review of department chairs/school directors.

(i) Department chairs/school directors shall be reviewed annually by the dean. At least every third year, the dean shall seek the departmental members'¹ evaluation of the chair/director's performance, based on the criteria for review indicated in this paragraph. The evaluation forms shall also make provision for written comments and an overall evaluation of the department chair/school director's service as excellent, satisfactory, or unsatisfactory. The evaluation of department chairs/school's service may be conducted electronically or by paper ballot. In either case, all faculty evaluations shall be de-identified; evaluators' identities shall not be linked to their evaluations.

(ii) The dean shall provide a report on the evaluation responses, including the quantitative data (the responses to the overall evaluation) and a summary narrative of qualitative responses. The dean will convey the report to the members of the department/school. If concerns are raised about the accuracy of the report, the university faculty affairs committee will evaluate these concerns, and may require the dean to provide them with all documents pertaining to a department chair's/school director's evaluation, so that the committee can judge the accuracy of the report. If the committee identifies any discrepancies, the dean shall revise and re-issue the report to the members of the department/school.

(iii) The dean shall take the evaluation into account when considering reappointment and shall report on the evaluation results in the college's annual report to the provost. The dean shall inform department/school members in a timely manner of the reappointment decision.

(iv) A majority of the department/school members, as defined in paragraph (A)(5)(b) of this rule) may request an unscheduled departmental/school review of the chair/director. If, after any of these prescribed or optional reviews, the dean and a majority of the department/school members (as expressed by their quantitative responses to the overall evaluation) are in clear disagreement over the retention of a chair/director, the decision may be appealed to the university faculty affairs committee and the provost.

(b) Criteria for review. In evaluating the performance of a department chair/school director, the dean and faculty shall consider both the general overall leadership provided by that chair/school director and the following specifics:

(i) Administration of the department/school's program and budget;

(ii) Timeliness, objectivity, and fairness in recommendations concerning appointments, promotions, salary adjustments, dismissals, and conferment of tenure of department/school faculty;

(iii) Promotion of department/school morale, quality teaching, research, scholarship, creative activity, and university/community/professional service;

(iv) Promoting the mission of the university, including its affirmative action policies, where appropriate;

(v) Objectivity and fairness in discussions with individual faculty regarding faculty workload plans in accordance with the provisions of the current collective bargaining agreement;

(vi) Fostering of democratic procedures;

(vii) Encouragement of and support for program development;

(viii) Performance in accord with approved departmental/school bylaws; and

(ix) Evidence that information has been shared with and views solicited from members of the department/school on matters of general interest.

(c) Additional review criteria. At the discretion of the dean, additional specific evaluation criteria specific to each department/school may be employed. If such additional criteria are to be included in evaluations, the dean should inform the department chairs and school directors of these standards at the beginning of each academic year. For illustrative purposes, these additional criteria may include: student (undergraduate and graduate) enrollment, retention and graduation rates; external grant activity; community outreach activities; maintaining accreditation standards; student outcomes; and research-publication activity.

(B) Appointment of deans of colleges.

(1) Duties. The dean of a college:

(a) Shall have the general administrative responsibility for the program and budget of the college, subject to approval by the provost of the university.

(b) Shall recommend to the president appointments, promotions, salary adjustments, dismissals, and the conferment of tenure with regard to the college faculty.

(c) Shall promote the mission of the university including its affirmative action policies.

(d) Shall encourage and promote college morale, research and scholarship, and quality teaching.

(e) Shall cultivate democratic management by sharing information on all matters of general college interest with all the members of the college faculty and by consulting them on all significant actions as required by the college bylaws.

(f) Shall abide by applicable policies in the relevant and current FCBA.

(2) Method of selection. The provost shall meet with the college's elected faculty senate members. Together they shall determine the method of choosing the selection committee. The committee established to make recommendations on the selection may differ from case to case according to the particular situation. Considerations involved in deciding on the selection committee may include the size of the college, the relative strength of departments within the college, the administrative policy and procedures of the previous dean, the state of morale in the college, the degree of cooperation between the college and other colleges, and other relevant factors. Normally the selection committee shall be composed of college faculty. For these purposes the college faculty shall consist of those faculty members whose primary responsibility, as set forth in paragraph (G) of rule 3344-11-02 of the Administrative Code, is in the college in question and who are members of that college faculty as defined by paragraph (A) of rule 3344-13-01 of the Administrative Code, with the exception of emeritus faculty. Faculty members from one or more other colleges may be added to the committee. The selection committee may request the services of one or more consultants. The committee shall solicit recommendations and interview prospective appointees. The committee shall recommend to the provost and the president or the president's representative the names of individuals considered acceptable for appointment. All the persons involved in the selection shall work closely together in attempting to achieve agreement on the individual who shall finally be offered the appointment through the customary procedure of the university. The dean of a college whose faculty are represented by a FCBA shall apply to the department for rank and tenure in accordance with the qualifications specified in the appropriate section of the current FCBA. The rank and tenure of the dean of the Cleveland Marshall college of law shall be recommended by that college's personnel action committee.

(3) The appointment of an acting dean shall be made by the provost in consultation with the elected members of faculty senate representing the college concerned, and if applicable, with the department chairs/school directors of that college.

(4) Review and continuance. Assessment of the performance of deans is the responsibility of the provost. One component of this assessment is the evaluation of decanal performance by both full-time faculty and departmentt chairs/school directors.²

(a) Each dean shall be evaluated formally in the spring of every fourth year. The provost shall prepare evaluation forms which shall provide for an evaluation of a dean for each duty specified above in paragraph (B)(1) of this rule. The evaluation forms shall also make provision for written comments and an overall evaluation of the dean's service as excellent, satisfactory, or unsatisfactory. In addition, the forms shall be labeled "department chair/school director" or "College Faculty Member" so that the evaluations by these two constituencies may be separated. The dean may be removed from office at the end of any contract year by the provost.

(b) The evaluation of the dean's service may be conducted electronically or by paper ballot. In either case, all faculty evaluations shall be de-identified; evaluators' identities shall not be linked to their evaluations.

(c) The provost shall provide a report on the evaluation responses, including the quantitative data (the responses to the overall evaluation) and a summary narrative of qualitative responses. The provost will convey the report to the dean and members of the college. If concerns are raised about the accuracy of the report, the university faculty affairs committee will evaluate these concerns, and may require the provost to provide them with all documents pertaining to a dean's evaluation, so that the committee can judge the accuracy of the report. If the committee identifies any discrepancies, the provost shall revise and re-issue the report to the members of the college. The report shall not be included in any personnel file or permanent record.

(d) Additional review criteria.

At the discretion of the provost, additional specific evaluation criteria specific to each dean and college may be employed. If such additional criteria are employed, the provost should inform the dean of these standards at the beginning of each academic year. For illustrative purposes, these additional criteria may include: student (undergraduate and graduate) enrollment, retention and graduation rates; external grant activity; student success and outcomes; community outreach activities; research-publication success; maintaining accreditation standards; and external fund raising.

Last updated November 27, 2023 at 11:48 AM

History

• Effective: November 26, 2023
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-17

(A) Purpose. The purpose of this rule is to establish a staff senate as the representative body for professional staff members of Cleveland state university as defined in rule 3344-61-01 of the Administrative Code, and non-bargaining classified employees of Cleveland state university as described in rule 3344-63-01 of the Administrative Code (such professional staff members, and non-bargaining classified employees, are collectively referred to herein as "staff").

(B) Policy.

(1) The Cleveland state university staff senate is an advisory body created to advocate for matters of interest to staff, and to make recommendations to the president and senior university leadership regarding such matters. The staff senate shall act in an advisory capacity only, except when specifically authorized in writing by the university administration or by university policy to perform other functions.

(2) The staff senate shall:

(a) Solicit feedback and input from staff regarding specific policies, proposals or initiatives and report that information to the university administration;

(b) Assist the university administration in communicating with staff about proposals, policies or initiatives of particular interest to the staff;

(c) Plan, assist in the planning and conduct morale building and professional development activities for staff; and

(d) Research and recommend to the university administration proposals, policies and initiatives that are of specific interest to the staff.

(3) The bylaws of the staff senate govern the conduct of its affairs. The bylaws are intended to address matters of staff senate governance that are not otherwise addressed by a university policy. In the event of a conflict between the staff senate bylaws and a university policy, the university policy shall prevail. Any bylaw may be amended or repealed by the staff senate as set forth herein and must be approved by the board of trustees if the change is material to the substance of the bylaws or fundamentally changes the purpose of the staff senate.

(C) Bylaws.

(1) Name and purpose.

(a) The name of this organization is the Cleveland state university staff senate.

(b) The staff senate is a representative body of the university's staff, and shall serve the following functions:

(i) To be recognized with faculty and student bodies in advising university administration;

(ii) To provide feedback, recommendations and advice to the university president and senior leadership team on issues relevant to the staff senate and its members;

(iii) To update and advise university administration on the working conditions and practices relative to staff compensation, benefits grievances and more; and

(iv) To support leadership, networking and professional opportunities for staff senate general members.

(2) Members.

(a) Eligible staff senate members include all benefits-eligible staff of Cleveland state university as defined in paragraph (A) of this rule.

(b) Staff senate strives for a representative and diverse membership reflecting all constituent groups with equitable representation among the university's various colleges, units and departments.

(3) Senators.

(a) Staff senate will consist of twenty-one elected senators, including officers, and each senator shall serve a two-year term, beginning at the August staff senate meeting. Senators may serve no more than two consecutive terms. Notwithstanding the preceding, a member may be nominated for an open senator seat following a one-year hiatus from serving as a senator.

(b) Senators will be elected to staff senate per stated qualifications through a regular election process or, in case of a vacancy, through appointment by the senate president in consultation with the staff senate executive board.

(c) Senators missing more than three regularly scheduled meetings of the staff senate in any rolling twelve-month period shall be automatically removed from office, without further action needed by the staff senate.

(d) Senators may resign voluntarily by delivering written notice of resignation to the senate president. A senator will be deemed to have resigned automatically upon: the ending of their employment with the university for any reason; if the senator's primary role is no longer staff (e.g. promotion, transfer); placement on indefinite leave, or definite leave for more than four months; becoming covered by a collective bargaining agreement; or, entering into a written employment contract with the university inconsistent with service as a senator.

In the case of a resignation under this provision, the senate president shall appoint an eligible member to fill the remainder of the unexpired term. In the case of a resignation by the president, an appointment shall be made by the senate vice president in consultation with the staff senate executive board.

(e) Nomination and term of senators.

(i) Nominees for senator must have prior approval from their direct supervisor or manager.

(ii) Initial senator nominees shall be elected by a vote of the members at the first meeting of the staff senate. Eleven of the initial senators shall be classified as class A senators and shall serve an initial term of three years. Ten of the initial senators shall be classified as class B senators and shall serve an initial term of two years.

(iii) At the monthly staff senate meeting occurring prior to the expiration of the initial term of class B senators, and occurring annually thereafter, the staff senate will accept nominations for eligible members to serve as senators or officers for vacant seats. The membership and elections committee will notify those voting, call for nominations, prepare ballots and facilitate the election.

(iv) A member appointed to fill a vacated senator seat shall serve the remainder of the unexpired term.

(4) Officers.

(a) Officers of staff senate shall include president, vice president, secretary and treasurer (collectively, the "executive board").

(b) The president shall:

(i) Be responsible for setting the strategic direction of the staff senate consistent with the strategic direction of the university in partnership with the staff senate executive board and in accordance with these bylaws, the university policies and procedures and committee policy;

(ii) Serve as the official staff senate representative to university administration and other university entities, and refer matters submitted for the staff senate's attention to the appropriate governance committee(s);

(iii) Preside at staff senate and executive board meetings;

(iv) Appoint members to fill the unexpired term of senators or officers; and

(v) Authorize the use of budgeted funds with the consent of the staff senate executive board.

(c) The vice president shall:

(i) Assist the president and perform duties of president in their absence; and

(ii) Chair the membership and elections committee.

(d) The secretary shall:

(i) Record and publish official and accurate minutes of the general staff senate meetings;

(ii) Maintain records of all staff senate minutes and other staff senate documents and records;

(iii) Develop the correspondence of staff senate;

(iv) Ensure the staff senate website is maintained and up to date; and

(v) Schedule and announce meetings of the staff senate.

(e) The treasurer shall:

(i) Create the annual budget and submit it to the staff senate executive board for approval;

(ii) Provide regular budget updates to staff senate; and

(iii) Preserve all financial records of staff senate.

(f) The staff senate president, in consultation with the staff senate officers, may appoint other officers as may be deemed necessary by the staff senate.

(g) Election of officers:

(i) Except for the staff senate's first year of existence, a senator must serve on the staff senate for one full year to be eligible to hold an officer position.

(ii) The election of officers will take place at the final staff senate meeting of the fiscal year. The term of office for all newly elected officers will begin at the start of the next fiscal year.

(iii) Except when serving to complete an unexpired term, officers shall serve a term of two years. Officers shall assume their duties immediately following the June meeting.

(iv) The president shall appoint members to fill the unexpired term of officers.

(v) An elected or appointed officer may be removed by a majority vote at a regular meeting.

(5) Staff senate committees:

(a) There shall be four standing committees in order to conduct staff senate business more efficiently.

(i) Committee meetings are open to all staff, but only official committee members may vote on committee matters.

(ii) A quorum is defined as a majority of the members of the committee.

(iii) Following the confirmation of senators to standing committees, a committee chair will be elected by a majority vote of the committee members.

(b) Standing committees of the staff senate:

(i) Membership and elections committee: will facilitate the staff senate election process as outlined by the governance committee, provide staff senate with nominees for open positions on standing committees and develop the new member orientation and training program.

(ii) Communication and recognition committee: will provide important and transparent information to staff senate membership, send out staff senate news and update and maintain the staff senate website in collaboration with the secretary. This committee will also plan and market staff senate events, including staff recognition and professional development or service opportunities.

(iii) Finance and human resource committee: will support the strategic direction of the university with emphasis on the staff experience. The committee will consider all financial, planning, human resource and budget decisions to ensure a supportive environment for staff. Finally, the committee will manage the staff senate budget and pursue funding opportunities.

(iv) Governance committee: will provide structure, policies and procedures to ensure effective functioning of staff senate. The committee will review bylaws annually and propose amendments as needed, monitor governance policies and practices to ensure effective staff involvement in university decision making, determine membership, nomination, and election procedures and address all governance matters brought to its attention.

(c) Ad hoc committees may be developed for specific, time-limited purposes as needed and determined by the staff senate executive board.

(6) Meetings and voting.

(a) Staff senate will hold monthly meetings.

(b) Special meetings may be called by the president or by a one-third vote of the senators, provided that at least two officers are included in that vote.

(c) Voting shall occur as follows:

(i) A quorum of senators is required to conduct staff senate business.

(ii) For the purposes of voting, a majority is defined as more than half of all senators in attendance at a staff senate meeting.

(iii) Voting during each staff senate meeting will be by the method prescribed by the president or committee chair at the time of the vote.

(iv) At the request of the president, a vote may be taken by mail, text message or email. Votes taken via these methods require a majority vote.

(v) No senator shall have more than one vote, and proxy voting is not allowed.

(7) Budget.

(a) Control of the staff senate budget and operating expenses will be the responsibility of the finance and human resource committee and approved by the staff senate executive board.

(b) The treasurer will present an annual operating budget at the first executive board meeting of the fiscal year that outlines the expected budget and expenditures as well as special projects or other areas of financial concern.

(c) The staff senate budget may be determined annually as a line-item allocation in the university's budget.

(8) Bylaws, amendments and approvals.

(a) Bylaws will be reviewed annually by the governance committee to determine if amendments or revisions are needed.

(b) Technical changes are understood to include renumbering articles and sections, updating administrative titles and making other non-substantive revisions to improve accuracy and clarity. The staff senate executive board will approve technical changes by a majority vote.

(c) Any amendment, repeal or fundamental alteration of these bylaws can be adopted by two-thirds vote of the members present at any regular or special meeting of staff senate, provided written notice of the meeting and the proposed amendment(s) are given to the members at least one month prior to the meeting. Any amendment, repeal or alteration shall become effective immediately upon posting to the legislative service commission site.

(D) Policy review cycle. The responsible official is responsible for keeping the assigned university policy current and for the performance of periodic reviews to ensure that the policy complies with and reflects current laws, regulations, accreditation standards and higher education best practices. At a minimum, every five years, a policy is to be reviewed by the responsible official who will recommend whether the policy should be reaffirmed without revision, amended or rescinded. Policies may be reviewed on an earlier timeline depending on necessity and change in law or practice.

Last updated December 18, 2025 at 8:55 AM

History

• Effective: December 18, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-13-02

(A) Membership categories (revised XXXX). There shall be a faculty senate constituted as follows:

(1) For purposes of apportionment, university faculty affairs committee (UFAC) will use a census date of September fifteenth each year for the numbers of eligible faculty, as defined in paragraph (A) of rule 3344-13-01 of the Administrative Code, excluding emeriti faculty.

(2) Elected members as follows:

(a) Each college, excluding the college of graduate studies and the honors college, will elect four representatives. Each college, excluding the college of graduate studies and the honors college, with more than twenty faculty members, will elect one additional representative for every fifteen additional faculty members. Example: if a college has thirty-five to forty-nine members, the college would elect one more senator for a total of five senators; if a college has fifty to sixty-four members, the college would elect two additional senators for a total of six senators, and so on;

(b) Two representatives of the teaching faculty from the college of graduate studies; and

(c) The professional librarians shall have one voting representative elected from and by their membership.

(3) Corresponding members: the president of the university, the chief academic officer, the deans of each college, and other appropriate administrators (not to exceed ten in number) designated by the president of the university; two representatives from the professional staff organizations, two retired faculty association representatives, and four student representatives shall be corresponding members with the right to participate in discussions but without the right to vote. Administrators not currently corresponding members may be called to faculty senate meetings for information purposes.

(B) Selection of elected members.

The elected members shall be chosen in the following manner:

(1) Eligibility. Only a member of a college faculty (paragraph (A) of rule 3344-13-01 of the Administrative Code) shall be eligible to vote for and act as a representative for the college. A member of more than one college faculty shall be eligible to represent only one, except that a member of the teaching faculty of graduate studies shall be eligible to act as a representative from either this college or the other college to which they are assigned, but not both. Only those members of a college faculty other than the president, the chief academic officer, the dean, associate deans, assistant deans, vice provosts, associate provosts, assistant provosts, and executive assistants to the president shall be eligible to serve as elected college representatives to the faculty senate.

(2) Representatives shall serve two-year terms and not more than three terms consecutively. In the first year's election, half the representatives from each college shall serve only a one-year term. Those receiving the larger number of votes in the initial election will serve two years. The initial one-year term shall count as one of the three consecutive terms for which a representative may serve.

(3) Each college faculty shall set up a procedure for nominating at least twice the number of representatives to be elected. The college shall select the required number of representatives by secure electronic or paper ballot to be supervised by a body designated by the college faculty. This election shall take place during the spring semester of each academic year on a schedule such that the balloting is completed, counted, and senators selected by March fifteenth. Members elected take office on August fifteenth.

(4) When faculty senate representative positions are vacated during the term of office, the representatives to faculty senate from the college concerned shall elect temporary replacements. At the next regular election, each vacancy shall be filled by an election for the unexpired term. A person so elected to fill out one year of an unexpired term shall be considered as having served one of the three consecutive terms for which a representative may serve.

(5) If the number of faculty senate representative positions decreases below the number of continuing representatives to faculty senate from a college, the current members will remain in place until expiration of their term.

(C) Selection of professional representatives.

The corresponding members representing the two professional staff organizations shall be chosen in the following manner:

(1) Eligibility. Only professional members of the two professional staff organizations shall be eligible to act as corresponding non-voting representatives for the professional members of the professional staff organizations in the faculty senate.

(2) Professional representatives shall serve two-year terms and not more than two terms consecutively. Upon ratification of this provision those eligible to vote according to paragraph (C)(1) of this rule will elect two members from each of the two professional staff organizations, one of each organization as determined by lot shall serve two years, the other of each organization only one. The initial one-year term shall count as one of the two consecutive terms for which a representative may serve. Each professional organization shall set up a procedure for nominating at least twice the number of representatives to be elected. They shall select the required number of representatives by mail ballot to be supervised by a body designated by the total membership of each group. Election shall take place during the spring semester of each academic year. Members elected take office on August fifteenth (revised February 27, 2002.)

(3) Faculty senate positions (paragraph (C)(2) of this rule) vacated during term of office will be filled until the next election by appointment by the academic steering committee of faculty senate from among those eligible. At such next election each vacancy shall be filled by an election for the unexpired term.

(D) Selection of retired faculty association representatives.

The two corresponding non-voting members of the retired faculty association shall be selected according to a procedure that is determined by the association. Members selected take office on August fifteenth, (revised February 27, 2002.)

(E) Selection of student representatives.

The four student corresponding non-voting members shall be appointed by the student appointments board for terms of one year each. Such students shall have earned forty-five credit hours and shall have a GPA of at least 2.50 for all credit hours earned. No student may be appointed unless an adequate and timely notice requesting student applications appears in student publications. Vacancies in student membership on faculty senate occurring during the term of office shall be filled by the student appointments board for the remaining term of service when one full semester or longer (summer term not included) remains of his or her term of service.

(F) Faculty senate quorum.

A majority of the voting members of the faculty senate shall constitute a quorum.

(G) Faculty senate officers.

The faculty senate shall be served by three officers chosen from its elected membership (paragraph (A)(1) of this rule). These three faculty senate officers shall be senate president, the senate vice president, and senate secretary.

(1) Senate president's duties and responsibilities. The faculty senate president shall:

(a) Preside at all meetings of the faculty senate;

(b) Preside at all meetings of the academic steering committee;

(c) Officially inform in writing the university president or other appropriate administrative officers of the formal transactions of the faculty senate;

(d) Officially represent the interests of the faculty as a faculty representative to the board of trustees of Cleveland state university;

(e) Informally represent the interests of the faculty to university administrators and, when appropriate, to other intra-university and extra-university agencies;

(f) Manage the faculty senate administrative office (paragraph (G) of this rule);

(g) And perform such other duties as may be assigned by these bylaws and by actions of the faculty senate.

(2) Senate vice president's duties and responsibilities. The faculty senate vice president shall:

(a) Preside at meetings of the faculty senate and the academic steering committee in the absence of the senate president;

(b) Assume all of the duties of the senate president whenever they are absent from campus or otherwise incapacitated by illness or injury for more than two consecutive weeks;

(c) And perform such other duties as may be assigned by these bylaws, by the senate president, and by actions of the faculty senate.

(3) Secretary's duties and responsibilities. The faculty senate secretary shall:

(a) Supervise the preparation and distribution of the agenda for faculty senate meetings to all members at least one week prior to all scheduled meetings;

(b) Supervise the preparation and distribution of the minutes of the meetings of the faculty senate. Such minutes shall be distributed within ten days following faculty senate meetings.

(c) Conduct all university-wide faculty elections, provide timely notice to college faculties of needed college nominations for appointments and elections, and receive notification of the results of all collegewide faculty elections.

(d) Serve as the archivist of important faculty senate documents, including minutes, correspondence, reports, and similar documents;

(e) And perform such other duties as may be assigned by the bylaws, by the senate president, and by actions of the faculty senate.

(H) Election of officers

(1) Elected members of the faculty senate who have served as a chair of a standing faculty senate committee or as an elected member of the faculty senate for at least one year and who are full-time faculty with at least four years of service at CSU and have achieved the rank of associate professor or professor, associate college lecturer or senior college lecturer, associate professor of practice or professor of practice, clinical associate professor or clinical professor, college of law clinical professor or senior clinical professor or college of law legal writing professor or senior legal writing professor shall be eligible for election to the offices of faculty senate president, vice president, or secretary.

Elections for the offices of president and secretary normally shall be held in even years and for vice president in odd years, except that any vacancy in any of the three offices shall be filled by election during the spring semester of that academic year.

(2) The terms of office for all three positions shall commence at the start of the fall semester subsequent to the spring election and shall continue for two years, with no more than two consecutive terms to be served by any faculty member in any single office. Outgoing senate officers will work with officers-elect during the summer semester after the election to ensure a smooth transition into the new academic year.

(3) The procedures governing regular elections shall be as follows:

(a) Immediately following the election of senators each year (to be completed no later than March fifteenth, per paragraph (B)(3) of this rule), the faculty senate president shall appoint three elected members of the academic steering committee, each representing a different college, to serve as the nominating committee. This nominating committee shall nominate of its own motion up to two candidates for each of the offices to be filled. The nominating committee shall add to the slate of nominees' any and all nominations by petition, signed by at least five elected members serving on the faculty senate in the following academic year and received by the nominating committee by April first (revised September 12, 2008).

(b) The nominating committee shall determine the willingness of proposed candidates to serve in advance of entering their names into nomination. Each person so nominated shall submit concurrently a brief biographical sketch and may contribute a brief voluntary statement.

(c) At the final steering committee meeting of the academic year the nominating committee shall provide faculty senate members with the final slate of candidates for each office to be filled. Under each candidate's name shall be the brief biographical sketch and, if received, the candidate's statement.

(d) From their final slate of candidates, the nominating committee will distribute either a secure electronic or paper ballot of senators continuing in the following year and senators-elect. Elections shall be by a majority of the votes cast. In the event that a majority is not received by any candidate, the two candidates receiving most votes will be retained and another vote shall be conducted.

(e) Elections must be completed by the final faculty senate meeting of the spring semester, where results will be announced. President-elect, vice-president-elect, and secretary-elect will have the opportunity to work with outgoing executive committee members in order to provide a smooth transition from one year to the next.

(I) Faculty senate administrative office.

To assist the faculty senate officers, committee chairpersons, members, and others, a faculty senate administrative office shall be established. This administrative office shall be staffed adequately by the chief academic officer with a secretary and appropriate office facilities. The three officers shall be accorded released time commensurate with their responsibilities.

(J) Faculty senate meetings.

Written notice of the time and agenda of all meetings of the faculty senate shall be given to members of the faculty senate by the faculty senate secretary approximately one week in advance of the meeting. The faculty senate shall schedule a meeting at least once each month from September through May. Meetings in addition to the regular monthly meeting may be held on call of the faculty senate president or on the written request to the faculty senate secretary of six elected members of the faculty senate. Meetings shall be open to all members of the university community. Visitors from outside the university may attend by permission of the faculty senate.

(K) Faculty senate duties and responsibilities. The faculty senate shall have the duties and responsibilities to:

(1) Initiate educational and academic policies of the university. The faculty senate shall have the authority to designate ad hoc committees for this purpose and to act upon reports from any university committee to the extent that the academic policies of the university are affected. There shall be standing committees of the faculty senate as specified in these bylaws (rule 3344-13-03 of the Administrative Code).

(2) Adopt rules to effectuate the educational and academic policies of the university.

(3) Bring up for consideration proposals on matters pertaining to the general welfare of the university, including any parts of it such as faculty, students, or administrative units.

(4) Make recommendations to the administration relative to buildings, budget priorities, and new proposals and developments.

(5) Act upon all matters of routine faculty business in pursuance of already established university policies.

(6) Elect members to the equal opportunity hearing panel. Four of the total of twelve faculty members shall be elected each year for a three-year term. The election shall take place in the spring semester of each academic year.

(7) Summaries of the actions of the faculty senate shall be sent to all members of the university faculty and professional members and student members of faculty senate within approximately fifteen days following the meeting.

(L) Faculty senate voting (revised September 20, 2007).

Issues brought before the faculty senate shall be decided by a majority of members present and voting, except that members of Senate standing committees shall be elected by plurality vote. Voting shall be by voice or show of hands, except that a secret ballot may be taken by a majority vote of those present and voting.

(M) Faculty senate procedures.

All meetings, except as otherwise provided for by the faculty senate, shall be conducted according to the most recently revised edition of Robert's Rules of Order.

(N) Faculty senate attendance.

A faculty senator who cannot attend a senate meeting shall provide notice to the faculty senate secretary no fewer than twenty-four hours in advance of the meeting. Failure to provide such notice will constitute an unexcused absence for the senator, to be recorded by the faculty senate secretary. If a senator accumulates two unexcused absences during an academic year, the faculty senate secretary will inform the caucus of the college represented by the senator of the absenteeism. If a senator has been declared an absentee, the college caucus will have the option to replace the absentee senator using the temporary election provisions described in paragraph (B)(4) of rule 3344-13-02 of the Administrative Code.

Last updated February 19, 2026 at 7:48 AM

History

• Effective: February 19, 2026
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-04 Conflict of interest.

While faculty are expected to act according to the highest standards of professional ethics, conflicts of interest may arise to varying degrees in numerous situations. Traditional safeguards and the good conscience of individual faculty members may be relied upon to maintain high ethical standards, yet in the areas of faculty activity described in this rule, the overall perception of total fairness is deemed so important that specific safeguards are given:

(A) Nepotism.

No person shall initiate or participate in any decision involving a direct benefit (e.g., initial appointment, continuance of non-tenured appointment, promotion, tenure, salary increment, leave of absence) to a member of their immediate family (here defined as spouse, parent, child, or sibling). Where such a relationship exists, the provost shall approve a procedure that shall eliminate such related person from any role in direct benefit decisions affecting the other related person. The president shall replace the provost in the function described in this rule if the provost is involved in a direct benefit decision affecting a member of the provost's immediate family.

(B) Other relationships.

Conflicts of interest may arise in other situations which do not involve a relationship involving an immediate family member identified in paragraph (A) of this rule. Such situations could include, but are not limited to members of the extended family, an ex-spouse, or a current (or ex-) partner, or a current (or ex-) fiance(e). Other examples could include a financial relationship in which financial concerns are present. Individuals in these situations should inform the provost and the provost shall make the final determination of the individual's ability to participate in the decision-making process. The president shall replace the provost in the function described in this rule if the provost is the involved person.

(C) Faculty awards and internal research grants.

No faculty member seeking, or having been nominated for, internal research grants or any other award in recognition of excellence or outstanding performance shall use their authority or influence with the university to affect the outcome of their case. Such a faculty member may serve on the evaluating committee, but shall not participate in any deliberations or decisions made by the evaluating committee on their particular case. Appropriate safeguards shall be put into place by the evaluating committee to prevent the faculty member from indirectly influencing their case, for instance through inside information or through artificially lowering the assessment of competing cases.

(D) Personnel actions.

(1) No faculty member seeking, or having been nominated for, tenure and/or promotion shall participate in any deliberations or decisions made by the same peer review committee (or personnel action committee), college peer review committee, university peer review committee or university personnel committee during the academic year in question. Agreement to serve on such a committee shall be construed as agreement not to receive direct benefit from decisions made by the committee.

(2) No faculty member shall participate in the discussion and/or vote in a given personnel action both at the university personnel committee (UPC) level or university peer review committee (UPRC) level and at either the college or departmental peer review committee (PRC) level. If the entire faculty of a college constitutes its PRC, the conflict of interest provision would be invoked only when a UPC member or a UPRC member has been delegated a substantial role other than as a voting member of the body in the evaluation process at an earlier stage. The faculty member shall choose at which level to participate.

(E) Dual status as a student and faculty member.

No faculty member at Cleveland state university may enroll in any Cleveland state university course in which credit will be awarded toward the degree program in which that faculty member serves. No student at Cleveland state university may serve as instructor of record in any Cleveland state university course in the degree program in which that student is enrolled.

(F) Dual status as a faculty member and administrator.

Faculty members who also hold administrative positions including president, provost, vice provost, dean, associate dean, assistant dean, department chair, school director or any other administrative position that automatically takes them out of the bargaining unit shall not participate in department-level votes.

Last updated November 27, 2023 at 11:48 AM

History

• Effective: November 26, 2023
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-05 Academic freedom.

Cleveland state university subscribes to the 1940 "Statement of Principles on Academic Freedom and Tenure" of the American association of university professors and the association of American colleges as stated in rule 3344-11-13 of the Administrative Code.

(A) The right to demonstrate and protest on university property.

It is recognized that free speech is essential in a democratic society. As individuals or as groups, the faculty are permitted to demonstrate and protest on university property in opposition to university, city, state, national, or international policy provided they do not violate any applicable local, state or federal law, or, in the case of members of the bargaining unit, provisions of the agreement between CSU and the CSU-AAUP chapter, and no acts are performed that cause damage to property (personal or university); cause physical injury to any individual; prevent any student from attending class, entering or leaving any university facility, or attending any special program on university property; prevent administrative officers, faculty, students, employees, or invited guests of the university from performing duties they are authorized to perform; block the normal business of the university, particularly classroom or laboratory instruction; and block pedestrian or vehicular traffic.

(B) Faculty members are subject to the limitations imputed by law in the exercise of their rights of freedom of speech, protest, and demonstration in support of or opposition to public or university policy. Some of these limitations are set forth in rule 3344-11-16 of the Administrative Code, appended, hereto.

(C) Institutional due process (revised June 28, 2011).

As a principle, the university will operate in such a way that faculty enjoy freedom from arbitrary or discriminatory treatment. Each dean or faculty body, as appropriate, shall establish reasonable criteria and fair procedures pursuant to which decisions significantly affecting faculty, including the assignment of courses, the scheduling of classes, the participation in summer semester instructional programs, and the award of promotional and annual salary increments shall be made.

(D) Academic freedom encompasses the freedom of any faculty member and other members of the full time teaching staff to address any matter of institutional policy or action, whether or not that faculty member is or can be a member of any agency of institutional governance. All faculty and all such members of the teaching staff have the freedom to address both the Cleveland state university and broader communities with regard to any social, political, economic, or other interest. Exercise of these freedoms shall not be subject to institutional discipline or restraint, save for statements or actions that constitute disciplinary incompetence, "good cause" for dismissal, violations of professional ethics, and/or that are disruptive. Academic responsibility includes the good faith performance of professional duties and obligations, the recognition of the demands of the scholarly enterprise, and the candor to make it clear that, when one is speaking as a citizen on matters of public interest, one is not speaking for the institution. Nothing, herein, diminishes the university's existing powers of selecting, retaining and removing from an administrative position a faculty member who jointly holds that administrative position; in the case of joint faculty-administrative appointments, only the person's faculty status is protected by this rule.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-13

Editorial note: The following statement is an adapted from the 1940 "Statement of Principles on Academic Freedom and Tenure" of the American Association of University Professors. It has been revised in the light of the "Interpretative Comments" appended to the "Statement of Principles on Academic Freedom and Tenure" in 1970.

(A) The teacher is entitled to full freedom in research and in the publication of the results, subject to the adequate performance of other academic duties; but research for pecuniary return should be based upon an understanding with the authorities of the institution.

(B) Although faculty are entitled to freedom in the classroom in discussing the subject, they should avoid persistently intruding material which has no relation to the subject.

(C) The college or university teacher is a citizen, a member of a learned profession, and an officer of an educational institution. When speaking or writing as a citizen, the teacher should be free from institutional censorship or discipline, but special position in the community imposes special obligations. As a person of learning and an educational officer, the teacher should remember that the public may judge the profession and the institution by the teacher's utterances. Hence, the teacher should at all times be accurate, should exercise appropriate restraint, should show respect for the opinions of others, and should make every effort to indicate that the teacher is not an institutional spokesperson. A faculty member's expression of opinion as a citizen cannot constitute grounds for discipline or dismissal unless it clearly demonstrates that the faculty member is unfit for the faculty position in question. Extramural utterances will rarely bear upon a faculty member's fitness for the position. Moreover, any final decision on discipline or dismissal should take into account the faculty member's entire record as a teacher and scholar.

(D) The protections of academic freedom and the obligations of academic responsibility apply not only to full-time faculty but also to all others whose responsibilities involve teaching or research, including part-time faculty and graduate assistants.

Last updated February 24, 2025 at 7:54 AM

History

• Effective: February 24, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-16

(A) All faculty should be aware of the laws of the state of Ohio governing their conduct as it relates to their employment status. Sections 3345.22 and 3345.23 of the Revised Code state:

(B) Section 3345.22 of the Revised Code. College student or staff member arrested for certain offenses to be afforded a hearing, suspension, or appeal.

(1) A student, faculty or staff member, or employee of a college or university that receives any state funds in support, thereof, arrested for any offense covered by division (D) of section 3345.23 of the Revised Code shall be afforded a hearing, as provided in this rule, to determine whether the person shall be immediately suspended from such college or university. Such hearing shall be held within not more than five days after the person's arrest, subject to reasonable continuances for good cause shown, which continuances shall not exceed a total of ten days.

(2) The arresting authority shall immediately notify the president of the college or university of the arrest of a student, faculty or staff member, or employee of such college or university for any offense covered by division (D) of section 3345.23 of the Revised Code. The hearing to determine whether the person shall be immediately suspended shall be held in the county where the college or university is located, before a referee appointed by the board of regents. Such referee shall be an attorney admitted to the practice of law in Ohio, but shall not be attorney for, or a faculty or staff member or employee of, any college or university. Immediate notice of time and place of such hearing shall be given or sent to such person.

(3) The referee may administer oaths, issue subpoenas to compel the attendance of witnesses and the production of evidence, and enforce such subpoenas, as well as preserve the other and decorum of the proceedings, by means of contempt proceedings in the court of common pleas as provide by law.

(4) The hearing shall be adversary in nature and shall be conducted fairly and impartially, but the formalities of the criminal process are not required. A person whose suspension is being considered has the right to be represented by counsel, but counsel need not be furnished for the person. Such person also has the right to cross-examine witnesses against the person, to testify, and to present the testimony of witnesses and other evidence in the person's behalf. In the absence of a waiver of the right against compulsory self-incrimination, the testimony of a person whose suspension is being considered, given at such hearing, shall not subsequently be used in any criminal proceeding against the person. The referee may require the separation of witnesses, and may bar from the proceedings any person whose presence is not essential to such proceedings, except that members of the news media shall not be barred from such proceedings.

(5) Upon hearing, if the referee finds by a preponderance of the evidence that the person whose suspension is being considered committed any offense covered by division (D) of section 3345.23 of the Revised Code, the referee shall order the person suspended, except that when the good order and discipline of a college or university will not be prejudiced or compromised, thereby, the referee may permit the person to return to the college or university on terms of strict disciplinary probation. Subsequent violation of the terms of the probation automatically effects a suspension. A person suspended under this rule may be readmitted pursuant to division (A) of section 3345.23 of the Revised Code. A suspension under this rule is in effect until the person is acquitted or convicted of the crime for which the person was arrested. If convicted, the person is dismissed pursuant to section 3345.23 of the Revised Code.

(6) Upon acquittal, or upon any final judicial determination not resulting in conviction of the charges for which a person is suspended pursuant to this rule, such suspension automatically terminates, and the person suspended shall be reinstated and the record of the suspension expunged from the college or university record.

(7) An order of a referee pursuant to this rule may be appealed on questions of law and fact to the court of common pleas of the county in which the college or university is located, within twenty days after the date of the order. If the court to which such appeal is taken determines that the good order and discipline of a college or university shall not be prejudiced, thereby, it may permit the person suspended to return to the college or university on terms of strict disciplinary probation.

(8) A person afforded a hearing pursuant to this rule who does not appear at the hearing shall be declared suspended by the hearing office, (1970 H 1219, effective 9/16/1970.)

(C) Section 3345.23 of the Revised Code, dismissal of convicted student, faculty or staff member or employee - reinstatement.

(1) The conviction of a student, faculty or staff member, or employee of a college or university that receives any state funds in support, thereof, of any offense covered by paragraph (D) of this rule, automatically effects dismissal from such college or university except as provided in paragraph (E) of this rule. A student dismissed pursuant to this rule may be readmitted or admitted to any other college or university that receives state funds in support, thereof, in the discretion of the board of trustees, but only upon the lapse of one calendar year following the faculty or staff members or employee's dismissal, and only upon terms of strict disciplinary probation. The contract, if any, of a faculty or staff member or employee dismissed pursuant to this rule is terminated, thereby. A faculty or staff member or employee dismissed pursuant to this section may be re-employed by any such college or university, in the discretion of the board of trustees, but only upon the lapse of one calendar year following the dismissal.

(2) Upon conviction, a student, faculty or staff member, or employee of a college or university that receives any state funds in support thereof, of any offense covered by paragraph (D) of this rule, the court shall immediately notify the college or university of such conviction. The president, or other administrative official designated by the board of trustees, shall immediately notify such person of the dismissal. The notice shall be in writing and shall be mailed by certified mail to the person's address as shown in both the court and the university records. If such person has been suspended pursuant to section 3345.22 of the Revised Code, and not permitted to return to the college or university, the period of dismissal shall run from the date of such suspension.

(3) No degrees or honors shall be conferred upon, no instructional credit or grades shall be given to, and no student assistance, scholarship funds, salaries, or wages shall be paid or credited to any student, faculty or staff member, or employee, in respect of the period such person is properly under dismissal pursuant to this rule or under suspension pursuant to section 3345.22 of the Revised Code.

(4) Without limiting the grounds for dismissal, suspension, or other disciplinary action against a student, faculty or staff member, or employee of a college or university that receives any state funds in support, thereof, the commission of an offense of violence as defined in division (A)(9)(a) of section 2901.01 of the Revised Code or a substantially equivalent offense under a municipal ordinance, which offense is committed on or affects persons or property on such college or university, or which offense is committed in the immediate vicinity of a college or university with respect to which an emergency has been declared and is in effect pursuant to section 3345.26 of the Revised Code, is cause for dismissal pursuant to this rule or for suspension pursuant to section 3345.22 of the Revised Code. Criminal cases resulting from arrests for offenses covered by paragraph (D) of this rule shall take precedence over all civil matters and proceedings and over all other criminal cases.

(5) If a final judicial determination results in an acquittal, or if the conviction is reversed on appeal, the student, faculty or staff member, or employee shall be reinstated and the college or university shall expunge the record of the student, faculty or staff member, or employee a dismissal from the college or university records, and the dismissal shall be deemed never to have occurred.

(D) Offenses of violence referred to in division (D) of section 3345.23 of the Revised Code are as follows:

| 2903.01 | Aggravated murder | 2909.03 | Arson | | --- | --- | --- | --- | | 2903.02 | Murder | 2909.04 | Disrupting public service | | 2903.03 | Voluntary manslaughter | 2911.01 | Aggravated robbery | | 2903.11 | Felonious assault | 2911.02 | Robbery | | 2903.12 | Aggravated assault | 2911.11 | Aggravated burglary | | 2903.13 | Assault | 2911.12 | Burglary | | 2903.15 | Permitting child abuse | 2917.01 | Inciting violence | | 2903.21 | Aggravated menacing | 2917.02 | Aggravated riot | | 2903.211 | Menacing by stalking | 2917.03 | Riot | | 2903.22 | Menacing | 2917.31 | Inducing panic | | 2905.01 | Kidnapping | 2919.22 | Endangering children (only division (B) (1), (2), (3) and (4)) | | 2905.02 | Abduction | 2919.25 | Domestic violence | | 2905.04 | Involuntary manslaughter | 2921.03 | Intimidation | | 2905.05 | Vandalism | 2921.04 | Intimidation of an attorney, victim or witness in a criminal case | | 2905.11 | Extortion | 2921.34 | Escape | | 2907.02 | Rape | 2923.12 | Carrying concealed weapon | | 2907.03 | Sexual battery | 2923.13 | Having weapons while under disability | | 2907.05 | Gross sexual imposition | 2923.35 | Aiding escape or resistance to authority | | 2909.02 | Aggravated arson | 2923.161 | Improperly discharging a firearm at or into a habitation, in a school safety zone, or with the intent to cause harm or panic in a school building or at a school function. |

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-14

(A) The basic functions of the university are the advancement and dissemination of knowledge, the development of critical intelligence in the young, and the education of citizens and professional workers for the society of which the university is a part.

(B) The indispensable condition for the successful discharge of these functions is an atmosphere of intellectual freedom. Unless a faculty member is free to pursue the quest for knowledge and understanding, wherever it may lead, and to report and discuss the findings, whatever they may be, the university faculty member cannot properly perform their work. It is imperative, therefore, that the university maintains an atmosphere of intellectual freedom and that faculty members uphold that freedom by their own actions. To make that freedom operational, it is equally imperative that the university establish democratic mechanisms for meaningful faculty participation in the governance of the institution.

(C) Freedom entails responsibilities. It is incumbent upon the faculty member to accept the responsibilities and, which are concomitant with the freedom and, for the most part, enjoys. Those responsibilities are: to students, to scholarship, to colleagues, to the university, and to the larger community which the university serves.

(D) Responsibilities to students.

(1) As teachers, faculty members have the responsibility for creating in the classroom or laboratory and in relations with students a climate that stimulates and encourages the students' endeavors to learn. To the best of their ability, exemplify high scholarly standards, and respect and foster the students' freedom to choose and pursue their own goals.

(2) Regardless of rank or position, the instructor of record is required to file with the department and shall provide each student with a course syllabus specifying at a minimum:

(a) The instructor's office and phone number.

(b) The instructor's office hours.

(c) The basis for determining the student's grade.

(3) Adequate supporting documentation regarding student performance should be continually maintained. Any changes to items in paragraphs (D)(2)(a) to (D)(2)(c) of this rule should be provided to the student in writing. Documentation shall be maintained for one semester.

(4) Refusal to fulfill this responsibility after reasonable warnings and an opportunity to rectify the condition is cause for the dean to recommend that the chief academic officer initiate the procedure for sanctions.

(a) The faculty member has the obligation to make clear the objectives of the course or program, to establish requirements, to set standards of achievement, and to evaluate the student's performance.

(b) The faculty member has the responsibility to meet classes as scheduled and, when circumstances prevent this, to arrange equivalent alternate instruction.

(c) The faculty member has the responsibility to teach courses in a manner that is consistent with the course description and credit published in the catalogue and with the announced objectives of the course.

(d) The faculty member owes to the student and the university a fair and impartial evaluation of the student's work. Such evaluation should be consistent with recognized standards and shall not be influenced by irrelevancies such as religion, race, sex, or political view, or be based on the student's agreement with the teacher's opinions pertaining to matters of controversy within the discipline.

(e) Every student is entitled to the same intellectual freedom that the faculty member enjoys. The faculty member shall respect that freedom. The faculty member may not impose restraints upon the student's search for or consideration of diverse or contrary opinion. More positively, the faculty member has an obligation to protect the student's freedom to learn, especially when that freedom is threatened by repressive or disruptive action.

(f) The faculty member has obligations as intellectual guide and counselor to students. The faculty member has a responsibility to be available to students without undue delay. In advising students, the faculty member should make every reasonable effort to see that information given to them is as accurate as possible. The progress of students in achieving their academic goals should not be thwarted or unduly retarded because a faculty member has neglected obligations as advisor and counselor.

(g) Faculty members should conduct themselves at all times so as to demonstrate respect for the student. They should always respect the confidences deriving from the faculty-student relationship.

(h) The faculty member shall avoid exploitation of students for personal advantage. For example, in writing and oral presentations, the faculty member makes due acknowledgement of their contributions to the work.

(E) Responsibilities to scholarship.

(1) The faculty member's responsibilities to scholarship derive from the university's commitment to truth and the advancement of knowledge. Furthermore, society has a vital state in maintaining the university as an institution where knowledge can be sought and communicated regardless of its popularity, its political implications, or even its immediate usefulness. The faculty member has an ethical responsibility both to make full appropriate use of that freedom in teaching and research and to guard it from abuse.

(2) More specifically:

(a) Faculty members are committed to a lifetime of study. Although no one can know everything, even about a limited subject, they shall constantly strive to keep abreast of progress in their field, to develop and improve scholarly and teaching skills, and to devote part of their energies to the extension of knowledge in their area of competence.

(b) The faculty member has the responsibility of being unfailingly honest in research and teaching, refraining from deliberate distortion or misrepresentation and taking regular precautions against the common causes of error.

(c) In order to maintain or increase their effectiveness as a scholar, faculty members may find it advantageous to assume certain obligations outside the university, such as consulting for government or industry, or holding office in scholarly or professional societies. Such activities are appropriate in so far as they contribute to their development as a scholar in the field, or at the very least, do not interfere with that development. On the other hand, acceptance of such obligations primarily for financial gain, especially when such activities may be incompatible with the faculty member's primary dedication as a scholar cannot be condoned.

(F) Responsibilities to colleagues.

As a colleague, the faculty member has obligations that derive from common membership in the community of scholars. The faculty member respects and defends the free inquiry of associates and avoids interference with their work. In the exchange of criticism and ideas the faculty member shows due respect for the rights of others to their opinions, refraining from personal vilification. The faculty member acknowledges contributions of others to the work. When asked to evaluate the professional performance of a colleague, the faculty member strives to be objective.

(G) Responsibilities to the institution.

The faculty member's primary responsibility to the institution is to seek to realize maximum potential as an effective scholar and teacher. In addition, the faculty member has a responsibility to participate in the day-to-day operation of the university. Among the faculty member's general responsibilities to the university the following may be particularly noted:

(1) When acting or speaking as a private person, the faculty member should make clear that the actions and utterances are entirely the faculty member's own and not those of the university.

(2) The faculty member shall never attempt to exploit standing within the university for private or personal gain. The faculty member may, on appropriate occasions, cite connection with the university, but only for purposes of identification not permitting the impression to prevail that the university in any way sponsors any of the faculty member's private activities.

(3) University facilities, equipment, supplies, etc., shall never be used for personal or private business.

(4) A faculty member has the duty to ensure that the regulations of the university are designed to achieve the university's goals as well as being in accord with the principles of academic freedom. Recognizing the importance of order within the institution, the faculty member observes the regulations of the university, but in no way abdicates the right to attempt to reform those regulations by any appropriate orderly means.

(5) Effective faculty participation in the governance of the university promotes academic freedom and the goals of the institution. Each faculty member should take part in the institution's decision-making processes to the best of the faculty member's ability and should accept a fair share of the faculty's responsibilities for its day-to-day operation.

(6) During periods of disturbance or high tension on campus, a faculty member should do everything possible to prevent acts of violence and to reduce tension.

(7) A faculty member determines the amount and character of the work and other activities pursued outside the responsibilities within the university and his primary loyalties to it.

(H) Responsibilities to the community.

As a member of the community, the faculty member has the rights and obligations of any citizen. These include the right to organize and join political or other associations, convene and conduct public meetings, and publicize an opinion on political and social issues. However, in exercising these rights, the faculty member shall make it clear that the faculty member does not speak for the university, but simply as an individual. The faculty member does not use the classroom to solicit support for the faculty member's personal views and opinions.

(I) Because academic freedom has traditionally included the faculty member's full freedom as a citizen, most faculty members face no insoluble conflicts between the claims of politics, social action, and conscience, on the one hand, and the claims and expectations of their students, colleagues, and institutions on the other. If such conflicts become acute, and the faculty member's attention to obligations as a citizen and moral agent precludes the fulfillment of substantial academic obligations, the faculty member cannot escape the responsibility of that choice, but should either request a leave of absence or resign the academic position.

^* Originally published with the kind permission of the faculty senate of the university of Iowa, which adopted this statement on April 27, 1971; subsequently revised and edited.

Last updated October 3, 2024 at 11:49 AM

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-13-03

(A) Committee names.

The following committees shall be the standing committees of the faculty senate.

(1) Academic steering committee

(2) University curriculum committee

(3) Admissions and standards committee

(4) University faculty affairs committee

(5) Student life committee

(6) Committee on athletics

(7) Library committee

(8) Graduation, convocation and assembly committee

(9) Committee on academic space

(10) Academic technology committee

(11) University personnel committee

(12) University petitions committee

(13) Budget and finance committee

(14) Electronic learning committee

(15) Undergraduate student success committee

(B) Committee membership.

(1) The terms of office of faculty members of all standing committees shall begin on August sixteenth and terminate on August fifteenth of the following year, and those of student members shall begin on the first day of the summer term and terminate on the last day of the spring semester.

(2) The regularly appointed or elected faculty members of all standing committees, except the academic steering committee, shall serve a term of two years. No appointed or elected member shall serve more than two consecutive terms on any committee other than on those committees in which the chairperson serves on the academic steering committee. In those cases, members may serve three consecutive terms so long as there would be no more than fifty per cent of the members in their third term. Provision shall be made for staggering the membership so that continuity is provided. In staggering the membership, the one-year appointments or elections shall count as one term of the two-term or three-term consecutive limit (paragraph (D)(1) of this rule).

(3) For the purposes of representation on committees, freestanding schools are treated as colleges.

(4) Student members of standing committees shall be appointed by the student concerns committee of the student government association for terms of one year each and may be reappointed for a second term. Such students shall have earned forty-five credit hours as undergraduates or nine hours as graduate students, and shall have a GPA of at least 2.50, for all credit hours earned. If no student volunteer is available through the student concerns committee, an individual committee may recruit students and submit names to the student appointment board for endorsement.

(5) A person may serve on no more than two standing committees at any one time and then only if one is the academic steering committee or the university personnel committee. No person may serve concurrently on the university faculty affairs committee and the university personnel committee or the university peer review committee. If the chairperson of any standing or ad hoc committee to which faculty members are appointed by the academic steering committee is not an elected member of faculty senate, designation as chairperson thereby makes the chairperson an ex officio limited member of faculty senate so long as the faculty member is chairperson of that committee. This limited membership includes only the right to introduce and discuss motions from the standing or ad hoc committee of which the faculty member is chair. This limited membership does not include any other rights, such as the right to vote or to be included in quorum computations.

(6) In the event of the death, resignation, or leave of an appointed or elected member of a standing committee, the member shall be replaced for the remaining term of service when one full semester or longer (summer term not included) remains of the member's term of service. Such replacement shall be considered as having served one term of the two-term consecutive limit if a faculty member serves as a replacement for one year or more. Ordinarily, faculty on leave may be temporarily replaced by a faculty member from that faculty member's college, if such replacement is needed. Appointed committee members shall be replaced by the academic steering committee; elected committee members shall be replaced by the faculty senate representatives from the college to which that position is allocated. In the event that a vacancy shall occur on the university personnel committee for which a replacement is necessary by the terms of this paragraph, the replacement shall be chosen by election in the faculty senate if time permits, otherwise by the academic steering committee, from at least two nominees identified by the senate members from the college to which the position is allocated.

(7) Unless stated otherwise, ex officio committee and student committee members do not vote.

(C) Annual reports.

The chairperson of each of the standing committees, other than the academic steering committee shall present the committee's plans for the upcoming year to the faculty senate no later than at the second senate meeting and shall make at least one annual report to the faculty senate.

(D) Committee descriptions.

(1) Academic steering committee.

(a) The committee shall consist of the senate president, serving as chairperson, the senate vice president, the senate secretary, one elected member of the faculty senate from each of the colleges except the honors college and the college of graduate studies; for each five elected members to faculty senate beyond five, each college shall have an additional elected member of faculty senate on the committee. The elected member(s) to serve on the committee from each college shall be chosen promptly by those elected representatives from the college on the faculty senate who are entitled to membership on the faculty senate for the upcoming year. Elected members serve on the academic steering committee for a term of one year from August sixteenth to August fifteenth. Five other faculty members serve ex officio as voting members on the academic steering committee by virtue of their positions as chair of the budget and finance committee, the admissions and standards committee, the university curriculum committee, the university faculty affairs committee, and the undergraduate student success committee. These five members serve only during their terms as chairs of their respective standing committees. The elected faculty representative to the board of trustees shall serve as an ex officio non-voting member.

(b) The president of the university and the provost of the university shall be ex officio, non-voting, members of the committee. The senate secretary shall serve as secretary of the committee.

(c) The functions of the committee are:

(i) To appoint such faculty members of all other standing committees of the faculty senate as are designated appointed members in these bylaws; to appoint ad hoc committees of the faculty senate; and to designate the chairpersons of all committees to whom it appoints members. Such designated committee chairpersons shall have, as a result of their designation, ex officio limited membership on faculty senate in accordance with paragraph (B) of this rule. Eligibility to be appointed members of each committee is described in the section relating to that committee. The names of the members of each standing committee shall be reported to the senate secretary.

(ii) To prepare the agenda for faculty senate for distribution by the senate secretary.

(iii) To take such action regarding affairs of faculty senate as may be necessary between meetings.

(iv) To advise the president and the faculty senate on the committee structure of the faculty organization.

(v) To serve as the informal hearing committee specified in the procedural standards in faculty dismissal proceedings with the responsibilities there specified (see rule 3344-11-15 of the Administrative Code.)

(vi) To serve as the committee of the faculty senate that consults with the administration regarding matters of strategic planning.

(2) University curriculum committee.

(a) The committee shall consist of two appointed full-time faculty members from the college of arts and sciences (one from mathematics or the sciences, one from the arts or humanities); one appointed full-time faculty member from each of the remaining colleges other than the college of graduate studies and the honors college; one appointed member from the graduate council; two student members; and ex-officio, non-voting members including: the chief academic officer, or designee, the director of university libraries, or designee, and the university registrar.

(b) The functions of the committee are:

(i) To make recommendations to the faculty senate concerning the establishment, inclusion by merger, alteration, and abolition of: all curricula offered by the university; all degrees and certifications conferred under authority of the university; all colleges, departments, schools, and bureaus.

(ii) To make recommendations to the faculty senate on certain proposals from the various colleges respecting courses and curricula. These certain proposals are those affecting a course or curriculum outside the college making the proposal and those proposals setting up a new curriculum.

(iii) To make recommendations to the faculty senate upon proposals from the various colleges respecting academic degrees (see paragraph (G)(4) of rule 3344-13-01 of the Administrative Code). These recommendations to the faculty senate shall be made only after notice thereof, in at least abbreviated form, has been given to the university organization. Failure of the curriculum committee to act or to submit its recommendations shall not deprive the faculty senate of power to review the proposals.

(iv) To make recommendations to the faculty senate upon proposals from the various colleges respecting subject-matter requirements for graduation (see paragraph (G)(5) of rule 3344-13-01 of the Administrative Code). To recommend to the faculty senate changes in all university subject-matter requirements for graduation.

(v) To conduct such investigations and appoint such committees as are reasonably necessary to carry out its responsibilities under university bylaws.

(3) Admissions and standards committee.

(a) The committee shall consist of on appointed member from each of the colleges, except the honors college and the college of graduate studies, one appointed member from the graduate council, and two student members; a designee from the provost's office, a representative of the university registrar's office, and the deans (or designees) of two colleges as ex officio, non-voting members. The two deans are appointed by the academic steering committee and shall serve two-year terms on a staggered basis so that only one dean is appointed each year. The academic steering committee shall make their appointments in such a way that all deans of colleges serve on the committee on a rotating basis and with as nearly equal frequency as possible.

(b) The functions of the committee are:

(i) To make recommendations to the faculty senate on policies and practices pertaining to grading, the academic standing of students, and proficiency standards for graduation and advanced degrees.

(ii) To establish policies and procedures for handling student academic misconduct.

(iii) To review grade disputes in order to ensure the appropriate procedures have been followed, as described in the undergraduate and graduate catalogs.

(iv) To recommend to the faculty senate any needed changes in all university admissions rules.

(v) To review changes in the entrance requirements proposed by any of the colleges and make its recommendations concerning them to the faculty senate (see paragraph (G)(1) of rule 3344-13-01 of the Administrative Code.)

(vi) To act as an advisory council to chief university officer for enrollment management and services upon all problems arising in connection with their duties.

(vii) To work with the administration in all matters concerning the academic calendar and the scheduling of classes.

(viii) To review the annual report of the university petitions committee, and make recommendations to the faculty senate concerning observed trouble points.

(ix) The annual reports of this committee shall include a report on the administration of academic standards during the previous year; a report on admissions data pertaining to the fall entering class of each college; and a report on the performance of the class admitted a year earlier.

(4) University faculty affairs committee.

(a) The committee shall consist of six members elected from the full-time teaching faculty by the elected members of the faculty senate. This election shall take place in the spring semester of each academic year. At least one member of the committee shall be a member of the faculty senate. No member of the university faculty affairs committee may serve concurrently as a member of the university personnel committee or the university peer review committee. Additionally, the chief academic officer shall serve as an ex officio non-voting member. The committee shall select its own chairperson.

(b) The functions of the committee are:

(i) To review and evaluate the tenure regulations set forth in rule 3344-11-03 of the Administrative Code and report to the faculty senate any recommendations for modifying them.

(ii) To hear all cases for exception to the tenure regulations for non-bargaining unit faculty and recommend appropriate action to the chief academic officer.

(iii) To review procedures to be followed in implementing rule 3344-11-06 of the Administrative Code dealing with the formal disciplining of a faculty member or the dismissal of a faculty member for the college of law and non-bargaining unit faculty and to recommend changes to the faculty senate.

(iv) To serve as the formal hearing committee specified in the procedural standards in faculty dismissal proceedings with the responsibilities there specified (see rule 3344-11-06 of the Administrative Code) and as a hearing committee for all other grievances related to faculty personnel policies for non-bargaining unit faculty. In the event that the faculty affairs committee has already been concerned in hearing a faculty grievance which bears upon subsequent dismissal proceedings against the faculty member, an ad hoc committee shall serve as the formal hearing committee in the dismissal proceedings for that case. The ad hoc committee shall be elected by faculty senate in the same way and with the same composition as specified for the faculty affairs committee, with due regard for the qualifications set forth in rule 3344-11-15 of the Administrative Code. No person previously involved with the faculty grievance shall be eligible for election to the ad hoc committee.

(v) To study and evaluate all other personnel policies relating to the faculty and make recommendations to the faculty senate or the AAUP as appropriate. Illustrative areas are promotion, salary, leaves, outside work for pay, military service, academic freedom, insurance and other fringe benefits, parking, teacher rating scales, and retirement.

(vi) To serve as a body for the ongoing evaluation of the faculty personnel policies and make recommendations, when appropriate, to the faculty senate. This committee shall receive by reference all proposed amendments to the bylaws. It shall publish the bylaws, keep them up to date and republish them at such intervals as may be desirable. Recommendations concerning the bylaws shall be sent to each member in advance of presentation to the faculty senate and notice shall be given of the meeting of faculty senate at which the recommendations are to be reported for action.

(vii) To hear all misconduct charges against faculty members arising under paragraph (A) of rule 3344-11-06 of the Administrative Code, such hearings to conform to the procedures given in paragraph (A) of rule 3344-11-06 of the Administrative Code, provided that adequate provision shall have been made for the informal, voluntary adjustment of the issue or issues so as to permit the matter to be terminated by mutual consent. To decide in conference, on the basis of the hearing, whether the alleged misconduct warrants a recommendation of disciplinary action. A finding of disciplinary action shall require the approval of the board of trustees to take effect, and the accused shall have full recourse to law, thereafter.

(5) Student life committee.

(a) The committee shall consist of the chief officer for student affairs (or designee) and a representative from the appropriate office of inclusion and multicultural engagement as ex officio non-voting members. Voting members shall include six appointed members of the full-time faculty and six appointed members from the student body.

(b) The functions of the committee are:

(i) To recommend to the faculty senate proposed legislation affecting student life and activities.

(ii) To make recommendations to the chief officer for student affairs in the area of the officer's administrative responsibilities.

(iii) To supervise student publications.

(iv) To supervise student organizations. In particular, any group of students desiring to organize and be recognized as a university organization shall obtain permission from the committee.

(v) To serve as an advisory body in the coordination and development of the various student personnel services.

(vi) To recommend to the faculty senate policies regarding financial aid, counseling, and special educational services, including cooperative education.

(6) Committee on athletics.

(a) The committee shall consist of six appointed members of the full time faculty, a member from the student athlete advisory committee (SAAC) board, and two other student members; the director of athletics, and the faculty representative to the NCAA serve as ex officio members.

(b) The committee advises and makes recommendations to the faculty senate about key matters involving athletics in the areas of:

(i) Academic integrity-to include but not limited to providing guidance on athletic department policies relating to academic standards, the student-athlete code of conduct, and compliance with CSU academic procedures and expectations, including admission, satisfactory grades, and graduation and academic misconduct policies and procedures;

(ii) Institutional compliance- the committee will help ensure effective regulation and compliance with relevant NCAA, university, and athletic department policies;

(iii) Student-athlete well-being-to include but not limited to providing guidance on policies and strategies to enhance student athlete well-being and development, and student-athlete academic success;

(iv) Community building and campus engagement- the committee will advise on processes and procedures designed to increase communication and collaboration between athletics and the CSU community. This may include but is not limited to providing guidance and feedback on opportunities to build a better understanding of intercollegiate athletics, support community engagement opportunities, and promote community service and engaged learning. The committee works to strengthen relationships among athletics, academics, and the community. To help accomplish these goals, the committee will meet at least once a semester with the director of athletics and will submit an annual report to the faculty senate.

(7) Library committee.

(a) This committee shall include two full-time members from the college of arts and sciences (with one member from the math and sciences, and one from the arts and humanities) and one full-time member from each of the remaining colleges excluding the college of graduate studies, honors college, and law college, two professional librarians, and two student members, as well as the director of the university libraries and the director of the law library as ex officio non-voting members.

(b) The functions of the committee are:

(i) To serve as an advisory group to the director of university libraries and the director of the law library, and to recommend to faculty senate appropriate policies for the delivery of library media services.

(ii) To assist the director of the university libraries and the director of the law library in the interpretation of services to the university community.

(iii) To express the faculty concerns about the university libraries to appropriate university administrative officers.

(8) Graduation, convocation, and assembly committee.

(a) The committee shall consist of two appointed full-time faculty members from the college of arts and sciences (one from mathematics or the sciences, one from the arts or humanities); one appointed full-time faculty member from each of the remaining colleges other than the college of graduate studies and the honors college; four members from the student body, and three non-voting, ex officio members appointed by the president from the administration.

(b) The functions of the committee are:

(i) To recommend three faculty members, one of them being chairperson of this committee, and one student to serve on the university honorary degree committee and encourage all faculty to nominate worthy candidates for consideration of honorary degrees.

(ii) To make recommendations to the faculty senate on a policy for university graduation and convocation ceremonies, including such items as scheduling, location, and format.

(iii) To make recommendations to the faculty senate on policies and procedures for all university lectures and other all university programs. All policies shall be filed with the senate secretary.

(iv) To recommend annually to the university president an appropriation to cover the expenses of such all- university lectures and programs.

(c) The committee's jurisdiction is limited to university- wide events and therefore does not include involvement in programming sponsored by individual colleges or units of the university.

(9) Committee on academic space.

(a) The committee shall consist of two appointed full-time faculty members from the college of arts and sciences (one from mathematics or the sciences, one from the arts or humanities); one appointed full-time faculty member from each of the remaining colleges other than the college of graduate studies and the honors college; two student members; and a representative from the office of facilities services.

(b) The functions of the committee are:

(i) To monitor the fitness of existing academic space for educational use and to assist physical plant in rectifying problems in specific areas.

(ii) To evaluate the suitability of proposed space for academic use. To oversee policies on academic space allocation and evaluate the effectiveness of current allocations.

(c) Academic space is defined as any physical space used to carry out and/or support academic activities.

(10) Academic technology committee.

(a) The committee shall consist of two appointed full-time faculty members from the college of arts and sciences (one from mathematics or the sciences, one from the arts or humanities); one appointed full-time faculty member from each of the remaining colleges other than the college of graduate studies and the honors college; and two student members, who may be undergraduate or graduate students. The committee will also include the following non voting, ex officio members, or their designees: the administrative head of the administrative services and technology department, the director of the office of academic technology and instructional excellence, and the dean of CSU online (or appropriate provost's designee).

(b) The functions of the committee are:

(i) To assess the information services and technology and instructional media services provided for academic use and to determine the academic needs in this area including the use of software, services, computers, and their peripherals, and all computational and instructional media equipment in faculty research and classroom teaching. In performing this function, the committee shall have access to any pertinent material including all usage data and shall define the criteria used to assess the adequacy of information services and technology.

(ii) To report its findings and make recommendations to the chief academic officer through the faculty senate.

(iii) To advise the administrative heads for information services and technology and instructional media services on all significant changes in hardware, software, personnel, and user services and policy.

(11) University personnel committee.

(a) The committee shall consist of the university peer review committee plus one representative from the college of law. The committee shall select its own chair. The law school representative shall be a tenured member of the law school faculty holding the rank of professor elected by the law school faculty and shall serve a term of two years. The law school representative may attend all meetings of the university peer review committee, but shall neither vote nor participate in discussions regarding any university peer review committee matters.

(b) It is the function of the university personnel committee to study dossiers and make recommendations to the provost in all those cases not covered by the American association of university professors collective bargaining agreement (the "Agreement") where conflicting recommendations have been made by the department peer review committee, the college peer review committee, the chair, or the dean. In addition, the provost may refer any or all other cases not covered by the agreement to the university personnel committee for consideration and recommendation. In the cases where there have been conflicting recommendations, the university personnel committee shall solicit comments and supplementary materials from the candidate, the peer review committees, the chair, university personnel committee and the dean. In no case does the university personnel committee have the authority to hold hearings concerning dossiers. It shall forward its recommendations on all candidates for promotion and/or tenure, with supporting reasons, to both the candidate and the provost as well as the dean, college peer review committee, chair, and departmental peer review committee (where applicable) by January twenty-fifth.

(c) The provost shall consider all documents and recommendations, giving particular attention to the university personnel committee recommendations and forward their recommendations to the president by February fifteenth. In no instance shall the provost recommend persons lacking the support of at least one of the faculty committees which have considered the case. If the provost declines to support a candidate having uniformly favorable recommendations, the provost must discuss the case with the university personnel committee. Copies of the provost's recommendation shall be sent to the candidate, university personnel committee (where applicable), dean, college peer review committee, chair, and departmental peer review committee (where applicable) by February fifteenth.

(12) University petitions committee.

(a) The committee shall consist of two appointed full-time faculty members from the college of arts and sciences (one member from mathematics or the sciences, and one member from the arts or humanities), and one appointed full-time faculty member from each of the remaining colleges except the college of law, the college of graduate studies, and the honors college. The registrar shall be an ex officio member and serve as the secretary to the committee. A representative of the professional advising community will be an ex officio member of the committee. The chair of the committee will be selected by committee members at the suggestion of the academic steering committee.

(b) The committee shall receive and act on petitions for waivers of university requirements, unless the admissions and standards committee has approved referral of classes of petitions (e.g. late withdrawals) to the colleges.

(c) Examples of petitions are: early readmission after suspension or separation, waivers of unapproved courses in university general education requirements, and waivers of the university residency requirement involving transient status. The decisions of the university petitions committee shall ordinarily be final. In extreme and rare cases, appeal shall be to the chief academic officer.

(d) The committee shall report annually to faculty senate on petitions received and actions taken.

(13) Budget and finance committee.

(a) The committee shall consist of five faculty members willing to make a significant commitment of time and effort for a two-year period. The senate academic steering committee shall nominate a slate of five faculty members the first year, and alternately two and three faculty members in succeeding years to replace members as their terms expire. The faculty senate shall accept the slate of nominees offered by the academic steering committee, together with nominations from the floor, for electing members of its budget and finance committee. Vacancies occurring prior to the expiration of a term shall be filled in a similar manner. The members of the faculty senate budget and finance committee shall elect their own chair and shall serve concurrently as members of the university planning and finance advisory committee (PFAC).

(b) The AAUP executive committees will jointly appoint one faculty member to be an ex-officio member of the budget and finance committee.

(c) The functions of the faculty senate budget and finance committee:

(i) To participate fully and proactively in creating the budget that is proposed to the president for final action by the board of trustees.

(ii) To report at each faculty senate meeting on current and future budgetary matters.

(14) Electronic learning committee.

(a) The committee shall consist of one faculty member appointed by faculty senate from each of the colleges (except the honors college and the college of graduate studies); the dean of CSU online (or appropriate provost's designee), and the director of the center for e-learning as non voting, ex officio members; and two students.

(b) The functions of the electronic learning committee:

(i) To increase knowledge, collaboration, and effectiveness of on-line instruction at the university.

(ii) To develop policies regarding student access to electronic learning courses at the university.

(iii) To make recommendations regarding the academic security of electronic learning courses.

(iv) To assure the quality of electronic learning courses at the university.

(v) To make recommendations regarding peer and student evaluation of the teaching effectiveness of electronic courses.

(vi) To participate in strategic planning regarding the future development of electronic instruction at the university.

(c) Proposals and recommendations from the electronic learning committee pertaining to new curriculum, new academic standards, or new faculty policies shall be referred to the appropriate faculty senate standing committee for consideration and approval (e.g. university curriculum committee, admissions and standards committee, or university faculty affairs committee).

(15) Undergraduate student success committee.

(a) The committee shall consist of two appointed full-time faculty members from the college of arts and sciences (one from mathematics or the sciences, one from the arts or humanities), one appointed full time faculty member from each of the other colleges except for the honors college, the college of graduate studies, and the college of law, and two undergraduate students (one from a science, technology, engineering or mathematics major, one who is not a science, technology, engineering or mathematics major), a representative of the honors council/college, and a representative of the university teaching council selected by the council. The committee will also include the following non-voting ex officio members, or their designees: the vice provost for instructional excellence, the vice president for enrollment management, the vice president for student belonging and success, and the director of institutional research. The committee will elect their own chair from among those voting members of the committee who are faculty.

(b) The functions of the committee are:

(i) To monitor and gather data related to student success and to report this data to faculty senate.

(ii) To encourage, promote, and facilitate faculty's role in student success.

(iii) To identify and facilitate solutions to systematic barriers to student success.

(iv) To serve as the interface between the faculty university resources and initiatives associated with student success.

(v) To consult with the university administration regarding matters of student success.

(E) Policy review cycle. The responsible official is responsible for keeping the assigned university policy current and for the performance of periodic reviews to ensure that the policy complies with and reflects current laws, regulations, accreditation standards, and higher education best practices. At a minimum, every five years, a policy is to be reviewed by the responsible official who will recommend whether the policy should be reaffirmed without revision, amended, or rescinded. Policies may be reviewed on an earlier timeline depending on necessity and change in law or practice.

Last updated May 4, 2026 at 7:40 AM

History

• Effective: May 2, 2026
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-02

(A) Examination and grades.

(1) Dates for final examinations are posted on the university registrar's website. All final examinations shall be administered during the period assigned by the university registrar and shall follow the approved time schedule as designated by the administration. In the event of a class without a final exam, a class session shall be held during the scheduled final exam period. Laboratory, thesis, internship, field work and independent study courses are excluded from this requirement. In classes where take-home finals are assigned, the take-home examination is due on the day and time of the regularly scheduled final.

(2) Faculty shall be required to submit grades at the end of a term. Faculty teaching one-hundred and two-hundred-level courses shall also make every reasonable effort to submit mid-term grades for freshmen enrolled in such courses. Final grades should be submitted within forty-eight hours of the end of the examination, but not later than the deadline established by the registrar's office.

(3) One copy of each syllabus shall be filed with the chair and supplied to the students at the start of classes. The syllabus shall contain grading and pedagogical guidelines as well as course content and assignments. A copy of the final exam should be given to the chair after the end of the term upon request. A faculty member shall preserve students' answers to final examinations for one semester unless returned to the student, except that examinations from the spring semester should be retained until the end of the fourth week of the ensuing fall semester.

(B) Class schedules and rooms.

(1) If a faculty member finds it necessary to change a scheduled time or classroom assignment, written approval of the chair or dean's designee is necessary before any change is announced to students in the class.

(2) Faculty have an obligation to meet their scheduled classes, throughout the scheduled time, unless an approved alternative learning experience has been assigned in the syllabus as part of the course requirement. On those occasions when faculty know ahead of time that it may be necessary for them to be absent from class because of attendance at a professional meeting or because of religious observance, faculty shall request written permission from the chair or dean's designee and work with the latter to make appropriate arrangements for covering missed classes.

(3) When a faculty member is forced by illness to cancel class, the faculty member shall, if possible, inform the students and the department chair of such cancellation at a reasonable period of time before the class is scheduled to meet.

(C) Student evaluation of instruction. The faculty senate shall have oversight for assessing the instruments used in each college for the student evaluation of instruction. The college evaluation form(s) may include additional questions addressing the normative attributes of particular courses, such as class size and method and level of instruction. Faculty members may add their own questions to the college form(s). Deans or their designees, in cooperation with departmental or college faculty, shall establish procedures for the distribution, collection, and tabulation of the instrument(s). The appropriate college evaluation form(s) shall be distributed and tabulated in each course for each faculty member. Evaluation results shall be returned to the faculty member and kept on file in the departmental and dean's offices.

(D) Office hours. Each faculty member shall maintain regular office hours, on a schedule approved by the chair or dean's designee, when they are available to students in their classes and their academic advisees without previous appointment. These office hours shall occur at optimum times for students and advisees; they shall be posted and listed on the syllabus. Faculty shall also make themselves available by appointment to accommodate students who cannot see them during regularly scheduled office hours.

(E) Faculty availability. All full-time members shall be available for service at the university throughout the academic year. Faculty shall be available for advising as needed on a rotating basis, coordinated by the department chairperson, during the week of the registration period before each semester. Faculty shall be charged sick time if they are unavailable for assigned service because of illness during that week.

(F) Commencement exercises. The administration and the CSU-AAUP recognize university commencement exercises as an important hallmark in students' lives. Whereas both the administration and CSU-AAUP encourage all faculty to attend commencement exercises, at least one-quarter of the faculty shall attend the December and May commencement exercises in full academic regalia.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-08 Resignation, Retirement, and Emeritus Faculty.

(A) Resignation. A faculty member has an obligation to give notice of intent to resign no less than three months before termination of the faculty member's service at the end of any academic term.

(B) Retirement. Unless otherwise stated, for instance through emeritus status or renewed employment, retired faculty members are no longer affiliated with Cleveland state university.

(C) Provisions after retirement. For full-time faculty members who retire with at least ten years of service, the university shall automatically continue to provide the following services: internet access, library privileges, parking, and recreation. Those services shall be offered under the same terms and conditions as they are offered to regular faculty. Each year by April first, a notice shall be sent via e-mail to which the faculty member shall respond affirmatively in order for services to be continued for the next year. A second e-mail shall be sent notifying retired faculty of the imminent termination of these services in the event that no affirmative response is received. After this second notice, services shall be terminated if the faculty member fails to respond affirmatively.

(D) Post-retirement teaching.

A full-time faculty member at Cleveland state university with at least ten years of service who retires under the regulations of the state teachers retirement system or under an approved alternative retirement plan (ARP) may elect, at the faculty member's sole option, to continue part-time employment at CSU for a period of three years following retirement.

A faculty member who chooses this option will be assigned up to nine credit hours of teaching, or its equivalent in administrative service, in each of the three academic years (not including summer). Employment may consist of, per academic year:

(1) A maximum of nine semester credit hours of teaching;

(2) A maximum of the equivalent of nine semester credit hours of teaching performed as administrative service; or

(3) Any combination of teaching or administrative service to the equivalent of nine semester credit hours of teaching.

When choosing post-retirement part-time employment, the faculty member must specify at that time how many credit hours of work (teaching or its service equivalent) are being claimed. The extent to which the faculty member's post-retirement work will be composed of teaching or service will depend upon CSU needs. The combination of administrative service and teaching may vary over the three-year period.

Faculty who choose this option shall be compensated at the summer salary rate specified in the relevant section of the current collective bargaining agreement.

Administrative service may be performed at the discretion of the provost and/or dean in consultation with the department chair or school director and with the concurrence of the retiring faculty member.

The courses to be taught and/or the type of administrative service, and the semester(s) of employment service, shall be determined annually by the department chairperson or school director and the dean in consultation with the faculty member.

(E) A full-time faculty member at Cleveland state university with at least ten years of service who retires under the regulations of the state teachers retirement system or an approved alternative retirement plan (ARP) and who elects to continue part-time employment at CSU must cash out their sick leave at the time of retirement, or forfeit their sick leave. Sick leave may not be used during the post-retirement employment period pursuant to this article.

(F) A faculty member may discontinue part-time post-retirement employment by appropriate and timely notification of the department chairperson or school director. The faculty member shall retain the option of increasing the teaching credit hours to remain within the limits as specified in paragraph (E) of this rule.

Regulations, rules, and policies of the state teachers retirement system or approved ARP are beyond the scope of Cleveland state university's personnel policies and shall not, under any circumstances, be subject to the grievance provisions of those policies.

(G) Qualifications for emeritus status. Emeritus status reflecting the rank achieved as a faculty member shall be conferred upon recommendation by the majority of the faculty votes of the academic unit (department, college, or other unit as appropriate) and approval by the president and the board of trustees. To be eligible for emeritus status, a faculty member shall have attained the rank of associate professor or professor, associate college lecturer or senior college lecturer, associate professor of practice or professor of practice, clinical associate professor or clinical professor, college of law clinical professor or senior clinical professor, or college of law legal writing professor or senior legal writing professor at Cleveland state university and have served Cleveland state university full-time for at least ten years.

Emeritus status may be denied or revoked because of misconduct, but only if (1) an investigation determines or has determined that the faculty member is guilty of misconduct, and (2) the misconduct is serious enough to justify a denial. The investigation must follow a procedure that is similar to the misconduct procedures for faculty. "Misconduct" is limited to incompetence or dishonesty in teaching or scholarship; neglect of duty; personal conduct which substantially impairs the fulfillment of the faculty member's institutional responsibilities (including, but not limited to, drug or alcohol abuse, trafficking in illegal drugs, discrimination, harassment, or retaliatory conduct); interfering with the normal operations of the university; fraudulent credentials; or conviction of a crime involving moral turpitude or conviction of a crime of violence as defined in section 2901.01 of the Revised Code.

(H) Privileges and responsibilities of emeriti. Emeritus faculty members may from time to time be requested to teach a course. They have the right to academic freedom, and attend appropriate faculty meetings, whether these are committee, departmental, college, faculty senate, or university faculty meetings. They may serve on faculty committees but may not vote in faculty meetings.

The faculty shall have access to reasonable email, web profile, software, office facilities, library, mail, clerical services, laboratory facilities, the right to submit IRB applications, and bookstore discount privileges, to the extent that the university resources reasonably allow; the faculty member's name shall be listed in the university directory, and the faculty member shall receive any other benefits and privileges that shall be specified by the president.

Last updated May 28, 2026 at 7:51 AM

History

• Effective: May 28, 2026
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-09 Leave of absence (non-bargaining unit members only).

(A) Leave of absences under this rule are only those leaves taken by faculty members for professional purposes requiring that the faculty member miss assigned classes. Such leaves of absence fall into three categories: absences, short leaves, and extended leaves.

(1) Absences lasting no more than one week and entail no cancellation or rescheduling of classes - Absences require no more than prior notification to the departmental chairperson or, in non-departmentalized colleges, the college dean, and are limited to a maximum of four absences per semester.

(2) Short leaves either last more than one week but no more than five weeks or require cancellation or rescheduling of classes - all short leaves require written permission of the departmental chairperson or, in non-departmentalized colleges, the college dean.

(3) Extended leaves last more than five weeks and shall be approved in accordance with paragraph (B)(4) of this rule. Extended leave includes the following paid and unpaid types of leave:

(B) Leave with pay.

(1) Types of leave:

(a) Military leave. As a general rule, faculty members who participate in military reserve programs should take their training during the summer months. Leave with pay shall be granted, however, to members of the national guard and other armed forces for thirty-one days each year.

(b) Judicial leave. Leave with pay is granted when a faculty member is called for jury duty or is subpoenaed to testify as a witness before any court or governmental hearing body. Service as an expert witness shall be considered to be in the same category as consulting and shall be subject to the limitations, thereon, specified in rule 3344-11-11 of the Administrative Code.

(c) Professional leave (non-bargaining unit members only). A full-time faculty member with at least seven academic years of teaching service at the university may be granted professional leave with pay for a period not to exceed one full academic year to engage in further education, research, or other programs of professional improvement that can contribute directly to the improvement and development of the faculty member and the university.

(2) Guidelines and definitions:

(a) Eligibility.

(i) Completion of seven years of full-time academic service at Cleveland state university at the time of the initiation of the leave.

(ii) Tenure effective as of the date the professional leave becomes effective.

(b) Definitions for eligibility.

(i) "Full-time faculty" defined as persons holding full-time faculty appointments in one or more academic departments or colleges, as specified in the faculty personnel policies.

(ii) "Academic years of teaching service" defined as two semesters of academic responsibilities (teaching, research, etc.) in a given calendar year. Years of partial service may accumulate to equal the equivalent of a year of full-time service. Summer teaching for faculty on nine-month contract does not count toward the accumulation of years of service.

(iii) Leave of absences from faculty assignments without pay that occur during the seven-year period do not count toward eligibility for professional leave. However, such leaves of absence shall not be considered to have substituted for faculty professional leave with pay as defined in these guidelines.

(c) Period of leave and compensation. The period of professional leave for the non-bargaining faculty member who has completed at least seven full years of academic service may consist of one of the following:

(i) One semester: one hundred per cent of nine-month salary prorated for one semester.

(ii) Two semesters: 66.67 per cent of nine-month salary.

(d) Summer term shall not normally be considered as available for a professional leave.

(e) Other considerations.

(i) Fringe benefits. For professional leaves of one semester, fringe benefits including retirement and insurance benefits shall continue at the normal level. For leaves of two semesters, all fringe benefits shall continue at the normal level with the exception of retirement benefits, the payment of which is based on actual dollars earned.

(ii) Salary increments. Faculty members on professional leave shall be eligible for salary improvement for the following year in the same way as faculty members currently teaching on campus.

(iii) Additional compensation during the period of leave. A faculty member on professional leave under this policy shall not hold a paid position, unless that position can be shown to assist the faculty member professionally. Should the faculty member hold such a paid position, however, the sum of the professional leave salary and additional funds in the form of grants, stipends, gifts, or pay shall not exceed the amount of the normally contracted salary, with the exception of such funds as are allocated in a grant for special expenses such as equipment, books, professional travel, etc.

(iv) Released time or assigned duty. Professional leave taken as part of a faculty improvement program established under this rule shall not be deemed to be in lieu of released time or assigned duty in connection with a specific research, scholarly, or creative program.

(v) Upon completion of professional leave, a faculty member begins accruing time toward eligibility for the award of their next professional leave as of the date of resuming their normal academic duties, unless the faculty member's leave was deferred under the provisions of paragraphs (B)(3)(e) and (B)(3)(i) of this rule. In that case, the eligibility for future professional leaves of those deferred shall be calculated from the point at which they would have returned from leave in their original proposal.

(vi) The second and subsequent instances when a faculty member accepts a Fulbright scholarship or similar award within a seven-year eligibility cycle do not count toward eligibility for the next professional leave.

(vii) Professional leaves are contingent upon staffing, resources, and scheduling requirements. Colleges shall offer assurance that requested professional leaves can be accommodated at no additional cost.

(viii) To assure that the university shares in the benefits of the professional leave, faculty members taking professional leave agree to return to Cleveland state university for at least two semesters (excluding summer) after completing their professional leave or to refund the compensation paid by the university during the leave, unless this obligation is specifically waived or deferred by the university.

(ix) The instructional workload for a faculty member on one semester's leave shall be one-half of the target teaching load for the academic year in which the professional leave is taken.

(3) Procedure for application and review.

(a) Applications from faculty members seeking professional leave for the following academic year should be submitted to the department chair, or, in colleges that do not have departments, to the office of the dean, by September fifteenth. The proposal should include the following:

(i) An indication of the specific semesters for which the leave is requested;

(ii) A plan that defines carefully and as completely as possible the purpose of the leave and specifies clearly its expected outcomes;

(iii) A description of any fellowship and/or grant pending or secured at the time of making application for professional leave; and

(iv) A current curriculum vitae.

(b) The department chairperson or the dean of a college without departments shall initiate a review by a faculty committee of the proposals submitted. The primary criterion shall be the merits of the proposal, bearing in mind that the purpose of professional leave is to enable faculty members to engage in further education, research, or other program of professional improvement that can contribute directly to the improvement and development of the faculty member and the university. The faculty committee should also keep in mind the maintenance of departmental standards and responsibilities for all ongoing programs.

(c) The department chairperson or the dean of a college without departments is responsible for making advance arrangements to provide adequate coverage for a faculty member on professional leave. Duties of persons on professional leave normally shall be assumed by the remaining faculty. If a faculty member is on leave with less than full salary, the remaining part of their budgeted salary may be used for (partial) replacement. No professional leave shall be granted that requires a compensating addition to the permanent faculty or staff.

(d) In colleges having departments, applications supported by the department committee with a statement from the chairperson indicating how adequate coverage shall be provided for the faculty member in their absence shall be forwarded by an appropriate departmental committee to the appropriate dean.

(e) The dean shall initiate a review of all applications by a faculty committee. In this review, the quality of the proposal shall be the primary criterion. The committee should also bear in mind the necessity of providing adequate coverage for the faculty member in their absence and the necessity for maintenance of departmental and college standards and responsibilities of all ongoing programs. Deans shall assure that all leaves in the college are recommended on a "break even" or "no cost" basis to the college. Approved two-semester leaves may not subsequently be reduced to one-semester leaves, unless mutually agreed upon by the faculty member and the provost. If the number of proposals exceed the number that can be supported without additional, cost or if all applicants cannot be accommodated because of bona fide instructional obligations, then the dean may limit the number of proposals that are recommended by the college. In this case, the committee should prioritize the proposals with positive recommendations being determined in the following order:

(i) First, faculty members who were denied leave due to funding shortfalls in the previous year;

(ii) Second, faculty members who have applied for a full-year leave;

(iii) Third, faculty members who have never had a professional leave;

(iv) Fourth, faculty members with the longest time since their last professional leave;

(v) Fifth, faculty members with the longest continuous full-time service in the university.

(f) After such priority lists are made, deans shall give timely notice to any faculty members whose leaves are at risk of being deferred.

(g) Eligible faculty members who are asked to defer professional leave shall be accorded first priority in the following year. The eligibility for future professional leave of those deferred shall be calculated from the point at which they would have returned from leave in their original proposal.

(h) In any event, the dean shall issue a statement indicating how adequate coverage can be provided for the faculty member in their absence as part of the dean's recommendation to the provost.

(i) Faculty members whose application for a leave was deemed of acceptable quality but denied as a result of a funding shortfall on the college level may reapply the following year. Such applications shall be reviewed again by department and college-level committees and, if again found of acceptable quality, shall be funded - as long as the university can do so on a "break even" or "no cost" basis at the university level.

(j) To be considered by the provost, applications from a college with departments shall include the recommendations of the applicant's departmental committee, the chairperson, the college committee, and the dean. Applications from a college without departments shall include recommendations of the applicant's college committee and the dean.

(k) The provost shall, in turn, make recommendations on faculty professional leaves to the president. The president shall make recommendations to the board of trustees for final approval at its April meeting, or earlier, if there is no April meeting.

(l) Within ninety days of returning to university duties, a faculty member shall submit a written report of activities during the period of professional leave. The report should be submitted to the department chairperson or the dean of a college without departments, who shall comment upon the report in writing. The report and comments shall be forwarded simultaneously to the dean and/or the provost.

(4) Other extended leaves.

Application procedures for other extended leaves shall be as above for professional leave with pay, except that the extent of information required may vary and the president may seek the advice of the appropriate committee of the faculty at their discretion.

(C) Leave without pay.

(1) Military service leave. In addition to the paid leave granted to members of the national guard and other armed forces for thirty-one days each year, unpaid leave shall be available during their term of active duty military service.

(2) Special leave. Special leave without pay may be granted for study, research, professional employment, election or appointment to public office, or other personal reasons such as travel or rest. During a special leave, the faculty member may accept an appointment at another educational institution provided such an appointment is not in a regular tenure-track position. The university discourages requests for leaves to enter private business or practice, unless such request is considered by appropriate university personnel to be an opportunity to enhance and strengthen the professional development of the faculty member.

(3) Special leaves are normally granted for a period of up to one year. An extension of up to one year may be granted only if it is shown that this would clearly benefit either the university or the professional career of the faculty member. Further extensions beyond a second year shall be granted only in rare instances such as an opportunity to engage in projects of unusual value to the faculty member and the university.

(4) Periods of leave without pay may be credited as professional service in consideration of promotion, tenure, and increments according to the provisions of paragraph (F) of rule 3344-11-02 of the Administrative Code. University benefits may continue during a period of special leave, as permitted by law and with approval of the president, provided that the faculty member on special leave makes proper arrangements to pay any premiums on the continuing benefit programs.*

(5) Family and Medical Leave Act of 1993 (FMLA):

University benefits shall continue provided that a faculty member on leave makes proper arrangements for payment on premiums in all contributory benefit programs. Complete information on the FMLA can be obtained from the department of human resources development and labor relations.

Last updated November 27, 2023 at 11:49 AM

History

• Effective: November 26, 2023
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-11

(A) Faculty members are frequently called upon to render professional counsel or service to public or private agencies for which compensation is direct and in excess of the terms of university contracts. Such services are encouraged if they fulfill a responsibility of the university to the community at large and provide invaluable professional experiences. It is understood, however, that such activities shall in no way limit the extent or quality of a faculty member's obligation to the university or their profession. There are three levels of such activities:

(1) Activities that have a minimal impact on the faculty member's university or professional obligations, e.g., keynote speeches, paid reviews of research articles, books or creative works, and tenure reviews for other universities.

(2) Activities that have a somewhat substantial one-time impact on the faculty member's university or professional obligations, e.g., teaching short courses or workshops, consulting on projects for business, government or nonprofit organizations, expert testimony and self-employment.

(3) Activities that have a substantial and continuing impact on the faculty member's university or professional obligations, e.g., long-term consulting relationships with business, government or nonprofit organizations, expert testimony and self-employment.

(B) The activities described in paragraph (A)(1) of this rule are exempt from the pre-approval requirements specified in the remainder of this article but shall be included in the annual spring semester report of extramural employment.

(C) Before performing activities described in paragraphs (A)(2) and (A)(3) of this rule, the faculty member shall obtain the written approval of the faculty member's supervisor; such approval shall not be unreasonably denied. In no event shall the faculty member accept a regular salary or annual retainer for counsel or services without the written consent of their supervisor.

(D) Faculty members shall not engage in any outside employment activity, which competes directly with the university in its pursuit of grants, awards, projects and other sources of funding. In addition, outside employment shall not be undertaken, that violates Ohio's ethics laws governing public employees.

(E) The use of the name, symbol, or address of Cleveland state university in any extramural employment agreement is prohibited. University facilities, equipment, and materials may be used for such purposes only with the prior express consent of the administration and according to explicit terms for reimbursement.

(F) The faculty member's supervisor shall be kept informed in writing of the extramural employment of full-time faculty members. Faculty shall submit a report of such activities, indicating the number of hours and for whom the work was performed, to the supervisor in the spring semester of each academic year. Consulting activities should make a contribution to the enrichment of the teaching and/or research competence of the faculty member.

(G) If the faculty member's supervisor believes that a faculty member's outside activities interfere with the extent or quality of the faculty member's obligation to the university or to the profession or compete directly with the university in its pursuit of grants, awards, projects and other sources of funding, or if the faculty member fails to abide by the procedures set forth in paragraph (A) of this rule, the supervisor and the faculty member shall discuss the situation in an attempt to resolve any problems or misunderstandings. After such consultation, the supervisor may order suspension or termination of any outside employment. Such orders to suspend or terminate outside employment may be appealed to the provost. During the grievance procedure, the order of the supervisor affecting outside employment normally shall not force suspension or termination of existing contractual obligations, but shall prohibit the faculty member from extending or renewing any existing contractual obligations, or accepting any new outside employment. Nevertheless, if the supervisor determines that continuing the outside employment impairs the faculty member's obligation to the university or the profession, the faculty member shall suspend or terminate the outside employment even if the order is challenged through appeal.

(H) Faculty members are expressly prohibited from teaching for other educational institutions, colleges or universities while under contract, unless such teaching is a part of an inter-institutional agreement entered into by Cleveland state university or the faculty member has the prior written consent of the faculty member's supervisor.

Last updated November 27, 2023 at 11:49 AM

History

• Effective: November 26, 2023
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-10 Grants and contracts for research, training, and other purposes.

All proposals to outside agencies for financial support in excess of five hundred dollars for research, training, institutes, seminars, facilities, equipment, or other university activities or purchases shall be submitted to the vice president for research, according to the policies and procedures that the vice president for research shall establish.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-12 Candidacy for public office.

(A) A faculty member may run for an elective public office under the following conditions. The faculty member shall in all cases submit a full statement of proposed campaign activities and of the responsibilities of the office, which they propose to assume. When, in the judgment of the university, those activities conflict with the faculty member's professional obligations, the faculty member shall submit a written application for reduced levels of employment and compensation from the university, or for a special leave of absence without pay, at such a date that it will come before the board of trustees for its consideration at least one full academic semester before the assumption of the said activities. Submission of statements and application shall be according to the procedures set forth in paragraph (C) of rule 3344-11-09 of the Administrative Code.

(B) A faculty member may accept an elective or appointive office under the following conditions. When, in the judgment of the university, those responsibilities and salaries conflict with the faculty member's professional obligation, the faculty member shall submit a written application for reduced levels of employment and compensation from the university or for a special leave of absence without pay, at such a date that the application will normally come before the board of trustees for its consideration at least one full academic semester before the assumption of the said responsibilities.

Last updated November 27, 2023 at 11:49 AM

History

• Effective: November 26, 2023
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-15 Attachment C to Chapter 3344-11 of the Administrative Code - 1958 - statement on procedural standards in faculty dismissal proceedings.

(A) Foreword.

The following statement on procedural standards in faculty dismissal proceedings has been prepared by a joint committee representing the association of American colleges and the American association of university professors. It is intended to supplement the 1940 statement of principles on academic freedom and tenure by providing a formulation of the "academic due process" that should be observed in dismissal proceedings. However, the exact procedural standards here set forth "are not intended to establish a norm in the same manner as the 1940 statement of principles on academic freedom and tenure, but are presented rather as a guide... ." (The statement was approved by the association of American colleges in January 1958, and by the American association of university professors in April 1958.)

(B) Introductory comments.

(1) Any approach toward settling the difficulties, which have beset dismissal proceedings on many American campuses, must look beyond procedure into setting and cause. A dismissal proceeding is a symptom of failure; no amount of use of removal process will help strengthen higher education as much as will the cultivation of conditions in which dismissals rarely if ever need occur. Just as the board of control or other governing body is the legal and fiscal corporation of the college, the faculty are the academic entity. Historically, the academic corporation is the older. Faculty were formed in the middle ages, with managerial affairs either self-arranged or handled in course by the parent church. Modern college faculties, on the other hand, are part of a complex and extensive structure requiring legal incorporation, with stewards and managers specifically appointed to discharge certain functions.

(2) Nonetheless, the faculty of a modern college constitutes an entity as real as that of the faculties of medieval times, in terms of collective purpose and function. A necessary precondition of a strong faculty is that it have firsthand concern with its own membership. This is properly reflected both in appointments to and in separations from the faculty body.

(3) A well-organized institution will reflect sympathetic understanding by trustees and teachers alike of their respective and complementary roles. These should be spelled out carefully in writing and made available to all. Trustees and faculty should understand and agree on their several functions in determining who shall join and who shall remain on the faculty. One of the prime duties of the administrator is to help preserve understanding of those functions. It seems clear on the American college scene that a close positive relationship exists between the excellence of colleges, the strength of their faculties, and the extent of faculty responsibility in determining faculty membership. Such a condition is in no way inconsistent with full faculty awareness of institutional factors with which governing boards shall be primarily concerned.

(4) In the effective college, dismissal proceedings involving a faculty member on tenure or one occurring during the term of an appointment shall be a rare exception, caused by individual human weakness and not by an unhealthy setting. When it does come, however, the college should be prepared for it so that both institutional integrity and individual human rights may be preserved during the process of resolving the trouble. By the same token, presidents and governing boards shall be willing to give full weight to a faculty judgment favorable to a colleague.

(5) One persistent source of difficulty is the definition of adequate cause for the dismissal of a faculty member. Despite the 1940 statement of principles on academic freedom and tenure and subsequent attempts to build upon it, considerable ambiguity and misunderstanding persist throughout higher education, especially in the respective conceptions of governing boards, administrative officers, and faculties concerning this matter. The present statement assumes that individual institutions will have formulated their own definitions of adequate cause for dismissal, bearing in mind the 1940 institutions.

(6) This statement deals with procedural standards. Those recommended are not intended to establish a norm in the same manner as the 1940 statement of principles on academic freedom and tenure, but are presented rather as a guide to be used according to the nature and traditions of particular institutions in giving effect to both faculty tenure rights and the obligations of faculty members in the academic community.

(C) Procedural recommendations - preliminary proceedings concerning the fitness of a faculty member.

(1) When reason arises to question the fitness of a college or university faculty member who has tenure or whose term appointment has not expired, the appropriate administrative officers should ordinarily discuss the matter with the faculty member in personal conference. Consideration of the matter may be terminated by mutual consent at this point; but if an adjustment does not result, a standing or ad hoc committee elected by the faculty and charged with the function of rendering confidential advice in such situations should informally inquire into the situation to effect an adjustment if possible, and if the president of the institution, even after considering a recommendation of the committee favorable to the faculty member, expresses the conviction that a proceeding should be undertaken, action should be commenced under the procedures that follow. Except where there is disagreement, a statement with reasonable particularity of the grounds proposed for the dismissal should then be jointly formulated by the president and the faculty committee; if there is disagreement, the president or their representative should formulate the statement.

(2) Commencement of formal proceedings.

The formal proceedings should be commenced by a communication addressed to the faculty member by the president of the institution, informing the faculty member of the statement formulated, and that, if the faculty member so requests, a hearing will be conducted by a faculty committee at a specified time and place to determine whether the faculty member should be removed from his faculty position on the grounds stated. In setting the date of the hearing, sufficient time should be allowed the faculty member to prepare a defense. The faculty member should be informed, in detail or by reference to published regulations, of the relevant procedural rights. The faculty member should state in reply whether a hearing is desired and, if so, should answer in writing, not less than one week before the date set for hearing the statements in the president's letter.

(3) Suspension of the faculty member.

Suspension of the involved faculty member during the proceedings is justified only if immediate harm to themselves or others is threatened by continuance. Unless legal considerations forbid, any such suspension should be with pay.

(4) Hearing committee.

The committee of faculty members to conduct the hearing and reach a decision should be either an elected standing committee not previously concerned with the case or a committee established as soon as possible after the president's letter to the faculty member has been sent. The choice of members of the hearing committee should be on the basis of their objectivity and competence and of the regard in which they are held in the academic community. The committee should elect its own chair.

(5) Committee proceedings.

(a) The committee should proceed by considering the statement of grounds for dismissal already formulated and the faculty member's response written before the time of the hearing. If the faculty member has not requested a hearing, the committee should consider the case on the basis of the obtainable information and decide whether the faculty member should be removed; otherwise, the hearing should go forward. The committee, in consultation with the president and the faculty member, should exercise its judgment as to whether the hearing should be public or private. If any facts are in dispute, the testimony of witnesses and other evidence concerning the matter set forth in the president's letter to the faculty member should be received.

(b) The president should have the option of attendance during the hearing. The president may designate an appropriate representative to assist in developing the case, but the committee should determine the order of proof, should normally conduct the questioning of witnesses, and, if necessary, should secure the presentation of evidence important to the case.

(c) The faculty member should have the option of assistance by counsel, whose function should be similar to that of the representative chosen by the president. The faculty member should have the additional procedural rights set forth in the "1940 statement of principles on academic freedom and tenure," and should have the aid of the committee, when needed in securing the attendance of witnesses. The faculty member or their counsel and the representative designated by the president should have the right, within reasonable limits, to question all witnesses who testify orally. The faculty member should have the opportunity to be confronted by all adverse witnesses. Where unusual and urgent reasons move the hearing committee to withhold this right, or where the witness cannot appear, the identity of the witness, as well as the witnesses' statements should, nevertheless, be disclosed to the faculty member. Subject to these safeguards, statements may when necessary be taken outside the hearing and reported to it. All of the evidence should be duly recorded. Unless special circumstances warrant, it should not be necessary to follow formal rules of court procedure.

(6) Consideration of hearing committee.

The committee should reach its decision in conference, on the basis of the hearing. Before doing so, it should give opportunity to the faculty member or their counsel and the representative designated by the president to argue orally before it. If written briefs would be helpful, the committee may request them. The committee may proceed to decision promptly, without having the record of the hearing transcribed, where it feels that a just decision can be reached by this means; or it may wait the availability of a transcript of the hearing if its decision would be aided thereby. It should make explicit findings with respect to each of the grounds of removal presented, and a reasoned opinion may be desirable. Publicity concerning the committee's decision may properly be withheld until consideration has been given to the case by the governing body of the institution. The president and the faculty member should be notified of the decision in writing and should be given a copy of the record of the hearing. Any release to the public should be made through the president's office.

(7) Consideration by governing body.

The president should transmit to the governing body the full report of the hearing committee, stating its action. On the assumption that the governing board has accepted the principle of the faculty hearing committee, acceptance of the committee's decision would normally be expected. If the governing body chooses to review the case, its review should be based on the record of the previous hearing, accompanied by opportunity for argument, oral or written or both, by the principals at the hearing or their representatives. The decision of the hearing committee should either be sustained or the proceeding be returned to the committee with objections specified. In such case the committee should reconsider, taking account of the stated objections and receiving new evidence if necessary. It should frame its decision and communicate it in the same manner as before. Only after study of the committee's reconsideration should the governing body make a final decision overruling the committee.

(8) Publicity.

Except for such simple announcements as may be required, covering the time of the hearing and similar matters, public statements about the case by either the faculty member or administrative officer should be avoided so far as possible until the proceedings have been completed. Announcement of the final decision should include a statement of the hearing committee's original action, if this has not previously been made known.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-01

This chapter of the Administrative Code, originally approved by the board of trustees effective July 1, 1996, and revised in February 2015, applies to all professional staff members of the university and all other unclassified personnel not included under the faculty and librarian personnel policies, or covered by the university's collective bargaining agreements with the "American Association of University Professors," (AAUP), or "Service Employees International Union, (SEIU). Executive staff reporting directly to the president are not covered by rule 3344-61-04 of the Administrative Code or by paragraphs (E)(1) to (E)(5) of rule 3344-61-07 of the Administrative Code; these professional staff members serve at the will of the president.

(A) "Professional staff members" are employees of the university and all other unclassified personnel not included under the faculty and librarian personnel policies, or covered by the university's collective bargaining agreements with the AAUP or SEIU, which includes both part- time and full-time staff members.

(B) "Part-time" is defined as an appointment whose regularly assigned workweek is fewer than forty hours per week, and fewer than thirty hours per week for health benefit eligibility. Individual appointments have to be six months or longer to be eligible for benefits.

(C) "Full-time" is defined as an appointment whose regularly assigned workweek is forty hours per week over a period of an academic or fiscal year and a minimum of thirty hours per week for health benefit eligibility. An appointment has to be six months or longer to be eligible for benefits.

(D) "Individual letter of appointment" is a letter, signed by the president, or an authorized university administrator or designee, specifying a professional staff member's conditions of employment and rate of compensation.

(E) "Immediate family" includes mother, father, brother, sister, spouse, daughter, son, mother-in-law, father-in-law, brother-in-law, sister-in-law, daughter-in-law, son-in-law, grandparent, grandchild, registered same-sex domestic partner, dependents of a registered same-sex domestic partner, legal guardian, stepparent, stepchild or other person who stands in place of a parent.

(F) "Unit" defines the area of a staff member's activity, regardless of administrative level within the university. Unit refers generally to an organizational structure; e.g. a department, office, sector, or center, and normally will be under the direction of a unit head/administrator and a unit supervisor.

(G) "Salary grade" is an established pay range for each position noting the minimum and maximum salaries for the pay range.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-63-01

(A) Scope.

This chapter of the Administrative Code applies to non-bargaining classified employees. Classified employees represented by a union are subject to the applicable collective bargaining agreements. This chapter applies to represented employees to the extent that the relevant collective bargaining agreement does not address an issue.

(B) Authority.

The Cleveland state university department of human resources is responsible for all phases of the personnel program for classified staff members. This includes the administration and interpretation of laws and regulations pertaining to the state of Ohio civil service system, as well as the establishment and interpretation of university human resources policies. The associate vice president/chief human resources officer shall adopt procedures to implement this rule.

(C) Equal employment opportunity.

Cleveland state university is committed to the principle of equal opportunity in employment and education. No person will be denied opportunity for employment or education or be subject to discrimination in any project, program or activity because of race, sex (including pregnancy), religion, color, age, national origin, veteran and/or military status, genetic information, disability, sexual orientation, gender identity or expression, marital status or parental status. Complaints of unlawful discrimination are filed with the office for institutional equity.

(D) Safety.

The university and its employees have a mutual interest in maintaining a safe working environment. The university promotes safe work practices on the job, and employees must observe safety rules and report unsafe conditions to supervisors. An employee who is involved in an accident, or who is injured on the job, is required to report the incident to the supervisor as soon as possible.

(E) Drug-free workplace.

(1) In an effort to protect the safety and well-being of the members of the campus community, Cleveland state university addresses substance abuse incidents in accord with the federal Drug Free Workplace Act. The university is committed to providing a rehabilitative and supportive approach for employees with substance abuse issues and when appropriate, to permit continued employment while received treatment for substance abuse issues.

(2) Possession, use, offering or being under the influence of alcohol or drugs, as defined in the university's substance abuse testing procedures, is prohibited. Violations will result in sanctions against the employee up to and including employment termination.

(3) Any employee who tests positive for drugs or a blood alcohol level of 0.02 or greater will be terminated unless the university decides in its sole discretion that it is appropriate to offer the employee a last chance agreement (LCA) and the employee agrees to comply with its terms.

(4) Refusal by an employee to submit to a substance test and/or to authorize disclosure of the test results to the university as required by these protocols shall be deemed to have tested positive. As such, the employee will not be eligible for an LCA and may be subject to immediate employment termination.

(5) An employee who refuses, evades, or delays testing, or tampers with the testing devices or samples, including dilution of samples, will be subject to immediate employment termination. The full description of the university's substance abuse testing procedures can be found on the human resources department website.

History

• Effective: April 5, 2018
• Promulgated Under: 111.15

Chapter 3344-12 Personnel Policies

Ohio Adm.Code 3344-12-02 General policies for persons with special non-bargaining faculty status.

(A) Academic freedom and tenure.

Tenure status is not conferred upon any persons who have special faculty status (i.e. those designated in paragraphs (A)(1) to (A)(5) of rule 3344-12-01 and rule 3344-12-06 of the Administrative Code. They shall, nevertheless, be entitled to full academic freedom in such teaching and research as they may be doing under the aegis of the university.

(B) Professional ethics and academic responsibility.

When persons with special faculty status teach at the university or engage in research which involves students at the university, they should be guided by attachment B to rule 3344-11-14 of the Administrative Code, "A Statement of Professional Ethics and Academic Responsibility."

(C) Institutional due process.

As a principle, the university shall operate in such a way that special faculty shall enjoy freedom from arbitrary or discriminatory treatment. Special status faculty who believe they have not received fair treatment may request a hearing before the department faculty with appeal possible to the appropriate college faculty hearing committee.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-12-06

College of law clinical professors and legal writing professors shall be appointed initially, by the dean of the college of law, with the approval of the provost and the university president, for a period of one academic year with renewal for one-year periods. After the completion of at least five one-year appointments, clinical professors and legal writing professors may be appointed to renewable five-year appointments by the university president, upon recommendation of the provost and the dean of the college of law. Neither the initial appointment, nor any renewals, shall lead to or grant tenure or promotion. The initial appointment and all renewals shall be pursuant to policies contained in paragraph (A) of this rule and procedures adopted by the college of law and approved by the provost.

(A) Procedures for appointment.

(1) Initial appointment.

Prior to an initial appointment of a clinical professor or legal writing professor, a special search committee appointed by the dean of the college of law shall convene to recommend candidates to the dean of the college of law, who will make an appointment with the approval of the provost and the university president.

(2) Subsequent yearly appointments.

Subsequent yearly appointments shall be made by the dean of the college of law after consultation with the appointee's program director (where applicable).

(3) Notice of non-renewal.

A notice of non-renewal of a clinical professor or a legal writing professor during the initial five years of service shall be in writing and in accordance with university policy governing non-bargaining unit faculty.

(4) Five-year appointments.

(a) A clinical professor or legal writing professor is eligible to apply for an initial five-year appointment at the beginning of the fifth one-year appointments and shall, as a condition of employment beyond the current appointment, apply for a five-year appointment during the fifth yearly appointment. A clinical professor or legal writing professor who is not awarded a five-year appointment or renewal may continue to teach under one additional yearly appointment during which the faculty member shall not be eligible to apply for a five-year appointment.

(b) The award of a five-year appointment to a faculty member carries the presumption of successive five-year appointments. Faculty members awarded five-year appointments shall be denied successive five-year appointments only for just cause, or the material modification of the program in which the faculty member teaches, or a declaration of financial exigency.

(c) The standards and procedures governing the review and appointment process shall be maintained on file by the college of law and the provost.

(d) Nothing within these provisions shall prevent the dean of the college of law from recommending to the president and the provost an initial five-year appointment for the retention of a director of legal writing provided the director meets the qualifications for a five-year appointment except for the time of service at Cleveland state university provision.

(5) Termination of five-year appointment.

During a five-year appointment a clinical professor or a legal writing professor may be terminated for just cause, the termination or material modification of the clinical or legal writing program in which the faculty member teaches, or a declaration of financial exigency. Termination proceedings shall be in accordance with university policy governing non-bargaining unit faculty.

(B) Privileges and responsibilities.

(1) A clinical professor's primary obligation shall be to supervise students in one or more of the college of law's clinical courses. Clinical professors may teach other courses or undertake other administrative duties at the college of law. A legal writing professor's primary obligations shall be to teach in the college of law's legal writing and research curriculum, which shall include, but is not limited to, first year and upper level legal writing and research courses. Legal writing professors may teach other courses or undertake other administrative duties at the college of law.

(2) Clinical professors and legal writing professors shall serve on college of law faculty committees at the discretion of the dean of the college of law. These faculty members shall not be eligible to vote on any tenure-related or promotion-related issues. Clinical professors and legal writing professors shall participate in the governance of the college of law to the extent provided in policies adopted by the college of law and shall be afforded noncompensatory perquisites reasonably similar to those provided other full-time faculty members.

(3) Clinical professors and legal writing professors shall be eligible for emeritus status under rule 3344-12-09 of the Administrative Code with the rank of clinical professor emeritus or emerita or legal writing professor emeritus or emerita.

(C) Limitations.

Rule 3344-12-06 of Administrative Code shall apply to the college of law only and shall not set a precedent.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-14

(A) The basic functions of the university are the advancement and dissemination of knowledge, the development of critical intelligence in the young, and the education of citizens and professional workers for the society of which the university is a part.

(B) The indispensable condition for the successful discharge of these functions is an atmosphere of intellectual freedom. Unless a faculty member is free to pursue the quest for knowledge and understanding, wherever it may lead, and to report and discuss the findings, whatever they may be, the university faculty member cannot properly perform their work. It is imperative, therefore, that the university maintains an atmosphere of intellectual freedom and that faculty members uphold that freedom by their own actions. To make that freedom operational, it is equally imperative that the university establish democratic mechanisms for meaningful faculty participation in the governance of the institution.

(C) Freedom entails responsibilities. It is incumbent upon the faculty member to accept the responsibilities and, which are concomitant with the freedom and, for the most part, enjoys. Those responsibilities are: to students, to scholarship, to colleagues, to the university, and to the larger community which the university serves.

(D) Responsibilities to students.

(1) As teachers, faculty members have the responsibility for creating in the classroom or laboratory and in relations with students a climate that stimulates and encourages the students' endeavors to learn. To the best of their ability, exemplify high scholarly standards, and respect and foster the students' freedom to choose and pursue their own goals.

(2) Regardless of rank or position, the instructor of record is required to file with the department and shall provide each student with a course syllabus specifying at a minimum:

(a) The instructor's office and phone number.

(b) The instructor's office hours.

(c) The basis for determining the student's grade.

(3) Adequate supporting documentation regarding student performance should be continually maintained. Any changes to items in paragraphs (D)(2)(a) to (D)(2)(c) of this rule should be provided to the student in writing. Documentation shall be maintained for one semester.

(4) Refusal to fulfill this responsibility after reasonable warnings and an opportunity to rectify the condition is cause for the dean to recommend that the chief academic officer initiate the procedure for sanctions.

(a) The faculty member has the obligation to make clear the objectives of the course or program, to establish requirements, to set standards of achievement, and to evaluate the student's performance.

(b) The faculty member has the responsibility to meet classes as scheduled and, when circumstances prevent this, to arrange equivalent alternate instruction.

(c) The faculty member has the responsibility to teach courses in a manner that is consistent with the course description and credit published in the catalogue and with the announced objectives of the course.

(d) The faculty member owes to the student and the university a fair and impartial evaluation of the student's work. Such evaluation should be consistent with recognized standards and shall not be influenced by irrelevancies such as religion, race, sex, or political view, or be based on the student's agreement with the teacher's opinions pertaining to matters of controversy within the discipline.

(e) Every student is entitled to the same intellectual freedom that the faculty member enjoys. The faculty member shall respect that freedom. The faculty member may not impose restraints upon the student's search for or consideration of diverse or contrary opinion. More positively, the faculty member has an obligation to protect the student's freedom to learn, especially when that freedom is threatened by repressive or disruptive action.

(f) The faculty member has obligations as intellectual guide and counselor to students. The faculty member has a responsibility to be available to students without undue delay. In advising students, the faculty member should make every reasonable effort to see that information given to them is as accurate as possible. The progress of students in achieving their academic goals should not be thwarted or unduly retarded because a faculty member has neglected obligations as advisor and counselor.

(g) Faculty members should conduct themselves at all times so as to demonstrate respect for the student. They should always respect the confidences deriving from the faculty-student relationship.

(h) The faculty member shall avoid exploitation of students for personal advantage. For example, in writing and oral presentations, the faculty member makes due acknowledgement of their contributions to the work.

(E) Responsibilities to scholarship.

(1) The faculty member's responsibilities to scholarship derive from the university's commitment to truth and the advancement of knowledge. Furthermore, society has a vital state in maintaining the university as an institution where knowledge can be sought and communicated regardless of its popularity, its political implications, or even its immediate usefulness. The faculty member has an ethical responsibility both to make full appropriate use of that freedom in teaching and research and to guard it from abuse.

(2) More specifically:

(a) Faculty members are committed to a lifetime of study. Although no one can know everything, even about a limited subject, they shall constantly strive to keep abreast of progress in their field, to develop and improve scholarly and teaching skills, and to devote part of their energies to the extension of knowledge in their area of competence.

(b) The faculty member has the responsibility of being unfailingly honest in research and teaching, refraining from deliberate distortion or misrepresentation and taking regular precautions against the common causes of error.

(c) In order to maintain or increase their effectiveness as a scholar, faculty members may find it advantageous to assume certain obligations outside the university, such as consulting for government or industry, or holding office in scholarly or professional societies. Such activities are appropriate in so far as they contribute to their development as a scholar in the field, or at the very least, do not interfere with that development. On the other hand, acceptance of such obligations primarily for financial gain, especially when such activities may be incompatible with the faculty member's primary dedication as a scholar cannot be condoned.

(F) Responsibilities to colleagues.

As a colleague, the faculty member has obligations that derive from common membership in the community of scholars. The faculty member respects and defends the free inquiry of associates and avoids interference with their work. In the exchange of criticism and ideas the faculty member shows due respect for the rights of others to their opinions, refraining from personal vilification. The faculty member acknowledges contributions of others to the work. When asked to evaluate the professional performance of a colleague, the faculty member strives to be objective.

(G) Responsibilities to the institution.

The faculty member's primary responsibility to the institution is to seek to realize maximum potential as an effective scholar and teacher. In addition, the faculty member has a responsibility to participate in the day-to-day operation of the university. Among the faculty member's general responsibilities to the university the following may be particularly noted:

(1) When acting or speaking as a private person, the faculty member should make clear that the actions and utterances are entirely the faculty member's own and not those of the university.

(2) The faculty member shall never attempt to exploit standing within the university for private or personal gain. The faculty member may, on appropriate occasions, cite connection with the university, but only for purposes of identification not permitting the impression to prevail that the university in any way sponsors any of the faculty member's private activities.

(3) University facilities, equipment, supplies, etc., shall never be used for personal or private business.

(4) A faculty member has the duty to ensure that the regulations of the university are designed to achieve the university's goals as well as being in accord with the principles of academic freedom. Recognizing the importance of order within the institution, the faculty member observes the regulations of the university, but in no way abdicates the right to attempt to reform those regulations by any appropriate orderly means.

(5) Effective faculty participation in the governance of the university promotes academic freedom and the goals of the institution. Each faculty member should take part in the institution's decision-making processes to the best of the faculty member's ability and should accept a fair share of the faculty's responsibilities for its day-to-day operation.

(6) During periods of disturbance or high tension on campus, a faculty member should do everything possible to prevent acts of violence and to reduce tension.

(7) A faculty member determines the amount and character of the work and other activities pursued outside the responsibilities within the university and his primary loyalties to it.

(H) Responsibilities to the community.

As a member of the community, the faculty member has the rights and obligations of any citizen. These include the right to organize and join political or other associations, convene and conduct public meetings, and publicize an opinion on political and social issues. However, in exercising these rights, the faculty member shall make it clear that the faculty member does not speak for the university, but simply as an individual. The faculty member does not use the classroom to solicit support for the faculty member's personal views and opinions.

(I) Because academic freedom has traditionally included the faculty member's full freedom as a citizen, most faculty members face no insoluble conflicts between the claims of politics, social action, and conscience, on the one hand, and the claims and expectations of their students, colleagues, and institutions on the other. If such conflicts become acute, and the faculty member's attention to obligations as a citizen and moral agent precludes the fulfillment of substantial academic obligations, the faculty member cannot escape the responsibility of that choice, but should either request a leave of absence or resign the academic position.

^* Originally published with the kind permission of the faculty senate of the university of Iowa, which adopted this statement on April 27, 1971; subsequently revised and edited.

Last updated October 3, 2024 at 11:49 AM

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-12-03 Policies pertaining to part-time single term instructors.

(A) Qualifications.

Except in rare cases where an exception can be justified on academic grounds, a part-time single term instructor shall possess at least a master's degree or its equivalent in the field in which the faculty member is engaged to teach. Continuation of an appointee's services during successive (not necessarily consecutive) academic terms requires satisfactory teaching evaluations.

(B) Procedures for awarding teaching contracts to part-time single term instructor.

Candidates for positions as part-time single term instructor shall be recruited or assembled in accordance with university general employment guidelines. Department faculties (or colleges) may assign to an appropriate peer review committee or its equivalent (paragraph (I) of rule 3344-11-02 of the Administrative Code) the responsibility to review the qualifications of persons to be engaged as part-time instructors. The department chair or dean shall have discretionary authority to engage a particular part-time single term instructor for two academic semesters. Reappointment beyond the second semester is contingent upon evaluation of teaching competency.

(C) Tenure exclusion.

Service as a part-time single term instructor does not accrue tenure rights. Part-time single term instructors serve by the mutual agreement expressed in each successive contract executed and are engaged to teach at the convenience of the university.

(D) Limitation of service.

A part-time single term instructor shall not have teaching responsibilities exceeding nine credit hours per semester, and no other responsibilities such as accrue to full-time faculty.

(E) Privileges and responsibilities.

Part-time single term instructors have the same right as regular status faculty members to attend appropriate faculty meetings, whether these are committee, departmental, college, faculty senate, or university faculty meetings, and within the requirements of good order, to debate issues.

(F) Non-renewal.

Appointment to part-time single term instructor status is predicated upon the mutual benefit derived for the university and the person appointed, especially including the opportunity for a person with special expertise to provide valued services to the profession and the community by sharing knowledge and collaborating in the search for knowledge. The appointment may not be renewed for the subsequent semester by the part-time single term instructor or the university when, in the judgment of either party, the appointment is no longer mutually beneficial.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-02

The following are definitions of key words and phrases used in rules 3344-11-01 to 3344-13-04 of Administrative Code:

(A) "Faculty"

All persons who have been granted full-time appointments by the board of trustees to the rank of professor, clinical professor, associate professor, clinical associate professor, assistant professor, clinical assistant professor, instructor, assistant college lecturer, associate college lecturer, senior college lecturer, research assistant professor, research associate professor, research professor, college of law clinical professor, college of law legal writing professor, professor of practice, associate professor of practice and assistant professor of practice. Faculty are members of a college as defined in paragraph (A) of rule 3344-13-01 of the Administrative Code. For definitional purposes within these rules, a freestanding school is the equivalent of a college, unless otherwise specified.

(B) "Contract"

The instrument issued annually by the university that specifies rank, tenure status, salary, schedule of salary payment, and any special terms of employment of a faculty member, such as a specific percentage of time assigned to administrative responsibilities. (This is not to be confused with the CSU-AAUP collective bargaining agreement, often colloquially referred to as "The Contract.")

(C) "Appointment"

The original admission to faculty rank and status at Cleveland state university granted by appropriate action of the board of trustees and the entering into a contract. An appointment continues throughout a faculty member's continuous service in the university. Neither promotion in rank nor the issuance of subsequent annual contracts constitutes appointment or "reappointment."

(D) "Tenure"

The status in the university established by formal action by the board of trustees granting the prerogative of a faculty member to employment on a continuing basis subject to dismissal only for the particular causes and after due process specified in this document.

(E) "Probationary period"

The maximum cumulative full-time service that a person eligible for tenure can be required to serve before the time the board of trustees must decide to confer tenure or to terminate the faculty member's appointment, (see paragraph (D)(1) of rule 3344-11-03 of the Administrative Code.)

(F) "Length of faculty service"

Those years of full-time academic service computed for purposes of tenure and promotion representing the sum of:

(1) The number of complete academic years (August through May) of full-time academic service, and;

(2) The whole number (e.g. 0, 1, 2...) obtained by adding together all fractions of academic years served and rounding to the nearest whole number. If the fraction is one-half, the fractions shall be rounded to the nearest lower whole number. Summer teaching shall not be counted in computing years of service, unless the provost and senior vice president for academic affairs (subsequently referred to as the provost) has agreed in writing to substitute a summer semester for an academic year semester of teaching. Leave of absences, paid or unpaid, shall count as years of service if the primary purpose of the leave of absence was scholarly activity other than the completion of the requirements for an degree, unless prior to any such leave of absence, there was a mutual agreement in writing by the faculty member, the faculty member's dean, and the provost excepting the leave from years of service.

(3) Years of service for purpose of promotion and tenure shall not include any year in which less than fifty per cent of assigned duties, as stipulated by contract, entailed departmental research and instruction.

(G) "Primary responsibility" (in personnel actions)

The contract designation at the time of a faculty member's original admission to faculty rank and status at CSU of the department, school, college, or academic unit as appropriate, which has primary responsibility for the making of recommendations for promotion, granting of tenure, and termination. Such primary responsibility can subsequently be transferred to another department, school, college, or academic unit with written consent of all parties concerned.

(H) "Personnel action"

Any decision or recommendation made by a person or persons with authority or responsibility in procedures relating to faculty appointment, termination or continuance of appointment, promotion, and the granting of tenure.

(I) "Peer review committees"

The mechanism through which faculty participate in personnel actions.

(1) Committees shall be formed from departmental faculty, the faculty of two or more cognate departments, or the faculty of a college, depending on the size, maturity, and strength of the academic unit involved in a given personnel action. The faculty body from which a committee is formed shall, hereinafter, be referred to as a grouping.

(2) Rules for the composition of committees.

Departments or schools shall come to an agreement with their dean as to which of three groupings in paragraph (I)(1) of this rule is appropriate for their situation in each type of personnel action. When agreement between the department and the dean is not possible, the decision shall be referred to the college faculty affairs committee.

(a) The various types of personnel actions may be performed by one or several committees as the grouping shall determine.

(b) The faculty of each grouping shall determine the means by which the members of the peer review committees shall be chosen. The selection process shall be subject to annual review in April.

(c) Committees shall consist of at least five members, have a majority of tenured members, and include only faculty at the rank of assistant professor or above. Department chairpersons shall not serve on these committees.

(d) Each committee shall select a chairperson who will receive and disseminate all information pertinent to committee actions.

(e) The names of members of the various peer review committees and their chairpersons shall be reported to the dean of the relevant college and shall be generally available to faculty and administration.

(J) "University personnel committee"

A committee of eight tenured faculty members shall assist the provost (through recommendations) on all personnel action recommendations that are in disagreement. The provost shall also have the discretion to refer any other personnel action to the university personnel committee. This committee shall also represent the faculty in certain matters related to the evaluations of chairpersons and deans. The functions of the committee are prescribed in these policies (see paragraphs (B), (D), (E), and (F) of rule 3344-11-03, paragraph (D) of rule 3344-11-06, and paragraphs (A) and (B) of rule 3344-11-07 of the Administrative Code. The bylaws of the faculty senate shall prescribe the procedures for its selection.

(K) "Dismissal"

The action that results in the ending of a tenured appointment or of a probationary appointment before the conclusion of any contracted term of service.

(L) "Termination"

The action that results in the non-reappointment of a faculty member serving under a non-tenured or probationary appointment at the conclusion of any contracted term of service.

(M) "Visiting professorship"

An appointment on a full-time, but temporary, basis in any faculty rank specified upon a contract of one year's duration, renewable for one additional year for a total of two years, whether consecutive or not. Persons holding such appointments shall not be eligible for tenured status or promotion, nor shall they be entitled to receive successive annual contracts nor any notice that their appointment will not be continued. Persons holding such appointments may seek faculty status through appointment to the professorial ranks set forth in this rule and according to the procedure set forth in paragraph (B) of rule 3344-11-03 of the Administrative Code, if they satisfy the criteria of such appointment as set forth in paragraph (A) of rule 3444-11-03 of the Administrative Code, hereof.

(N) "Emeritus/Emerita professorship"

The honored status awarded to a retiring or retired faculty member. Upon such appointment, the retiring faculty member shall be designated with their rank at time of retirement, appended with the emeritus/emerita honorific.

(O) "Adjunct professorship"

The appointment on a part-time, semester by semester basis in any faculty rank of a person who brings special skills, training, experience, or expertise to some aspect of the academic program of the university. Service to the university shall not be the faculty member's principal vocation.

(P) "Equal opportunity hearing panel"

A panel of twenty-one members of the faculty, including deans, associate deans, assistant deans, and chairpersons, that shall determine complaints of discrimination on the basis of race, religion, color, national or ethnic origin, sex, age, handicap or disability, sexual orientation, or special disabled or Vietnam-era veteran status by members of the faculty. The functions and the manner of selecting the panel are prescribed in these policies (see rule 3344-11-17 of the Administrative Code) and in the bylaws of the faculty senate (see paragraph (K)(6) of rule 3344-13-02 of the Administrative Code.)

(Q) "Department chairperson/director of school"

The department chairperson is the chief administrative officer of an academic department. All references to department chairpersons that appear in these personnel policies shall be understood to apply also to directors of schools.

Last updated May 4, 2026 at 7:40 AM

History

• Effective: May 3, 2026
• Promulgated Under: 111.15

Ohio Adm.Code 3344-12-04 Policies pertaining to college lecturers.

Paragraph (A)(2) of rule 3344-12-01 of the Administrative Code contains certain policies pertaining to college lecturers.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-12-05 Policies pertaining to clinical professors.

A clinical faculty member is one who hold at least a master's degree in a professional discipline and who is an expert practitioner of that discipline. This category of faculty shall be limited in number and to selected departments subject to the provisions of the current CSU-AAUP collective bargaining unit. Eligibility for the clinical professor rank requires an appropriate terminal degree. Clinical faculty shall be members of the CSU-AAUP collective bargaining unit and are eligible for tenure.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-12-09

(A) Qualifications.

Appointment to any visiting faculty rank may only be granted to persons who meet the corresponding standards for the regular academic rank (see paragraph (A) of rule 3344-11-03 of the Administrative Code.)

(B) Procedures for appointment.

Nomination for appointment shall be made by joint recommendation of a peer review committee or its equivalent (see paragraph (I) of rule 3344-11-02 of the Administrative Code) and a department chair if the specific academic unit is organized into departments. Accompanied by recommendations from the dean and the provost, each nomination for appointment shall be forwarded to the president who shall recommend to the board of trustees for appointment all nominees acceptable to the president.

(C) Conditions of continuing service.

Appointment to visiting faculty rank is customarily for a period of one year. Visiting faculty are not eligible for promotion in rank, although subsequent appointment to regular faculty status may be at higher rank. Since each visiting faculty member has a non-renewable one-year appointment, a termination during the contract term is really a dismissal and shall be for adequate cause (see paragraph (B) of rule 3344-11-06 of the Administrative Code) or medical reasons (see paragraph (E) of rule 3344-11-06 of the Administrative Code) and be pursuant to the procedures set forth in paragraph (C) of rule 3344-11-06 of the Administrative Code.

(D) Privileges and responsibilities.

Since visiting faculty members meet the same standards as regular status faculty, they may be assigned teaching and research duties comparable in kind to those assigned to persons holding regular faculty status. Visiting faculty members have the same rights as regular status faculty members to attend appropriate faculty meetings, whether these are committee, departmental, college, faculty senate, or university faculty meetings, and, within the requirements of good order, to debate issues. They may serve on faculty committees and vote in faculty meetings unless specifically prohibited by the relevant bylaws.

(E) Joint appointment.

Persons may be granted joint visiting faculty appointments to two or more departments, colleges, or academic units through the procedures for appointment in each such department, college, or academic unit.

(F) Graduate college membership.

Visiting faculty members may be selected for and removed from the faculty of the college of graduate studies according to the procedures established in the bylaws of the college of graduate studies.

(G) Change of status.

With mutual agreement between the university and a visiting faculty member, the visiting faculty member may be appointed to a different category of faculty status.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-12-07 Policies pertaining to adjunct professors.

(A) Procedures for appointment

Nominations for appointment to adjunct faculty status shall be made by joint recommendation of a peer review committee or its equivalent and a department chairperson. Nominations recommended by the dean shall be forwarded by him or her to the provost who shall appoint all nominees acceptable to him or her. Nominations should specify the appropriate rank (assistant, associate, or full), depending on qualifications.

(B) Procedures for termination of an adjunct faculty appointment

Recommendations for the termination of an adjunct faculty member's appointment may originate with the peer review committee, the chairperson, or the dean. Whatever the origin, the committee, the chairperson, and the dean shall consider the faculty member's qualifications and make recommendations to the provost. The provost shall consider the recommendations and forward them, together with personal recommendations, to the president for action.

(C) Privileges and responsibilities

Since adjunct faculty meet essentially the same standards as regular status faculty, they may, upon mutual agreement, be assigned teaching and research duties comparable in kind to those assigned regular status faculty. Their service is considered to be part-time service; however, they shall not be assigned duties exceeding one-half of the duties of a full-time faculty member. Assignment of mutually agreed upon duties shall be at the convenience of the university. Adjunct faculty members have the same right as regular status faculty members to attend appropriate faculty meetings, whether these are committee, departmental, college, faculty senate, or university faculty meetings, and within the requirements of good order, to debate issues. They may serve on faculty committees and vote in faculty meetings only when provided for in relevant bylaws.

(D) Joint appointment

Persons may be granted joint adjunct appointments to two or more departments, colleges, or academic units through the procedures for appointment in each such department, college, or academic unit.

(E) Graduate college membership

Adjunct faculty members may be selected for and removed from the faculty of the college of graduate studies according to the procedures establish in the bylaws of the college of graduate studies.

(F) Change of status

With mutual agreement between the university and an adjunct faculty member, the adjunct faculty member may be appointed to regular faculty status, following procedures for any new appointment.

(G) Tenure rights

Service as an adjunct faculty member does not accrue tenure rights such as the accumulation of tenure probation time served.

(H) Termination

Appointment to adjunct faculty status is predicated upon the mutual benefit derived for the university and the person appointed, especially including the opportunity for a person with special expertise to provide valued services to his or her profession and the community by sharing knowledge and collaborating in the search for knowledge. The appointment may be terminated by the adjunct faculty member or the university when, in the judgment of either party, the appointment is no longer mutually beneficial.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-12-08 Policies pertaining to research professors.

(A) Procedures for appointment.

The search process and the initial appointment shall be at the university's administration sole discretion and design. The faculty of the members of the department/school or college without departments shall approve the initial appointment only. The dean of the academic unit shall forward their recommendation regarding the appointment to the provost who shall make the final decision.

(B) Procedure and criteria for rank and promotion.

(1) Research faculty shall possess the terminal degree in accord with the applicable provisions in the current collective bargaining agreement.

(2) Minimum standards for appointment at each faculty rank, in addition to the criterion of an earned doctorate specified above:

(a) Research assistant professor. Appointment to the rank of assistant professor shall be based on evidence indicating a record of effectiveness and achievements in conducting research or creative activities.

(b) Research associate professor. Appointment or promotion to the rank of associate professor is based on evidence that the candidate possesses a sustained record of research or creative activities. In addition, the candidate shall demonstrate independence in the attainment of funding.

(c) Research professor. Appointment or promotion to the rank of professor is based on evidence of an outstanding record as a scholar or creative artist. In addition, the candidate shall be self-funded.

(3) An individual seeking promotion shall submit a dossier for evaluation by the appropriate peer review committee. ("PRC") (the departmental PRC in colleges which have opted for departmental peer review or the college PRC in colleges which do not use department PRCs) demonstrating how the candidate satisfies the criteria for promotion. The appropriate PRC shall solicit a letter of evaluation and recommendation from the principal investigator(s) of the grant(s) supporting the candidate. The departmental PRC in colleges, which have opted for departmental peer review, the department chair/school director, and the college PRC committee shall review the dossier and advise the dean on the promotion. The dean shall forward their recommendation to the provost, who makes the decision on whether to promote the candidate.

(C) Tenure rights.

Neither the initial appointment nor any renewal, thereof, leads to the award of tenure.

(D) Rights and responsibilities.

A research faculty member is not a member of the CSU-AAUP collective bargaining unit until and, unless the faculty member completes six consecutive and complete academic years of service as a research faculty member. However, at the time of the initial appointment, the following provisions of the current (August 15, 2011 through August 15, 2014) collective bargaining agreement shall apply: articles 10 and 11.1 (academic freedom), 11.2 (professional ethics), 22 (patents and copyrights), 23.3, 23.4 and 23.5 (laboratory space), and 26 (personnel files).

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-03

This rule was filed with the Legislative Service Commission in PDF format and is presented here as filed.

View Rule Text

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-06

(A) Sanction procedures.

If the chief academic officer of the university believes that the conduct of a faculty member, although not constituting adequate cause for dismissal, is sufficient to justify sanction short of dismissal, such as suspension of service for a stated period or a formal letter of reprimand in a permanent file, then the chief academic officer may initiate a procedure to impose such a sanction.

(1) Sanction of a faculty member for just cause shall occur only because of:

(a) Demonstrated incompetence or dishonesty in teaching or scholarship; or

(b) Manifest neglect of duty; or

(c) Personal conduct that substantially impairs the individual's fulfillment of their institutional responsibilities (see rule 3344-11-14 of the Administrative Code), including but not limited to drug or alcohol abuse; trafficking in illegal drugs; and sexual, ethnic, racial, or religious harassment.

(2) The procedure is to be initiated by the chief academic officer. The faculty member shall receive a written statement of cause and efforts shall be made toward informal resolution of the problem. Should informal efforts be unsuccessful, or should a sanction be sought, the university faculty affairs committee shall be consulted. The faculty member shall be provided an opportunity within ten days for an informal hearing before the university faculty affairs committee (see paragraph (G)(2)(g) of rule 3344-13-03 of the Administrative Code), following which the appropriateness of a sanction shall be determined by the chief academic officer with the advice and consent of the university faculty affairs committee.

(3) At any time prior to the final resolution of the matter, the chief academic officer may temporarily relieve an accused faculty member of all academic responsibilities if the chief academic officer deems this action to be necessary in an emergency to prevent immediate harm to the faculty member or others at the university. However, the chief academic officer shall communicate this decision in writing to the university faculty affairs committee as soon as possible. The accused faculty member shall suffer no loss of pay or benefits during such a period of temporary suspension.

(4) Sanctions involving suspensions, with or without pay, or a possible reduction of salary in succeeding academic contracts are subject to the same formal process as prescribed for cases of dismissal of a faculty member (see paragraph (C) of rule 3344-11-06 of the Administrative Code).

(B) Cause for dismissal based upon charges.

(1) The following charges preferred against a faculty member shall ground a proceeding for dismissal:

(a) Professional incompetency;

(b) Substantial, willful, and persistent neglect, without justification or excuse, of an essential institutional duty, validly prescribed by the university;

(c) Conviction of a crime involving moral turpitude;

(d) Fraudulent credentials;

(e) Violation of proscribed behavior under rule 3344-11-14 of the Administrative Code.

(2) In addition to the foregoing, the Revised Code lists offenses, which are grounds for automatic suspension and, upon conviction, automatic dismissal (see rule 3344-11-16 of the Administrative Code.)

(C) Dismissal procedures.

Dismissal proceedings shall be conducted consistently with the 1958 statement of the ("AAUP") American association of university professors and ("AAC") association of American colleges. The preliminary proceedings described in the 1958 statement shall be conducted by an informal hearing committee provided for in the university bylaws and the formal proceedings, if necessary, shall be conducted as follows:

(1) Dismissal procedures against a faculty member shall be initiated by personal service upon such faculty member, or by certified and regular mail, of a written statement of charges, framed with particularity, by the chief academic officer.

(2) The affected faculty member shall have the right to an informal meeting with the chief academic officer within ten days of service of the statement of charges to provide the faculty member the opportunity to present to the chief academic officer facts and circumstances pertaining to the charges against the faculty member.

(3) The chief academic officer shall have seven days within which to respond to such additional information and shall revoke, modify, or issue the dismissal as originally stated. The notice of dismissal shall be by personal service upon the faculty member, or by certified and regular mail. The president of the university senate shall be notified of the action being taken.

(4) The faculty member may request a formal hearing by notifying the chief academic officer within ten days of personal service, or thirteen days of mailing, of the notice of dismissal, or the right to a hearing is waived. If the faculty member does request a hearing, the faculty member may submit a formal response to the charges in writing within twenty days after the formal request for a hearing is made.

(5) Upon receipt of the request for a formal hearing, the chief academic officer shall initiate the formal hearing process. Such process shall be as follows:

(a) The chief academic officer shall advise the president of the faculty senate of the request for a formal hearing.

(b) The faculty senate academic steering committee, pursuant to senate by-laws and rules, shall designate a member of the faculty senate to participate as a member of a tripartite hearing panel.

(c) The chief academic officer shall also appoint an administrator with tenured faculty status to the hearing panel to represent the office of academic affairs (hereinafter, "administration").

(d) The panel members designated by the faculty senate and the chief academic officer shall jointly contact the federal mediation and conciliation service, who shall appoint an impartial hearing officer who shall act as the chair of a tripartite hearing panel to hear the matter.

(6) A hearing shall be commenced within thirty days of receipt of the request for a formal hearing. The hearing shall be conducted pursuant to the applicable provisions of the Revised Code and Administrative Code applicable to agency hearings. Notwithstanding any provision of law or rule, during the proceedings, the faculty member shall be permitted to have an academic adviser and counsel of the faculty member's choice.

(7) A certified record of the hearing or hearings shall be taken by an official stenographer. A tape of the hearing or hearings shall be made available to the faculty member without cost to the faculty member, at the faculty member's request. If a transcript is required, the cost of such a transcript shall be borne by the university.

(8) The university bears the burden of proof by a preponderance of the evidence that cause exists to dismiss the faculty member.

(9) The hearing shall be held on a continuing basis. Adjournments shall be granted by the hearing panel for good cause.

(10) The faculty member shall be afforded an opportunity to obtain necessary witnesses and documentary or other evidence, and the administration shall, insofar as it is possible for it to do so and with due regard for confidentiality and privileged information, secure the cooperation of such witnesses and make available necessary documents and other evidence within its control.

(11) The faculty member and the administration shall have the right to confront and cross-examine all witnesses.

(12) In the hearing of charges of professional incompetence, the testimony may include that of individuals deemed by the panel to be experts in the field. Such qualification shall be agreed to by the panel members unanimously.

(13) The panel shall not be bound by formal rules of evidence and may admit any evidence which is of probative value in determining the issues involved. However, every possible effort shall be made to obtain the most reliable evidence available.

(14) The panel's findings of fact and decision shall be based solely on the hearing record.

(15) Except for such simple announcements as may be required, covering the time of the hearing and similar matters, public statements and publicity about the case is prohibited.

(16) The panel shall issue its decision within thirty days of the close of the hearing. The panel may affirm, disaffirm, or modify the discharge. The panel shall forward its decision to the university president.

(17) Upon receipt of the decision, the university president shall:

(a) Make the final determination based on the report, pursuant to the powers delegated to the president by the board of trustees and shall

(b) Forward the determination to the board of trustees for its ratification.

(D) Dismissal based upon financial exigency or academic reorganization.

Whenever the president has reason to believe that the university faces a situation of bona fide financial exigency requiring the dismissal of faculty or that justification exists for the discontinuance of a program or department of instruction necessitating the termination of regularly appointed faculty members, the president shall consult with the university personnel committee and obtain its advice and counsel before recommending such action to the board of trustees. The university personnel committee may, if it desires, take not more than ninety days to review any discontinuance, to formulate its advice and counsel, and to submit this advice and counsel to the president.

(1) Affected faculty members shall be able to have the issues related to their cases reviewed by the formal hearing committee established in the bylaws of the faculty senate with ultimate review of all controverted issues by the board of trustees. In every case of financial exigency or discontinuance of a program or department of instruction, the faculty member concerned shall be given notice as soon as possible. Tenured faculty and non-tenured faculty not notified before the schedule of notice in paragraph (E)(2) of rule 3344-11-03 of the Administrative Code shall be given at least twelve months' notice. Before dismissal or termination under this rule, the university shall make a good faith and verifiable effort to place affected faculty members in other suitable positions within the university. When a faculty member's dismissal is based upon financial exigency academic reorganization, the released faculty member's place shall not be filled by a replacement within a period of two years, unless the released faculty member has been offered reappointment and a reasonable time within which to accept or decline it.

(2) Faculty members shall be kept informed of possible anticipated programmatic changes and staffing needs. Where possible, faculty members shall be provided ample opportunity to develop the mutually acceptable level of competence to fill another position agreeable to the individual and to the university. Preferential consideration shall be given tenured faculty in the relocation process.

(E) Separation for medical reasons.

(1) A faculty member who is unable to perform usual and customary academic functions as described in rule 3344-16-02 of the Administrative Code may be involuntarily separated according to the following procedure:

(a) When the chief academic officer or designee has received substantial credible medical evidence of the faculty member's disability and determines that the faculty member is incapable of performing the essential functions as described in rule 3344-16-02 of the Administrative Code due to the disabling illness, injury or condition;

(b) The chief academic officer or designee shall request that the faculty member submit to a medical or psychological examination prior to the involuntary separation of the faculty member.

(2) If the faculty member disagrees with the findings of the medical or psychological examination, the faculty member may seek a separate medical examination at the faculty member's own expense. If there is a disagreement between the examinations secured by the administration and the faculty member, a third opinion shall be secured from an impartial medical professional who is independent of the other two examiners.

(3) Pre-separation hearing. The chief academic officer or designee shall institute a hearing prior to involuntarily disability separating a faculty member. The faculty member shall be provided written notice at least ten university working days in advance of the hearing. If the faculty member does not waive the right to the hearing, then at the hearing the faculty member has the right to examine the university's evidence of disability, to rebut that evidence, and to present testimony and evidence on the faculty member's own behalf.

(4) Based on the medical evaluations and the evidence presented at the pre-separation hearing, the chief academic officer shall then make a determination regarding the separation. If the chief academic officer or designee determines that the faculty member is capable of performing the essential functions, then the involuntary disability process shall cease and the faculty member shall be considered fit to perform the essential functions of the position. If the appointing authority determines that the faculty member is unable to perform the essential functions, then the chief academic officer shall issue an involuntary separation order. However, if a reasonable chance of recovery from illness exists for the faculty member in question, the faculty member shall be given an involuntary leave of absence for up to a period of nine months, based upon the recommendation of the medical professional assessing the faculty member's prospective time to recover. This involuntary leave is in addition to any FMLA or sick leave to which the faculty member is entitled and shall commence only after the faculty member has exhausted their FMLA and sick leave.

(5) Nothing in these provisions affects a faculty member's eligibility for sick leave and FMLA.

Last updated November 27, 2023 at 11:48 AM

History

• Effective: November 26, 2023
• Promulgated Under: 111.15

Ohio Adm.Code 3344-12-10 Policies pertaining to courtesy appointments.

CSU faculty can be granted a courtesy appointments of the same rank in a department different from their primary department.

(A) A courtesy appointment gives faculty certain privileges within a second department at CSU. These privileges will be determined by the conferring department, with the consent of the faculty member, and typically will include the right to teach, mentor, or to vote within the department.

(B) Nominations for courtesy appointments will be made by joint recommendation of a peer review committee of the conferring department and the chair of the department. Nominations endorsed by the dean of the department's college will be forwarded to the provost, who will appoint all nominees acceptable to him or her.

(C) A courtesy appointment will be terminated upon either (1) termination of the faculty member's primary appointment, or (2) a recommendation of the conferring department's peer review committee and department chair.

Last updated October 17, 2024 at 8:32 AM

History

• Effective: October 17, 2024
• Promulgated Under: 111.15

Chapter 3344-13 Bylaws

Ohio Adm.Code 3344-13-01 Bylaws of the faculty senate.

(A) College faculties. Membership and bylaws (revised June 22, 2009.)

Each college, except the college of graduate studies and the honors college, shall have a college faculty constituted as follows: the president of the university; the chief academic officer; the dean, and associate deans, of the college if they hold one of faculty ranks listed in this paragraph; and all persons assigned to the college with the faculty rank of professor, clinical professor, associate professor, clinical associate professor, assistant professor, clinical assistant professor, instructor, assistant college lecturer, associate college lecturer, senior college lecturer, research assistant professor, research associate professor, research professor, college of law clinical professor, college of law senior clinical professor, college of law legal writing professor, college of law senior legal writing professor, professor of practice, associate professor of practice, assistant professor of practice and emeriti. In cases involving doubt as to the proper college or colleges to which a person is assigned, assignment will be made by the chief academic officer after obtaining the recommendation of the deans concerned.

(B) Governance rights of college faculty

With the exception of emeriti faculty, all members of a college faculty shall be eligible to participate in all aspects of faculty governance at all institutional levels (academic unit, college, and university), except for peer review committee (PCR) service, which is open solely to tenured faculty members.

(C) Each college shall establish a procedure for ensuring student participation in college committees.

(D) The college of graduate studies shall have a college faculty constituted as follows: the president of the university, the chief academic officer; the dean, and associate deans, of the college; all college deans; all full-time and adjunct faculty members of the university regularly engaged in graduate activities who apply for admission and are appointed to the graduate faculty by the dean of the college of graduate studies. The dean of the college and the graduate council shall establish standards for admission, continuance, resignation, and/or removal for cause of any member of the graduate faculty from the college of graduate studies. The dean shall maintain a current list of names of the graduate faculty members. Such standards, as well as the bylaws of the college, shall be approved by the faculty senate.

(E) A faculty organization and bylaws consistent with these bylaws shall be approved by each college faculty. It is the responsibility of the college faculty affairs committee or its equivalent to encourage consistency between college and university bylaws. The dean shall notify the secretary of the faculty senate as to the organization plan and bylaws adopted by the college faculty and any subsequent changes made in them. Approved college bylaws and personnel policies will be maintained in updated form by the secretary of the faculty senate.

(F) Calling meetings.

The college faculty shall meet upon call of the dean of the college. Additional means of calling meetings may be established by the college faculty.

(G) Chairperson.

The dean of the college shall either be chairperson of the college faculty or make provision for a chairperson to be elected by the college faculty.

(H) Powers.

The several college faculties shall have the following general powers:

(1) To adopt, alter, or abolish requirements for admission to the college subject to the approval of the faculty senate (see paragraph (F) of rule 3344-13-03 of the Administrative Code.)

(2) To adopt, alter, or abolish courses and curricula subject, in certain cases, to the approval of the faculty senate (see paragraph (E) of rule 3344-13-03 of the Administrative Code.)

(3) To create and abolish schools, bureaus, and departments of instruction within the college subject to approval of the faculty senate (see paragraph (E) of rule 3344-13-03 of the Administrative Code.)

(4) To adopt and abolish academic degrees administered by them subject to the approval of the faculty senate (see paragraph (E) of rule 3344-13-03 of the Administrative Code.)

(5) To recommend to the university curriculum committee and the faculty senate any changes in the subject matter requirements within the college, for graduation from the university or for the awarding of professional or advanced degrees (see paragraph (E) of rule 3344-13-03 of the Administrative Code.)

(6) To provide for the transaction of the business of the college as provided by the established precedents of the college and approved college bylaws and personnel policies.

Last updated October 17, 2024 at 8:33 AM

History

• Effective: October 17, 2024
• Promulgated Under: 111.15

Ohio Adm.Code 3344-13-03

(A) Committee names.

The following committees shall be the standing committees of the faculty senate.

(1) Academic steering committee

(2) University curriculum committee

(3) Admissions and standards committee

(4) University faculty affairs committee

(5) Student life committee

(6) Committee on athletics

(7) Library committee

(8) Graduation, convocation and assembly committee

(9) Committee on academic space

(10) Academic technology committee

(11) University personnel committee

(12) University petitions committee

(13) Budget and finance committee

(14) Electronic learning committee

(15) Undergraduate student success committee

(B) Committee membership.

(1) The terms of office of faculty members of all standing committees shall begin on August sixteenth and terminate on August fifteenth of the following year, and those of student members shall begin on the first day of the summer term and terminate on the last day of the spring semester.

(2) The regularly appointed or elected faculty members of all standing committees, except the academic steering committee, shall serve a term of two years. No appointed or elected member shall serve more than two consecutive terms on any committee other than on those committees in which the chairperson serves on the academic steering committee. In those cases, members may serve three consecutive terms so long as there would be no more than fifty per cent of the members in their third term. Provision shall be made for staggering the membership so that continuity is provided. In staggering the membership, the one-year appointments or elections shall count as one term of the two-term or three-term consecutive limit (paragraph (D)(1) of this rule).

(3) For the purposes of representation on committees, freestanding schools are treated as colleges.

(4) Student members of standing committees shall be appointed by the student concerns committee of the student government association for terms of one year each and may be reappointed for a second term. Such students shall have earned forty-five credit hours as undergraduates or nine hours as graduate students, and shall have a GPA of at least 2.50, for all credit hours earned. If no student volunteer is available through the student concerns committee, an individual committee may recruit students and submit names to the student appointment board for endorsement.

(5) A person may serve on no more than two standing committees at any one time and then only if one is the academic steering committee or the university personnel committee. No person may serve concurrently on the university faculty affairs committee and the university personnel committee or the university peer review committee. If the chairperson of any standing or ad hoc committee to which faculty members are appointed by the academic steering committee is not an elected member of faculty senate, designation as chairperson thereby makes the chairperson an ex officio limited member of faculty senate so long as the faculty member is chairperson of that committee. This limited membership includes only the right to introduce and discuss motions from the standing or ad hoc committee of which the faculty member is chair. This limited membership does not include any other rights, such as the right to vote or to be included in quorum computations.

(6) In the event of the death, resignation, or leave of an appointed or elected member of a standing committee, the member shall be replaced for the remaining term of service when one full semester or longer (summer term not included) remains of the member's term of service. Such replacement shall be considered as having served one term of the two-term consecutive limit if a faculty member serves as a replacement for one year or more. Ordinarily, faculty on leave may be temporarily replaced by a faculty member from that faculty member's college, if such replacement is needed. Appointed committee members shall be replaced by the academic steering committee; elected committee members shall be replaced by the faculty senate representatives from the college to which that position is allocated. In the event that a vacancy shall occur on the university personnel committee for which a replacement is necessary by the terms of this paragraph, the replacement shall be chosen by election in the faculty senate if time permits, otherwise by the academic steering committee, from at least two nominees identified by the senate members from the college to which the position is allocated.

(7) Unless stated otherwise, ex officio committee and student committee members do not vote.

(C) Annual reports.

The chairperson of each of the standing committees, other than the academic steering committee shall present the committee's plans for the upcoming year to the faculty senate no later than at the second senate meeting and shall make at least one annual report to the faculty senate.

(D) Committee descriptions.

(1) Academic steering committee.

(a) The committee shall consist of the senate president, serving as chairperson, the senate vice president, the senate secretary, one elected member of the faculty senate from each of the colleges except the honors college and the college of graduate studies; for each five elected members to faculty senate beyond five, each college shall have an additional elected member of faculty senate on the committee. The elected member(s) to serve on the committee from each college shall be chosen promptly by those elected representatives from the college on the faculty senate who are entitled to membership on the faculty senate for the upcoming year. Elected members serve on the academic steering committee for a term of one year from August sixteenth to August fifteenth. Five other faculty members serve ex officio as voting members on the academic steering committee by virtue of their positions as chair of the budget and finance committee, the admissions and standards committee, the university curriculum committee, the university faculty affairs committee, and the undergraduate student success committee. These five members serve only during their terms as chairs of their respective standing committees. The elected faculty representative to the board of trustees shall serve as an ex officio non-voting member.

(b) The president of the university and the provost of the university shall be ex officio, non-voting, members of the committee. The senate secretary shall serve as secretary of the committee.

(c) The functions of the committee are:

(i) To appoint such faculty members of all other standing committees of the faculty senate as are designated appointed members in these bylaws; to appoint ad hoc committees of the faculty senate; and to designate the chairpersons of all committees to whom it appoints members. Such designated committee chairpersons shall have, as a result of their designation, ex officio limited membership on faculty senate in accordance with paragraph (B) of this rule. Eligibility to be appointed members of each committee is described in the section relating to that committee. The names of the members of each standing committee shall be reported to the senate secretary.

(ii) To prepare the agenda for faculty senate for distribution by the senate secretary.

(iii) To take such action regarding affairs of faculty senate as may be necessary between meetings.

(iv) To advise the president and the faculty senate on the committee structure of the faculty organization.

(v) To serve as the informal hearing committee specified in the procedural standards in faculty dismissal proceedings with the responsibilities there specified (see rule 3344-11-15 of the Administrative Code.)

(vi) To serve as the committee of the faculty senate that consults with the administration regarding matters of strategic planning.

(2) University curriculum committee.

(a) The committee shall consist of two appointed full-time faculty members from the college of arts and sciences (one from mathematics or the sciences, one from the arts or humanities); one appointed full-time faculty member from each of the remaining colleges other than the college of graduate studies and the honors college; one appointed member from the graduate council; two student members; and ex-officio, non-voting members including: the chief academic officer, or designee, the director of university libraries, or designee, and the university registrar.

(b) The functions of the committee are:

(i) To make recommendations to the faculty senate concerning the establishment, inclusion by merger, alteration, and abolition of: all curricula offered by the university; all degrees and certifications conferred under authority of the university; all colleges, departments, schools, and bureaus.

(ii) To make recommendations to the faculty senate on certain proposals from the various colleges respecting courses and curricula. These certain proposals are those affecting a course or curriculum outside the college making the proposal and those proposals setting up a new curriculum.

(iii) To make recommendations to the faculty senate upon proposals from the various colleges respecting academic degrees (see paragraph (G)(4) of rule 3344-13-01 of the Administrative Code). These recommendations to the faculty senate shall be made only after notice thereof, in at least abbreviated form, has been given to the university organization. Failure of the curriculum committee to act or to submit its recommendations shall not deprive the faculty senate of power to review the proposals.

(iv) To make recommendations to the faculty senate upon proposals from the various colleges respecting subject-matter requirements for graduation (see paragraph (G)(5) of rule 3344-13-01 of the Administrative Code). To recommend to the faculty senate changes in all university subject-matter requirements for graduation.

(v) To conduct such investigations and appoint such committees as are reasonably necessary to carry out its responsibilities under university bylaws.

(3) Admissions and standards committee.

(a) The committee shall consist of on appointed member from each of the colleges, except the honors college and the college of graduate studies, one appointed member from the graduate council, and two student members; a designee from the provost's office, a representative of the university registrar's office, and the deans (or designees) of two colleges as ex officio, non-voting members. The two deans are appointed by the academic steering committee and shall serve two-year terms on a staggered basis so that only one dean is appointed each year. The academic steering committee shall make their appointments in such a way that all deans of colleges serve on the committee on a rotating basis and with as nearly equal frequency as possible.

(b) The functions of the committee are:

(i) To make recommendations to the faculty senate on policies and practices pertaining to grading, the academic standing of students, and proficiency standards for graduation and advanced degrees.

(ii) To establish policies and procedures for handling student academic misconduct.

(iii) To review grade disputes in order to ensure the appropriate procedures have been followed, as described in the undergraduate and graduate catalogs.

(iv) To recommend to the faculty senate any needed changes in all university admissions rules.

(v) To review changes in the entrance requirements proposed by any of the colleges and make its recommendations concerning them to the faculty senate (see paragraph (G)(1) of rule 3344-13-01 of the Administrative Code.)

(vi) To act as an advisory council to chief university officer for enrollment management and services upon all problems arising in connection with their duties.

(vii) To work with the administration in all matters concerning the academic calendar and the scheduling of classes.

(viii) To review the annual report of the university petitions committee, and make recommendations to the faculty senate concerning observed trouble points.

(ix) The annual reports of this committee shall include a report on the administration of academic standards during the previous year; a report on admissions data pertaining to the fall entering class of each college; and a report on the performance of the class admitted a year earlier.

(4) University faculty affairs committee.

(a) The committee shall consist of six members elected from the full-time teaching faculty by the elected members of the faculty senate. This election shall take place in the spring semester of each academic year. At least one member of the committee shall be a member of the faculty senate. No member of the university faculty affairs committee may serve concurrently as a member of the university personnel committee or the university peer review committee. Additionally, the chief academic officer shall serve as an ex officio non-voting member. The committee shall select its own chairperson.

(b) The functions of the committee are:

(i) To review and evaluate the tenure regulations set forth in rule 3344-11-03 of the Administrative Code and report to the faculty senate any recommendations for modifying them.

(ii) To hear all cases for exception to the tenure regulations for non-bargaining unit faculty and recommend appropriate action to the chief academic officer.

(iii) To review procedures to be followed in implementing rule 3344-11-06 of the Administrative Code dealing with the formal disciplining of a faculty member or the dismissal of a faculty member for the college of law and non-bargaining unit faculty and to recommend changes to the faculty senate.

(iv) To serve as the formal hearing committee specified in the procedural standards in faculty dismissal proceedings with the responsibilities there specified (see rule 3344-11-06 of the Administrative Code) and as a hearing committee for all other grievances related to faculty personnel policies for non-bargaining unit faculty. In the event that the faculty affairs committee has already been concerned in hearing a faculty grievance which bears upon subsequent dismissal proceedings against the faculty member, an ad hoc committee shall serve as the formal hearing committee in the dismissal proceedings for that case. The ad hoc committee shall be elected by faculty senate in the same way and with the same composition as specified for the faculty affairs committee, with due regard for the qualifications set forth in rule 3344-11-15 of the Administrative Code. No person previously involved with the faculty grievance shall be eligible for election to the ad hoc committee.

(v) To study and evaluate all other personnel policies relating to the faculty and make recommendations to the faculty senate or the AAUP as appropriate. Illustrative areas are promotion, salary, leaves, outside work for pay, military service, academic freedom, insurance and other fringe benefits, parking, teacher rating scales, and retirement.

(vi) To serve as a body for the ongoing evaluation of the faculty personnel policies and make recommendations, when appropriate, to the faculty senate. This committee shall receive by reference all proposed amendments to the bylaws. It shall publish the bylaws, keep them up to date and republish them at such intervals as may be desirable. Recommendations concerning the bylaws shall be sent to each member in advance of presentation to the faculty senate and notice shall be given of the meeting of faculty senate at which the recommendations are to be reported for action.

(vii) To hear all misconduct charges against faculty members arising under paragraph (A) of rule 3344-11-06 of the Administrative Code, such hearings to conform to the procedures given in paragraph (A) of rule 3344-11-06 of the Administrative Code, provided that adequate provision shall have been made for the informal, voluntary adjustment of the issue or issues so as to permit the matter to be terminated by mutual consent. To decide in conference, on the basis of the hearing, whether the alleged misconduct warrants a recommendation of disciplinary action. A finding of disciplinary action shall require the approval of the board of trustees to take effect, and the accused shall have full recourse to law, thereafter.

(5) Student life committee.

(a) The committee shall consist of the chief officer for student affairs (or designee) and a representative from the appropriate office of inclusion and multicultural engagement as ex officio non-voting members. Voting members shall include six appointed members of the full-time faculty and six appointed members from the student body.

(b) The functions of the committee are:

(i) To recommend to the faculty senate proposed legislation affecting student life and activities.

(ii) To make recommendations to the chief officer for student affairs in the area of the officer's administrative responsibilities.

(iii) To supervise student publications.

(iv) To supervise student organizations. In particular, any group of students desiring to organize and be recognized as a university organization shall obtain permission from the committee.

(v) To serve as an advisory body in the coordination and development of the various student personnel services.

(vi) To recommend to the faculty senate policies regarding financial aid, counseling, and special educational services, including cooperative education.

(6) Committee on athletics.

(a) The committee shall consist of six appointed members of the full time faculty, a member from the student athlete advisory committee (SAAC) board, and two other student members; the director of athletics, and the faculty representative to the NCAA serve as ex officio members.

(b) The committee advises and makes recommendations to the faculty senate about key matters involving athletics in the areas of:

(i) Academic integrity-to include but not limited to providing guidance on athletic department policies relating to academic standards, the student-athlete code of conduct, and compliance with CSU academic procedures and expectations, including admission, satisfactory grades, and graduation and academic misconduct policies and procedures;

(ii) Institutional compliance- the committee will help ensure effective regulation and compliance with relevant NCAA, university, and athletic department policies;

(iii) Student-athlete well-being-to include but not limited to providing guidance on policies and strategies to enhance student athlete well-being and development, and student-athlete academic success;

(iv) Community building and campus engagement- the committee will advise on processes and procedures designed to increase communication and collaboration between athletics and the CSU community. This may include but is not limited to providing guidance and feedback on opportunities to build a better understanding of intercollegiate athletics, support community engagement opportunities, and promote community service and engaged learning. The committee works to strengthen relationships among athletics, academics, and the community. To help accomplish these goals, the committee will meet at least once a semester with the director of athletics and will submit an annual report to the faculty senate.

(7) Library committee.

(a) This committee shall include two full-time members from the college of arts and sciences (with one member from the math and sciences, and one from the arts and humanities) and one full-time member from each of the remaining colleges excluding the college of graduate studies, honors college, and law college, two professional librarians, and two student members, as well as the director of the university libraries and the director of the law library as ex officio non-voting members.

(b) The functions of the committee are:

(i) To serve as an advisory group to the director of university libraries and the director of the law library, and to recommend to faculty senate appropriate policies for the delivery of library media services.

(ii) To assist the director of the university libraries and the director of the law library in the interpretation of services to the university community.

(iii) To express the faculty concerns about the university libraries to appropriate university administrative officers.

(8) Graduation, convocation, and assembly committee.

(a) The committee shall consist of two appointed full-time faculty members from the college of arts and sciences (one from mathematics or the sciences, one from the arts or humanities); one appointed full-time faculty member from each of the remaining colleges other than the college of graduate studies and the honors college; four members from the student body, and three non-voting, ex officio members appointed by the president from the administration.

(b) The functions of the committee are:

(i) To recommend three faculty members, one of them being chairperson of this committee, and one student to serve on the university honorary degree committee and encourage all faculty to nominate worthy candidates for consideration of honorary degrees.

(ii) To make recommendations to the faculty senate on a policy for university graduation and convocation ceremonies, including such items as scheduling, location, and format.

(iii) To make recommendations to the faculty senate on policies and procedures for all university lectures and other all university programs. All policies shall be filed with the senate secretary.

(iv) To recommend annually to the university president an appropriation to cover the expenses of such all- university lectures and programs.

(c) The committee's jurisdiction is limited to university- wide events and therefore does not include involvement in programming sponsored by individual colleges or units of the university.

(9) Committee on academic space.

(a) The committee shall consist of two appointed full-time faculty members from the college of arts and sciences (one from mathematics or the sciences, one from the arts or humanities); one appointed full-time faculty member from each of the remaining colleges other than the college of graduate studies and the honors college; two student members; and a representative from the office of facilities services.

(b) The functions of the committee are:

(i) To monitor the fitness of existing academic space for educational use and to assist physical plant in rectifying problems in specific areas.

(ii) To evaluate the suitability of proposed space for academic use. To oversee policies on academic space allocation and evaluate the effectiveness of current allocations.

(c) Academic space is defined as any physical space used to carry out and/or support academic activities.

(10) Academic technology committee.

(a) The committee shall consist of two appointed full-time faculty members from the college of arts and sciences (one from mathematics or the sciences, one from the arts or humanities); one appointed full-time faculty member from each of the remaining colleges other than the college of graduate studies and the honors college; and two student members, who may be undergraduate or graduate students. The committee will also include the following non voting, ex officio members, or their designees: the administrative head of the administrative services and technology department, the director of the office of academic technology and instructional excellence, and the dean of CSU online (or appropriate provost's designee).

(b) The functions of the committee are:

(i) To assess the information services and technology and instructional media services provided for academic use and to determine the academic needs in this area including the use of software, services, computers, and their peripherals, and all computational and instructional media equipment in faculty research and classroom teaching. In performing this function, the committee shall have access to any pertinent material including all usage data and shall define the criteria used to assess the adequacy of information services and technology.

(ii) To report its findings and make recommendations to the chief academic officer through the faculty senate.

(iii) To advise the administrative heads for information services and technology and instructional media services on all significant changes in hardware, software, personnel, and user services and policy.

(11) University personnel committee.

(a) The committee shall consist of the university peer review committee plus one representative from the college of law. The committee shall select its own chair. The law school representative shall be a tenured member of the law school faculty holding the rank of professor elected by the law school faculty and shall serve a term of two years. The law school representative may attend all meetings of the university peer review committee, but shall neither vote nor participate in discussions regarding any university peer review committee matters.

(b) It is the function of the university personnel committee to study dossiers and make recommendations to the provost in all those cases not covered by the American association of university professors collective bargaining agreement (the "Agreement") where conflicting recommendations have been made by the department peer review committee, the college peer review committee, the chair, or the dean. In addition, the provost may refer any or all other cases not covered by the agreement to the university personnel committee for consideration and recommendation. In the cases where there have been conflicting recommendations, the university personnel committee shall solicit comments and supplementary materials from the candidate, the peer review committees, the chair, university personnel committee and the dean. In no case does the university personnel committee have the authority to hold hearings concerning dossiers. It shall forward its recommendations on all candidates for promotion and/or tenure, with supporting reasons, to both the candidate and the provost as well as the dean, college peer review committee, chair, and departmental peer review committee (where applicable) by January twenty-fifth.

(c) The provost shall consider all documents and recommendations, giving particular attention to the university personnel committee recommendations and forward their recommendations to the president by February fifteenth. In no instance shall the provost recommend persons lacking the support of at least one of the faculty committees which have considered the case. If the provost declines to support a candidate having uniformly favorable recommendations, the provost must discuss the case with the university personnel committee. Copies of the provost's recommendation shall be sent to the candidate, university personnel committee (where applicable), dean, college peer review committee, chair, and departmental peer review committee (where applicable) by February fifteenth.

(12) University petitions committee.

(a) The committee shall consist of two appointed full-time faculty members from the college of arts and sciences (one member from mathematics or the sciences, and one member from the arts or humanities), and one appointed full-time faculty member from each of the remaining colleges except the college of law, the college of graduate studies, and the honors college. The registrar shall be an ex officio member and serve as the secretary to the committee. A representative of the professional advising community will be an ex officio member of the committee. The chair of the committee will be selected by committee members at the suggestion of the academic steering committee.

(b) The committee shall receive and act on petitions for waivers of university requirements, unless the admissions and standards committee has approved referral of classes of petitions (e.g. late withdrawals) to the colleges.

(c) Examples of petitions are: early readmission after suspension or separation, waivers of unapproved courses in university general education requirements, and waivers of the university residency requirement involving transient status. The decisions of the university petitions committee shall ordinarily be final. In extreme and rare cases, appeal shall be to the chief academic officer.

(d) The committee shall report annually to faculty senate on petitions received and actions taken.

(13) Budget and finance committee.

(a) The committee shall consist of five faculty members willing to make a significant commitment of time and effort for a two-year period. The senate academic steering committee shall nominate a slate of five faculty members the first year, and alternately two and three faculty members in succeeding years to replace members as their terms expire. The faculty senate shall accept the slate of nominees offered by the academic steering committee, together with nominations from the floor, for electing members of its budget and finance committee. Vacancies occurring prior to the expiration of a term shall be filled in a similar manner. The members of the faculty senate budget and finance committee shall elect their own chair and shall serve concurrently as members of the university planning and finance advisory committee (PFAC).

(b) The AAUP executive committees will jointly appoint one faculty member to be an ex-officio member of the budget and finance committee.

(c) The functions of the faculty senate budget and finance committee:

(i) To participate fully and proactively in creating the budget that is proposed to the president for final action by the board of trustees.

(ii) To report at each faculty senate meeting on current and future budgetary matters.

(14) Electronic learning committee.

(a) The committee shall consist of one faculty member appointed by faculty senate from each of the colleges (except the honors college and the college of graduate studies); the dean of CSU online (or appropriate provost's designee), and the director of the center for e-learning as non voting, ex officio members; and two students.

(b) The functions of the electronic learning committee:

(i) To increase knowledge, collaboration, and effectiveness of on-line instruction at the university.

(ii) To develop policies regarding student access to electronic learning courses at the university.

(iii) To make recommendations regarding the academic security of electronic learning courses.

(iv) To assure the quality of electronic learning courses at the university.

(v) To make recommendations regarding peer and student evaluation of the teaching effectiveness of electronic courses.

(vi) To participate in strategic planning regarding the future development of electronic instruction at the university.

(c) Proposals and recommendations from the electronic learning committee pertaining to new curriculum, new academic standards, or new faculty policies shall be referred to the appropriate faculty senate standing committee for consideration and approval (e.g. university curriculum committee, admissions and standards committee, or university faculty affairs committee).

(15) Undergraduate student success committee.

(a) The committee shall consist of two appointed full-time faculty members from the college of arts and sciences (one from mathematics or the sciences, one from the arts or humanities), one appointed full time faculty member from each of the other colleges except for the honors college, the college of graduate studies, and the college of law, and two undergraduate students (one from a science, technology, engineering or mathematics major, one who is not a science, technology, engineering or mathematics major), a representative of the honors council/college, and a representative of the university teaching council selected by the council. The committee will also include the following non-voting ex officio members, or their designees: the vice provost for instructional excellence, the vice president for enrollment management, the vice president for student belonging and success, and the director of institutional research. The committee will elect their own chair from among those voting members of the committee who are faculty.

(b) The functions of the committee are:

(i) To monitor and gather data related to student success and to report this data to faculty senate.

(ii) To encourage, promote, and facilitate faculty's role in student success.

(iii) To identify and facilitate solutions to systematic barriers to student success.

(iv) To serve as the interface between the faculty university resources and initiatives associated with student success.

(v) To consult with the university administration regarding matters of student success.

(E) Policy review cycle. The responsible official is responsible for keeping the assigned university policy current and for the performance of periodic reviews to ensure that the policy complies with and reflects current laws, regulations, accreditation standards, and higher education best practices. At a minimum, every five years, a policy is to be reviewed by the responsible official who will recommend whether the policy should be reaffirmed without revision, amended, or rescinded. Policies may be reviewed on an earlier timeline depending on necessity and change in law or practice.

Last updated May 4, 2026 at 7:40 AM

History

• Effective: May 2, 2026
• Promulgated Under: 111.15

Ohio Adm.Code 3344-13-02 The faculty senate.

(A) Membership categories (revised XXXX). There shall be a faculty senate constituted as follows:

(1) For purposes of apportionment, university faculty affairs committee (UFAC) will use a census date of September fifteenth each year for the numbers of eligible faculty, as defined in paragraph (A) of rule 3344-13-01 of the Administrative Code, excluding emeriti faculty.

(2) Elected members as follows:

(a) Each college, excluding the college of graduate studies and the honors college, will elect four representatives. Each college, excluding the college of graduate studies and the honors college, with more than twenty faculty members, will elect one additional representative for every fifteen additional faculty members. Example: if a college has thirty-five to forty-nine members, the college would elect one more senator for a total of five senators; if a college has fifty to sixty-four members, the college would elect two additional senators for a total of six senators, and so on;

(b) Two representatives of the teaching faculty from the college of graduate studies; and

(c) The professional librarians shall have one voting representative elected from and by their membership.

(3) Corresponding members: the president of the university, the chief academic officer, the deans of each college, and other appropriate administrators (not to exceed ten in number) designated by the president of the university; two representatives from the professional staff organizations, two retired faculty association representatives, and four student representatives shall be corresponding members with the right to participate in discussions but without the right to vote. Administrators not currently corresponding members may be called to faculty senate meetings for information purposes.

(B) Selection of elected members.

The elected members shall be chosen in the following manner:

(1) Eligibility. Only a member of a college faculty (paragraph (A) of rule 3344-13-01 of the Administrative Code) shall be eligible to vote for and act as a representative for the college. A member of more than one college faculty shall be eligible to represent only one, except that a member of the teaching faculty of graduate studies shall be eligible to act as a representative from either this college or the other college to which they are assigned, but not both. Only those members of a college faculty other than the president, the chief academic officer, the dean, associate deans, assistant deans, vice provosts, associate provosts, assistant provosts, and executive assistants to the president shall be eligible to serve as elected college representatives to the faculty senate.

(2) Representatives shall serve two-year terms and not more than three terms consecutively. In the first year's election, half the representatives from each college shall serve only a one-year term. Those receiving the larger number of votes in the initial election will serve two years. The initial one-year term shall count as one of the three consecutive terms for which a representative may serve.

(3) Each college faculty shall set up a procedure for nominating at least twice the number of representatives to be elected. The college shall select the required number of representatives by secure electronic or paper ballot to be supervised by a body designated by the college faculty. This election shall take place during the spring semester of each academic year on a schedule such that the balloting is completed, counted, and senators selected by March fifteenth. Members elected take office on August fifteenth.

(4) When faculty senate representative positions are vacated during the term of office, the representatives to faculty senate from the college concerned shall elect temporary replacements. At the next regular election, each vacancy shall be filled by an election for the unexpired term. A person so elected to fill out one year of an unexpired term shall be considered as having served one of the three consecutive terms for which a representative may serve.

(5) If the number of faculty senate representative positions decreases below the number of continuing representatives to faculty senate from a college, the current members will remain in place until expiration of their term.

(C) Selection of professional representatives.

The corresponding members representing the two professional staff organizations shall be chosen in the following manner:

(1) Eligibility. Only professional members of the two professional staff organizations shall be eligible to act as corresponding non-voting representatives for the professional members of the professional staff organizations in the faculty senate.

(2) Professional representatives shall serve two-year terms and not more than two terms consecutively. Upon ratification of this provision those eligible to vote according to paragraph (C)(1) of this rule will elect two members from each of the two professional staff organizations, one of each organization as determined by lot shall serve two years, the other of each organization only one. The initial one-year term shall count as one of the two consecutive terms for which a representative may serve. Each professional organization shall set up a procedure for nominating at least twice the number of representatives to be elected. They shall select the required number of representatives by mail ballot to be supervised by a body designated by the total membership of each group. Election shall take place during the spring semester of each academic year. Members elected take office on August fifteenth (revised February 27, 2002.)

(3) Faculty senate positions (paragraph (C)(2) of this rule) vacated during term of office will be filled until the next election by appointment by the academic steering committee of faculty senate from among those eligible. At such next election each vacancy shall be filled by an election for the unexpired term.

(D) Selection of retired faculty association representatives.

The two corresponding non-voting members of the retired faculty association shall be selected according to a procedure that is determined by the association. Members selected take office on August fifteenth, (revised February 27, 2002.)

(E) Selection of student representatives.

The four student corresponding non-voting members shall be appointed by the student appointments board for terms of one year each. Such students shall have earned forty-five credit hours and shall have a GPA of at least 2.50 for all credit hours earned. No student may be appointed unless an adequate and timely notice requesting student applications appears in student publications. Vacancies in student membership on faculty senate occurring during the term of office shall be filled by the student appointments board for the remaining term of service when one full semester or longer (summer term not included) remains of his or her term of service.

(F) Faculty senate quorum.

A majority of the voting members of the faculty senate shall constitute a quorum.

(G) Faculty senate officers.

The faculty senate shall be served by three officers chosen from its elected membership (paragraph (A)(1) of this rule). These three faculty senate officers shall be senate president, the senate vice president, and senate secretary.

(1) Senate president's duties and responsibilities. The faculty senate president shall:

(a) Preside at all meetings of the faculty senate;

(b) Preside at all meetings of the academic steering committee;

(c) Officially inform in writing the university president or other appropriate administrative officers of the formal transactions of the faculty senate;

(d) Officially represent the interests of the faculty as a faculty representative to the board of trustees of Cleveland state university;

(e) Informally represent the interests of the faculty to university administrators and, when appropriate, to other intra-university and extra-university agencies;

(f) Manage the faculty senate administrative office (paragraph (G) of this rule);

(g) And perform such other duties as may be assigned by these bylaws and by actions of the faculty senate.

(2) Senate vice president's duties and responsibilities. The faculty senate vice president shall:

(a) Preside at meetings of the faculty senate and the academic steering committee in the absence of the senate president;

(b) Assume all of the duties of the senate president whenever they are absent from campus or otherwise incapacitated by illness or injury for more than two consecutive weeks;

(c) And perform such other duties as may be assigned by these bylaws, by the senate president, and by actions of the faculty senate.

(3) Secretary's duties and responsibilities. The faculty senate secretary shall:

(a) Supervise the preparation and distribution of the agenda for faculty senate meetings to all members at least one week prior to all scheduled meetings;

(b) Supervise the preparation and distribution of the minutes of the meetings of the faculty senate. Such minutes shall be distributed within ten days following faculty senate meetings.

(c) Conduct all university-wide faculty elections, provide timely notice to college faculties of needed college nominations for appointments and elections, and receive notification of the results of all collegewide faculty elections.

(d) Serve as the archivist of important faculty senate documents, including minutes, correspondence, reports, and similar documents;

(e) And perform such other duties as may be assigned by the bylaws, by the senate president, and by actions of the faculty senate.

(H) Election of officers

(1) Elected members of the faculty senate who have served as a chair of a standing faculty senate committee or as an elected member of the faculty senate for at least one year and who are full-time faculty with at least four years of service at CSU and have achieved the rank of associate professor or professor, associate college lecturer or senior college lecturer, associate professor of practice or professor of practice, clinical associate professor or clinical professor, college of law clinical professor or senior clinical professor or college of law legal writing professor or senior legal writing professor shall be eligible for election to the offices of faculty senate president, vice president, or secretary.

Elections for the offices of president and secretary normally shall be held in even years and for vice president in odd years, except that any vacancy in any of the three offices shall be filled by election during the spring semester of that academic year.

(2) The terms of office for all three positions shall commence at the start of the fall semester subsequent to the spring election and shall continue for two years, with no more than two consecutive terms to be served by any faculty member in any single office. Outgoing senate officers will work with officers-elect during the summer semester after the election to ensure a smooth transition into the new academic year.

(3) The procedures governing regular elections shall be as follows:

(a) Immediately following the election of senators each year (to be completed no later than March fifteenth, per paragraph (B)(3) of this rule), the faculty senate president shall appoint three elected members of the academic steering committee, each representing a different college, to serve as the nominating committee. This nominating committee shall nominate of its own motion up to two candidates for each of the offices to be filled. The nominating committee shall add to the slate of nominees' any and all nominations by petition, signed by at least five elected members serving on the faculty senate in the following academic year and received by the nominating committee by April first (revised September 12, 2008).

(b) The nominating committee shall determine the willingness of proposed candidates to serve in advance of entering their names into nomination. Each person so nominated shall submit concurrently a brief biographical sketch and may contribute a brief voluntary statement.

(c) At the final steering committee meeting of the academic year the nominating committee shall provide faculty senate members with the final slate of candidates for each office to be filled. Under each candidate's name shall be the brief biographical sketch and, if received, the candidate's statement.

(d) From their final slate of candidates, the nominating committee will distribute either a secure electronic or paper ballot of senators continuing in the following year and senators-elect. Elections shall be by a majority of the votes cast. In the event that a majority is not received by any candidate, the two candidates receiving most votes will be retained and another vote shall be conducted.

(e) Elections must be completed by the final faculty senate meeting of the spring semester, where results will be announced. President-elect, vice-president-elect, and secretary-elect will have the opportunity to work with outgoing executive committee members in order to provide a smooth transition from one year to the next.

(I) Faculty senate administrative office.

To assist the faculty senate officers, committee chairpersons, members, and others, a faculty senate administrative office shall be established. This administrative office shall be staffed adequately by the chief academic officer with a secretary and appropriate office facilities. The three officers shall be accorded released time commensurate with their responsibilities.

(J) Faculty senate meetings.

Written notice of the time and agenda of all meetings of the faculty senate shall be given to members of the faculty senate by the faculty senate secretary approximately one week in advance of the meeting. The faculty senate shall schedule a meeting at least once each month from September through May. Meetings in addition to the regular monthly meeting may be held on call of the faculty senate president or on the written request to the faculty senate secretary of six elected members of the faculty senate. Meetings shall be open to all members of the university community. Visitors from outside the university may attend by permission of the faculty senate.

(K) Faculty senate duties and responsibilities. The faculty senate shall have the duties and responsibilities to:

(1) Initiate educational and academic policies of the university. The faculty senate shall have the authority to designate ad hoc committees for this purpose and to act upon reports from any university committee to the extent that the academic policies of the university are affected. There shall be standing committees of the faculty senate as specified in these bylaws (rule 3344-13-03 of the Administrative Code).

(2) Adopt rules to effectuate the educational and academic policies of the university.

(3) Bring up for consideration proposals on matters pertaining to the general welfare of the university, including any parts of it such as faculty, students, or administrative units.

(4) Make recommendations to the administration relative to buildings, budget priorities, and new proposals and developments.

(5) Act upon all matters of routine faculty business in pursuance of already established university policies.

(6) Elect members to the equal opportunity hearing panel. Four of the total of twelve faculty members shall be elected each year for a three-year term. The election shall take place in the spring semester of each academic year.

(7) Summaries of the actions of the faculty senate shall be sent to all members of the university faculty and professional members and student members of faculty senate within approximately fifteen days following the meeting.

(L) Faculty senate voting (revised September 20, 2007).

Issues brought before the faculty senate shall be decided by a majority of members present and voting, except that members of Senate standing committees shall be elected by plurality vote. Voting shall be by voice or show of hands, except that a secret ballot may be taken by a majority vote of those present and voting.

(M) Faculty senate procedures.

All meetings, except as otherwise provided for by the faculty senate, shall be conducted according to the most recently revised edition of Robert's Rules of Order.

(N) Faculty senate attendance.

A faculty senator who cannot attend a senate meeting shall provide notice to the faculty senate secretary no fewer than twenty-four hours in advance of the meeting. Failure to provide such notice will constitute an unexcused absence for the senator, to be recorded by the faculty senate secretary. If a senator accumulates two unexcused absences during an academic year, the faculty senate secretary will inform the caucus of the college represented by the senator of the absenteeism. If a senator has been declared an absentee, the college caucus will have the option to replace the absentee senator using the temporary election provisions described in paragraph (B)(4) of rule 3344-13-02 of the Administrative Code.

Last updated February 19, 2026 at 7:48 AM

History

• Effective: February 19, 2026
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-15

(A) Foreword.

The following statement on procedural standards in faculty dismissal proceedings has been prepared by a joint committee representing the association of American colleges and the American association of university professors. It is intended to supplement the 1940 statement of principles on academic freedom and tenure by providing a formulation of the "academic due process" that should be observed in dismissal proceedings. However, the exact procedural standards here set forth "are not intended to establish a norm in the same manner as the 1940 statement of principles on academic freedom and tenure, but are presented rather as a guide... ." (The statement was approved by the association of American colleges in January 1958, and by the American association of university professors in April 1958.)

(B) Introductory comments.

(1) Any approach toward settling the difficulties, which have beset dismissal proceedings on many American campuses, must look beyond procedure into setting and cause. A dismissal proceeding is a symptom of failure; no amount of use of removal process will help strengthen higher education as much as will the cultivation of conditions in which dismissals rarely if ever need occur. Just as the board of control or other governing body is the legal and fiscal corporation of the college, the faculty are the academic entity. Historically, the academic corporation is the older. Faculty were formed in the middle ages, with managerial affairs either self-arranged or handled in course by the parent church. Modern college faculties, on the other hand, are part of a complex and extensive structure requiring legal incorporation, with stewards and managers specifically appointed to discharge certain functions.

(2) Nonetheless, the faculty of a modern college constitutes an entity as real as that of the faculties of medieval times, in terms of collective purpose and function. A necessary precondition of a strong faculty is that it have firsthand concern with its own membership. This is properly reflected both in appointments to and in separations from the faculty body.

(3) A well-organized institution will reflect sympathetic understanding by trustees and teachers alike of their respective and complementary roles. These should be spelled out carefully in writing and made available to all. Trustees and faculty should understand and agree on their several functions in determining who shall join and who shall remain on the faculty. One of the prime duties of the administrator is to help preserve understanding of those functions. It seems clear on the American college scene that a close positive relationship exists between the excellence of colleges, the strength of their faculties, and the extent of faculty responsibility in determining faculty membership. Such a condition is in no way inconsistent with full faculty awareness of institutional factors with which governing boards shall be primarily concerned.

(4) In the effective college, dismissal proceedings involving a faculty member on tenure or one occurring during the term of an appointment shall be a rare exception, caused by individual human weakness and not by an unhealthy setting. When it does come, however, the college should be prepared for it so that both institutional integrity and individual human rights may be preserved during the process of resolving the trouble. By the same token, presidents and governing boards shall be willing to give full weight to a faculty judgment favorable to a colleague.

(5) One persistent source of difficulty is the definition of adequate cause for the dismissal of a faculty member. Despite the 1940 statement of principles on academic freedom and tenure and subsequent attempts to build upon it, considerable ambiguity and misunderstanding persist throughout higher education, especially in the respective conceptions of governing boards, administrative officers, and faculties concerning this matter. The present statement assumes that individual institutions will have formulated their own definitions of adequate cause for dismissal, bearing in mind the 1940 institutions.

(6) This statement deals with procedural standards. Those recommended are not intended to establish a norm in the same manner as the 1940 statement of principles on academic freedom and tenure, but are presented rather as a guide to be used according to the nature and traditions of particular institutions in giving effect to both faculty tenure rights and the obligations of faculty members in the academic community.

(C) Procedural recommendations - preliminary proceedings concerning the fitness of a faculty member.

(1) When reason arises to question the fitness of a college or university faculty member who has tenure or whose term appointment has not expired, the appropriate administrative officers should ordinarily discuss the matter with the faculty member in personal conference. Consideration of the matter may be terminated by mutual consent at this point; but if an adjustment does not result, a standing or ad hoc committee elected by the faculty and charged with the function of rendering confidential advice in such situations should informally inquire into the situation to effect an adjustment if possible, and if the president of the institution, even after considering a recommendation of the committee favorable to the faculty member, expresses the conviction that a proceeding should be undertaken, action should be commenced under the procedures that follow. Except where there is disagreement, a statement with reasonable particularity of the grounds proposed for the dismissal should then be jointly formulated by the president and the faculty committee; if there is disagreement, the president or their representative should formulate the statement.

(2) Commencement of formal proceedings.

The formal proceedings should be commenced by a communication addressed to the faculty member by the president of the institution, informing the faculty member of the statement formulated, and that, if the faculty member so requests, a hearing will be conducted by a faculty committee at a specified time and place to determine whether the faculty member should be removed from his faculty position on the grounds stated. In setting the date of the hearing, sufficient time should be allowed the faculty member to prepare a defense. The faculty member should be informed, in detail or by reference to published regulations, of the relevant procedural rights. The faculty member should state in reply whether a hearing is desired and, if so, should answer in writing, not less than one week before the date set for hearing the statements in the president's letter.

(3) Suspension of the faculty member.

Suspension of the involved faculty member during the proceedings is justified only if immediate harm to themselves or others is threatened by continuance. Unless legal considerations forbid, any such suspension should be with pay.

(4) Hearing committee.

The committee of faculty members to conduct the hearing and reach a decision should be either an elected standing committee not previously concerned with the case or a committee established as soon as possible after the president's letter to the faculty member has been sent. The choice of members of the hearing committee should be on the basis of their objectivity and competence and of the regard in which they are held in the academic community. The committee should elect its own chair.

(5) Committee proceedings.

(a) The committee should proceed by considering the statement of grounds for dismissal already formulated and the faculty member's response written before the time of the hearing. If the faculty member has not requested a hearing, the committee should consider the case on the basis of the obtainable information and decide whether the faculty member should be removed; otherwise, the hearing should go forward. The committee, in consultation with the president and the faculty member, should exercise its judgment as to whether the hearing should be public or private. If any facts are in dispute, the testimony of witnesses and other evidence concerning the matter set forth in the president's letter to the faculty member should be received.

(b) The president should have the option of attendance during the hearing. The president may designate an appropriate representative to assist in developing the case, but the committee should determine the order of proof, should normally conduct the questioning of witnesses, and, if necessary, should secure the presentation of evidence important to the case.

(c) The faculty member should have the option of assistance by counsel, whose function should be similar to that of the representative chosen by the president. The faculty member should have the additional procedural rights set forth in the "1940 statement of principles on academic freedom and tenure," and should have the aid of the committee, when needed in securing the attendance of witnesses. The faculty member or their counsel and the representative designated by the president should have the right, within reasonable limits, to question all witnesses who testify orally. The faculty member should have the opportunity to be confronted by all adverse witnesses. Where unusual and urgent reasons move the hearing committee to withhold this right, or where the witness cannot appear, the identity of the witness, as well as the witnesses' statements should, nevertheless, be disclosed to the faculty member. Subject to these safeguards, statements may when necessary be taken outside the hearing and reported to it. All of the evidence should be duly recorded. Unless special circumstances warrant, it should not be necessary to follow formal rules of court procedure.

(6) Consideration of hearing committee.

The committee should reach its decision in conference, on the basis of the hearing. Before doing so, it should give opportunity to the faculty member or their counsel and the representative designated by the president to argue orally before it. If written briefs would be helpful, the committee may request them. The committee may proceed to decision promptly, without having the record of the hearing transcribed, where it feels that a just decision can be reached by this means; or it may wait the availability of a transcript of the hearing if its decision would be aided thereby. It should make explicit findings with respect to each of the grounds of removal presented, and a reasoned opinion may be desirable. Publicity concerning the committee's decision may properly be withheld until consideration has been given to the case by the governing body of the institution. The president and the faculty member should be notified of the decision in writing and should be given a copy of the record of the hearing. Any release to the public should be made through the president's office.

(7) Consideration by governing body.

The president should transmit to the governing body the full report of the hearing committee, stating its action. On the assumption that the governing board has accepted the principle of the faculty hearing committee, acceptance of the committee's decision would normally be expected. If the governing body chooses to review the case, its review should be based on the record of the previous hearing, accompanied by opportunity for argument, oral or written or both, by the principals at the hearing or their representatives. The decision of the hearing committee should either be sustained or the proceeding be returned to the committee with objections specified. In such case the committee should reconsider, taking account of the stated objections and receiving new evidence if necessary. It should frame its decision and communicate it in the same manner as before. Only after study of the committee's reconsideration should the governing body make a final decision overruling the committee.

(8) Publicity.

Except for such simple announcements as may be required, covering the time of the hearing and similar matters, public statements about the case by either the faculty member or administrative officer should be avoided so far as possible until the proceedings have been completed. Announcement of the final decision should include a statement of the hearing committee's original action, if this has not previously been made known.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-03

This rule was filed with the Legislative Service Commission in PDF format and is presented here as filed.

View Rule Text

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-11-06

(A) Sanction procedures.

If the chief academic officer of the university believes that the conduct of a faculty member, although not constituting adequate cause for dismissal, is sufficient to justify sanction short of dismissal, such as suspension of service for a stated period or a formal letter of reprimand in a permanent file, then the chief academic officer may initiate a procedure to impose such a sanction.

(1) Sanction of a faculty member for just cause shall occur only because of:

(a) Demonstrated incompetence or dishonesty in teaching or scholarship; or

(b) Manifest neglect of duty; or

(c) Personal conduct that substantially impairs the individual's fulfillment of their institutional responsibilities (see rule 3344-11-14 of the Administrative Code), including but not limited to drug or alcohol abuse; trafficking in illegal drugs; and sexual, ethnic, racial, or religious harassment.

(2) The procedure is to be initiated by the chief academic officer. The faculty member shall receive a written statement of cause and efforts shall be made toward informal resolution of the problem. Should informal efforts be unsuccessful, or should a sanction be sought, the university faculty affairs committee shall be consulted. The faculty member shall be provided an opportunity within ten days for an informal hearing before the university faculty affairs committee (see paragraph (G)(2)(g) of rule 3344-13-03 of the Administrative Code), following which the appropriateness of a sanction shall be determined by the chief academic officer with the advice and consent of the university faculty affairs committee.

(3) At any time prior to the final resolution of the matter, the chief academic officer may temporarily relieve an accused faculty member of all academic responsibilities if the chief academic officer deems this action to be necessary in an emergency to prevent immediate harm to the faculty member or others at the university. However, the chief academic officer shall communicate this decision in writing to the university faculty affairs committee as soon as possible. The accused faculty member shall suffer no loss of pay or benefits during such a period of temporary suspension.

(4) Sanctions involving suspensions, with or without pay, or a possible reduction of salary in succeeding academic contracts are subject to the same formal process as prescribed for cases of dismissal of a faculty member (see paragraph (C) of rule 3344-11-06 of the Administrative Code).

(B) Cause for dismissal based upon charges.

(1) The following charges preferred against a faculty member shall ground a proceeding for dismissal:

(a) Professional incompetency;

(b) Substantial, willful, and persistent neglect, without justification or excuse, of an essential institutional duty, validly prescribed by the university;

(c) Conviction of a crime involving moral turpitude;

(d) Fraudulent credentials;

(e) Violation of proscribed behavior under rule 3344-11-14 of the Administrative Code.

(2) In addition to the foregoing, the Revised Code lists offenses, which are grounds for automatic suspension and, upon conviction, automatic dismissal (see rule 3344-11-16 of the Administrative Code.)

(C) Dismissal procedures.

Dismissal proceedings shall be conducted consistently with the 1958 statement of the ("AAUP") American association of university professors and ("AAC") association of American colleges. The preliminary proceedings described in the 1958 statement shall be conducted by an informal hearing committee provided for in the university bylaws and the formal proceedings, if necessary, shall be conducted as follows:

(1) Dismissal procedures against a faculty member shall be initiated by personal service upon such faculty member, or by certified and regular mail, of a written statement of charges, framed with particularity, by the chief academic officer.

(2) The affected faculty member shall have the right to an informal meeting with the chief academic officer within ten days of service of the statement of charges to provide the faculty member the opportunity to present to the chief academic officer facts and circumstances pertaining to the charges against the faculty member.

(3) The chief academic officer shall have seven days within which to respond to such additional information and shall revoke, modify, or issue the dismissal as originally stated. The notice of dismissal shall be by personal service upon the faculty member, or by certified and regular mail. The president of the university senate shall be notified of the action being taken.

(4) The faculty member may request a formal hearing by notifying the chief academic officer within ten days of personal service, or thirteen days of mailing, of the notice of dismissal, or the right to a hearing is waived. If the faculty member does request a hearing, the faculty member may submit a formal response to the charges in writing within twenty days after the formal request for a hearing is made.

(5) Upon receipt of the request for a formal hearing, the chief academic officer shall initiate the formal hearing process. Such process shall be as follows:

(a) The chief academic officer shall advise the president of the faculty senate of the request for a formal hearing.

(b) The faculty senate academic steering committee, pursuant to senate by-laws and rules, shall designate a member of the faculty senate to participate as a member of a tripartite hearing panel.

(c) The chief academic officer shall also appoint an administrator with tenured faculty status to the hearing panel to represent the office of academic affairs (hereinafter, "administration").

(d) The panel members designated by the faculty senate and the chief academic officer shall jointly contact the federal mediation and conciliation service, who shall appoint an impartial hearing officer who shall act as the chair of a tripartite hearing panel to hear the matter.

(6) A hearing shall be commenced within thirty days of receipt of the request for a formal hearing. The hearing shall be conducted pursuant to the applicable provisions of the Revised Code and Administrative Code applicable to agency hearings. Notwithstanding any provision of law or rule, during the proceedings, the faculty member shall be permitted to have an academic adviser and counsel of the faculty member's choice.

(7) A certified record of the hearing or hearings shall be taken by an official stenographer. A tape of the hearing or hearings shall be made available to the faculty member without cost to the faculty member, at the faculty member's request. If a transcript is required, the cost of such a transcript shall be borne by the university.

(8) The university bears the burden of proof by a preponderance of the evidence that cause exists to dismiss the faculty member.

(9) The hearing shall be held on a continuing basis. Adjournments shall be granted by the hearing panel for good cause.

(10) The faculty member shall be afforded an opportunity to obtain necessary witnesses and documentary or other evidence, and the administration shall, insofar as it is possible for it to do so and with due regard for confidentiality and privileged information, secure the cooperation of such witnesses and make available necessary documents and other evidence within its control.

(11) The faculty member and the administration shall have the right to confront and cross-examine all witnesses.

(12) In the hearing of charges of professional incompetence, the testimony may include that of individuals deemed by the panel to be experts in the field. Such qualification shall be agreed to by the panel members unanimously.

(13) The panel shall not be bound by formal rules of evidence and may admit any evidence which is of probative value in determining the issues involved. However, every possible effort shall be made to obtain the most reliable evidence available.

(14) The panel's findings of fact and decision shall be based solely on the hearing record.

(15) Except for such simple announcements as may be required, covering the time of the hearing and similar matters, public statements and publicity about the case is prohibited.

(16) The panel shall issue its decision within thirty days of the close of the hearing. The panel may affirm, disaffirm, or modify the discharge. The panel shall forward its decision to the university president.

(17) Upon receipt of the decision, the university president shall:

(a) Make the final determination based on the report, pursuant to the powers delegated to the president by the board of trustees and shall

(b) Forward the determination to the board of trustees for its ratification.

(D) Dismissal based upon financial exigency or academic reorganization.

Whenever the president has reason to believe that the university faces a situation of bona fide financial exigency requiring the dismissal of faculty or that justification exists for the discontinuance of a program or department of instruction necessitating the termination of regularly appointed faculty members, the president shall consult with the university personnel committee and obtain its advice and counsel before recommending such action to the board of trustees. The university personnel committee may, if it desires, take not more than ninety days to review any discontinuance, to formulate its advice and counsel, and to submit this advice and counsel to the president.

(1) Affected faculty members shall be able to have the issues related to their cases reviewed by the formal hearing committee established in the bylaws of the faculty senate with ultimate review of all controverted issues by the board of trustees. In every case of financial exigency or discontinuance of a program or department of instruction, the faculty member concerned shall be given notice as soon as possible. Tenured faculty and non-tenured faculty not notified before the schedule of notice in paragraph (E)(2) of rule 3344-11-03 of the Administrative Code shall be given at least twelve months' notice. Before dismissal or termination under this rule, the university shall make a good faith and verifiable effort to place affected faculty members in other suitable positions within the university. When a faculty member's dismissal is based upon financial exigency academic reorganization, the released faculty member's place shall not be filled by a replacement within a period of two years, unless the released faculty member has been offered reappointment and a reasonable time within which to accept or decline it.

(2) Faculty members shall be kept informed of possible anticipated programmatic changes and staffing needs. Where possible, faculty members shall be provided ample opportunity to develop the mutually acceptable level of competence to fill another position agreeable to the individual and to the university. Preferential consideration shall be given tenured faculty in the relocation process.

(E) Separation for medical reasons.

(1) A faculty member who is unable to perform usual and customary academic functions as described in rule 3344-16-02 of the Administrative Code may be involuntarily separated according to the following procedure:

(a) When the chief academic officer or designee has received substantial credible medical evidence of the faculty member's disability and determines that the faculty member is incapable of performing the essential functions as described in rule 3344-16-02 of the Administrative Code due to the disabling illness, injury or condition;

(b) The chief academic officer or designee shall request that the faculty member submit to a medical or psychological examination prior to the involuntary separation of the faculty member.

(2) If the faculty member disagrees with the findings of the medical or psychological examination, the faculty member may seek a separate medical examination at the faculty member's own expense. If there is a disagreement between the examinations secured by the administration and the faculty member, a third opinion shall be secured from an impartial medical professional who is independent of the other two examiners.

(3) Pre-separation hearing. The chief academic officer or designee shall institute a hearing prior to involuntarily disability separating a faculty member. The faculty member shall be provided written notice at least ten university working days in advance of the hearing. If the faculty member does not waive the right to the hearing, then at the hearing the faculty member has the right to examine the university's evidence of disability, to rebut that evidence, and to present testimony and evidence on the faculty member's own behalf.

(4) Based on the medical evaluations and the evidence presented at the pre-separation hearing, the chief academic officer shall then make a determination regarding the separation. If the chief academic officer or designee determines that the faculty member is capable of performing the essential functions, then the involuntary disability process shall cease and the faculty member shall be considered fit to perform the essential functions of the position. If the appointing authority determines that the faculty member is unable to perform the essential functions, then the chief academic officer shall issue an involuntary separation order. However, if a reasonable chance of recovery from illness exists for the faculty member in question, the faculty member shall be given an involuntary leave of absence for up to a period of nine months, based upon the recommendation of the medical professional assessing the faculty member's prospective time to recover. This involuntary leave is in addition to any FMLA or sick leave to which the faculty member is entitled and shall commence only after the faculty member has exhausted their FMLA and sick leave.

(5) Nothing in these provisions affects a faculty member's eligibility for sick leave and FMLA.

Last updated November 27, 2023 at 11:48 AM

History

• Effective: November 26, 2023
• Promulgated Under: 111.15

Ohio Adm.Code 3344-13-04 Amendments.

Any proposed amendment to these bylaws, approved by the faculty senate and determined to be substantive by the faculty senate, shall be submitted to the members of the faculty to be voted on using a secure electronic or paper ballot. A positive vote by a majority of the members of the faculty voting shall be sufficient for the adoption of the proposed amendment after approval by the board of trustees.

Last updated November 27, 2023 at 12:07 PM

History

• Effective: November 26, 2023
• Promulgated Under: 111.15

Chapter 3344-14 Graduate Studies Bylaws

Ohio Adm.Code 3344-14-01 Bylaws of the faculty of the college of graduate studies.

The bylaws of the faculty of the college of graduate studies are applicable within the authorization established by the bylaws of the board of trustees and of the faculty organization of Cleveland state university.

History

• Effective: July 20, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-14-02 Name.

(A) This organization shall be known as the faculty of the college of graduate studies of Cleveland state university.

(B) Graduate studies shall be defined as those academic and professional curricula, which require student achievement above the baccalaureate level in any field leading to a master's, specialist's, or doctoral degree, except for the degrees of J.D. and L.L.M. In addition, graduate level certificates, licensure programs or other post baccalaureate programs may apply to the graduate council for inclusion.

History

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

Ohio Adm.Code 3344-14-03 Membership.

(A) The faculty of the college of graduate studies shall be constituted as follows:

(1) The president of the university, the provost and senior vice president for academic affairs, the dean, associate dean and assistant dean(s) of the college of graduate studies, and all deans of colleges of the university. All these members are ex officio and non-voting members, unless qualified under paragraph (A)(2) of this rule.

(2) All members of the faculty under full-time contract to the university (except visiting faculty), emeritus faculty, and university administration who meet the eligibility requirements set forth in paragraph (B) of this rule, who so desire, and whose credentials have been evaluated and approved by the graduate council. All such members shall be voting members on matters related to graduate program governance and curriculum development and revisions.

(3) Adjunct, visiting, and part-time faculty who meet the eligibility requirements set forth in paragraph (B) of this rule) may apply for non-voting graduate faculty membership at the appropriate level. The applications are processed through the appropriate department chairperson clarifying the role the faculty member will play and submitted to the graduate council for evaluation and approval. Adjunct, visiting, and part-time faculty are not eligible for membership on the graduate council.

(4) Faculty emeriti who are members of the graduate faculty at the time of retirement shall continue to be voting members of the graduate faculty for the remainder of their terms. When their terms expire, graduate faculty emeriti may have their memberships renewed as non-voting members upon request. Faculty emeriti who qualify under paragraph (A)(2) of this rule shall be voting members of the graduate faculty.

(5) In such cases where a faculty member has been judged by the graduate council not to fulfill (paragraph (B)(1) of this rule), the individual may petition the graduate council later for reconsideration if additional documentation becomes available to enhance the faculty member's credentials.

(6) In such cases where a faculty member does not seek graduate faculty membership, but wishes to perform a limited number of the functions of a graduate faculty member (see rule 3344-14-04 of the Administrative Code), the individual may petition the graduate council to perform specific functions for a period not to exceed three years. Such petitions shall be considered when the contribution of the faculty member is vital to the function of the program, or in other extraordinary circumstances.

(7) Upon request of a graduate faculty member, graduate faculty status may be extended for up to one year upon the vote of graduate council after the determination of the graduate faculty review committee that:

(a) The faculty member requesting the extension was affected by a serious medical condition or an extended absence from work due to a reason allowed under the Family Medical Leave Act, during the period of their most recent graduate faculty membership;

(b) That the illness or leave resulted in the member being unable to maintain the level of scholarly and creative activity necessary for a significant period of time; and

(c) In the determination of the committee, the graduate faculty member has provided information sufficient to show that the faculty member will probably be able to meet the requirements to have graduate faculty status renewed after the extension period.

(B) All faculty may seek graduate faculty membership as a result of their ongoing accomplishments and demonstrated knowledge in their field. The college of graduate studies sets the levels of different graduate faculty membership and minimum requirements for each level. Academic colleges and freestanding schools may set additional requirements and define terms specific to their colleges or schools. For faculty seeking reappointment to the graduate faculty, membership criteria shall be met within the preceding five years prior to the start of a new membership term. Graduate faculty at level II or level III may apply for membership at a higher level at any time once appropriate criteria are met. Graduate faculty membership applications shall be reviewed based on a faculty member's accomplishments, not on the level of degrees offered by the faculty member's department. Graduate faculty membership criteria and guidelines should be reviewed by the graduate council every five years. Requests for exceptions to these guidelines for special situations, which may include, for example, exempting a specific faculty member from certain membership requirement(s) or a course from requiring a level I or level II faculty to teach it, should be submitted in writing and shall be reviewed by the graduate council and/or dean of the college of graduate studies.

(C) Requirements for membership:

(1) Level I:

(a) Terminal degree in discipline; and

(b) One of the following:

(i) Two peer-reviewed journal articles, plus two peer-reviewed scholarly works as defined by the college (which may include, but are not limited to, competitive grants, refereed book chapters, refereed conference proceeding papers or presentations, etc.); or

(ii) One scholarly peer-reviewed book in faculty member's discipline; or

(iii) Equivalent, externally-recognized publication or creative activity appropriate to discipline. This is only for disciplines in which peer-reviewed journal articles and peer-reviewed books are not a widely accepted form of scholarship.

(2) Level II:

(a) Terminal degree in discipline; and

(b) One of the following:

(i) One peer-reviewed journal article, plus one peer-reviewed scholarly work as defined by the college (which may include, but is not limited to, competitive grants, refereed book chapters, refereed conference proceeding papers or presentations, etc.); or

(ii) Equivalent externally-recognized publication or creative activity appropriate to discipline. This is only for disciplines in which peer-reviewed journal articles and peer-reviewed books are not a widely accepted form of scholarship.

(3) Level III:

(a) Appropriate graduate degree; and

(b) Two years of professional experience

(4) Provisional membership: Full-time faculty receiving their terminal degree within two years of seeking graduate faculty membership, but who do not fulfill the peer approval requirement, may be recommended for an initial three year membership term if they have submitted at least some evidence of their accomplishments or knowledge of their discipline for review and approval under the guidelines. At the termination of this initial membership period, continuation of graduate faculty membership shall require compliance with the criteria stated, herein.

(D) Graduate faculty members are appointed for a five-year term, except for the provisional membership, which is valid for a three-year term, with the year of appointment serving as the first year of the term. The dean of the college of graduate studies shall maintain a current list of members of the faculty of the college of graduate studies. This list shall be distributed to the faculty annually.

History

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

Ohio Adm.Code 3344-14-04

(A) The graduate faculty shall determine educational objectives for the college of graduate studies, establish proper standards directed toward efficient achievement of those objectives, coordinate the educational policies of the college of graduate studies with those of the other colleges of the university, and foster graduate education and scholarly research. Only members of the graduate faculty may perform the following duties:

(1) Level I:

(a) Teach graduate courses at all levels

(b) Direct doctoral dissertations

(c) Direct MS/MA theses or projects

(d) Serve on doctoral dissertation and master's thesis, project or comprehensive exam committees

(2) Level II:

(a) Teach graduate courses at all levels

(b) Direct MS/MA theses or projects

(c) Serve on doctoral dissertation and master's thesis, project or comprehensive exam committees

(3) Level III:

(a) Teach entry level (5XX) graduate courses

(b) Serve on MS/MA theses or project committees

(4) Provisional: Same as level I

(5) Under normal circumstances, only level I or level II graduate faculty may serve as a graduate program director.

(B) The graduate faculty shall be responsible for the granting of all graduate degrees awarded by the college of graduate studies.

(C) The graduate faculty can recall, nullify, or modify any action of the graduate council by a two-thirds vote of those voting. Such action shall require a formally approved motion presented at a meeting of the graduate faculty and voting shall follow by paper or electronic ballot under the auspices of the dean of graduate studies.

(D) During the spring term, the graduate faculty shall elect one of its members to the faculty senate. The dean of the college of graduate studies shall ascertain which members of the graduate faculty are willing to serve in this capacity. This process shall take place at least two weeks prior to a paper or electronic balloting through which the two candidates with the highest number of votes shall be declared the designated candidates in the ensuing election.

(E) Should the number of graduate faculty representatives to the faculty senate be changed by the provisions of the university faculty bylaws, the procedures of this article shall apply except that the number of nominees in the election may change. However, the number will always be in a ratio of two to one, relative to the number of representatives to the faculty senate to be chosen at the election.

History

• Effective: July 20, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-14-05 Officers.

(A) The dean of the college of graduate studies shall be the chief executive officer of the college of graduate studies and shall be the chairperson of the graduate faculty.

(B) The dean or the dean's designated representative shall preside at graduate college faculty meetings.

(C) A secretary shall be appointed by the dean of the college of graduate studies.

(1) The secretary shall keep records of the meetings of the graduate faculty. These records will be made public in whole or in part to the graduate faculty.

(2) The secretary shall notify each member of the graduate faculty of the time, place, and agenda of each meeting at least seven days in advance of the meeting. The secretary shall make available to members of the graduate faculty a copy of the complete minutes of each meeting.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-14-06 Meetings.

(A) The faculty of the college of graduate studies shall meet at least once each academic year, at a date and time to be set by the graduate dean and the graduate council, and upon at least seven days advance notice, with a published agenda which shall permit the introduction of business from the floor. Faculty meetings may be requested by petition of at least five per cent of the voting members of the faculty of the college of graduate studies, as presented in writing to the dean of the college.

(B) Twenty-five per cent of the total membership of the faculty of the college of graduate studies shall constitute a quorum for the purpose of transacting official business.

(C) All meetings shall be conducted according to Robert's Rules of order.

(D) Items may be placed on the published agenda of graduate faculty meetings by the graduate dean, the graduate council, or the request of at least five per cent of the voting members of the faculty of the college of graduate studies.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-14-07 Graduate council.

(A) The graduate council shall consist of:

(1) The dean of the college of graduate studies (voting), any associate and assistant deans of the college of graduate studies (ex officio and non-voting, unless qualified to vote under paragraph (C)(4) of this rule, the university library director (ex officio, non-voting), and a registrar's office representative (ex officio, non-voting).

(2) Faculty members will be elected as representatives of the graduate faculty as follows:

(a) One each from every college or stand-alone school, elected by the graduate faculty within that college or stand-alone school.

(b) The remaining number of representatives shall be elected based on the number of graduate faculty within each and every college or stand-alone school, elected by the graduate faculty within that college or stand-alone school. After a minimum of forty graduate faculty there will be one elected faculty for every additional forty graduate faculty. No two council members may be from the same department, institute, or division, unless the college or stand-alone unit has only one department.

(B) Election provisions:

(1) Membership. Faculty members of the graduate council shall be voting members of the graduate faculty who hold no administrative appointment other than that of chairperson or director.

(2) Terms of office. Terms of office shall be two years. Terms shall begin on August fifteenth following the regular election.

(3) Dates of nomination process and elections. Elections shall be held during the spring term of each academic year, following the nomination process. The graduate council shall set the date for the nomination process and election early during the spring term of each academic year.

(4) Paper or electronic ballots. All nominations and elections shall be by paper or electronic ballot.

(5) Tie votes. All tie votes shall be resolved by drawing lots. The graduate dean shall do so in the presence of the graduate council.

(6) Nomination process. Nominations for the graduate council shall be by paper or electronic ballot as follows. The graduate dean shall determine which eligible members of the graduate faculty are willing to serve. This process shall take place at least two weeks prior to the nomination ballot. All eligible members of the graduate faculty who have indicated in writing a willingness to serve shall be listed on a nomination ballot appropriate to their academic areas as defined in paragraph (A)(2) of this rule. Each voting graduate faculty member from the academic area concerned shall have one vote. The two members receiving the highest number of votes shall be the candidates in the ensuring election.

(7) Election. Each voting graduate faculty member shall have one vote for each representative from their college or stand-alone school.

(8) Vacancies. In the event that a vacancy occurs in the graduate council, the collegial dean in the academic area in which the vacancy occurs shall submit to the council the names of no more than three voting members of the graduate faculty who have indicated their willingness to serve on the council. From these nominations, the council will select the person to fill the unexpired term. Any person filling an unexpired term remains fully eligible for election to graduate council, and the unexpired term is not subject to the limitation described in paragraph (B)(9) of this rule.

(9) Limitations on terms of office. Members of the graduate council shall be limited to serving two consecutive two year terms. After the completion of a second, consecutive, two year term, the faculty member shall not be eligible for re-election to the council until two years elapse from the conclusion of the second consecutive term of office.

(C) Meetings and quorum:

(1) Regular meetings shall be held at least monthly during the academic year, or upon call of the dean of graduate studies or five voting members of the council.

(2) A majority of the voting members of the graduate council shall constitute a quorum at any meeting.

(3) All meetings shall be conducted according to Robert's rules of order.

(4) The dean of the college of graduate studies shall act as chairperson of the graduate council. The dean may designate a member of the graduate council as chairperson in their absence. The chairperson-designate serves as a voting member of the council.

(5) Any graduate council member may request that any item be placed on the graduate council agenda.

(6) Written minutes of the meetings shall be taken and filed with the secretary of the faculty senate. Such minutes should indicate all actions taken. Copies of minutes shall be made available to all members of the faculty.

(D) The graduate council shall be charged with the following responsibilities:

(1) Graduate programs. Review and approval of all proposals for new courses or curricula awarding graduate credit, all new programs of graduate study, and all proposals for altering or abolishing existing programs; program review and evaluation of existing programs.

(2) Student affairs. Regulation of student admission, standards of achievement and requirements for students enrolled in graduate programs, other specific procedures regarding graduate work, and completion of graduate degree programs.

(3) Faculty membership. Establishing procedures for admission, continuance, resignation and/or removal of members of the faculty of the college of graduate studies and approval of faculty membership.

(4) Standing committees. Appointment and discharge of such committees as deemed appropriate. These committees may include student members as appropriate. Standing committees of the college include: petitions, graduate faculty review, and grade dispute.

(E) The dean of the college of graduate studies and the graduate council shall have the power to appoint and to discharge committees as they and/or the graduate faculty deem appropriate.

History

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

Ohio Adm.Code 3344-14-08 Administrative responsibilities.

(A) Each department or other unit authorized to offer programs leading to a graduate degree shall:

(1) Establish, within the framework of the policies of the college of graduate studies, regulations governing the administration of existing graduate degree programs;

(2) Formulate procedures for the evaluation of the graduate degree program of each candidate and certify to the dean of the college of graduate studies those students who are advanced to candidacy for graduation, upon completion of all requirements for a graduate degree;

(3) Have the opportunity to review for admission to a graduate degree program, all students who apply.

(4) Establish minimum standards for admission into their programs, so long as they meet or exceed the minimum standards of the graduate college. Where departments desire to admit students who do not meet such requirements, disposition of the case shall be made with the approval of the graduate dean.

(5) Within the framework of the policies of the college of graduate studies, review and approve applications for graduate assistantships.

(6) Review the graduate degree program(s) offered in the department.

(B) The office of the dean of the college of graduate studies shall:

(1) Forward appropriate items to the graduate council and to the faculty senate.

(2) In consultation with the president and the provost and senior vice president for academic affairs of the university, determine items to be brought before the board of trustees, and the Ohio board of regents.

(3) Administer a centralized records center, and have the responsibility to coordinate all academic warnings, probations, and dismissals pertaining to graduate students.

(4) Maintain a secretary for the graduate council and seek to facilitate effective communication between the administration and all university units having graduate programs.

(5) Coordinate certain formal publications, including the graduate issue of the "Cleveland State University Catalog."

(6) Be responsible for disseminating information on fellowships and grants and encouraging scholarly research.

History

• Effective: July 20, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-14-09 Amendments.

Amendments to these bylaws may be proposed by the graduate council or by petition of at least five per cent of the members of the faculty of the college of graduate studies. Members of the faculty of the college of graduate studies shall vote by paper or electronic ballot on such proposed amendments, and a two-thirds vote of those voting is required to adopt a proposed amendment.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Chapter 3344-15 University Research Council

Ohio Adm.Code 3344-15-01 Bylaws of the office of research.

(A) (Revisions approved by faculty senate May 1, 2013, approved by board of trustees May 20, 2013.)

(B) These bylaws are applicable within the authorization established by the bylaws of the board of trustees and the faculty organization of Cleveland state university.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-15-02 Name.

This organization shall be known as the office of research at Cleveland state university.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-15-03 University research council.

(A) The university research council shall consist of sixteen full members, plus corresponding members.

(1) Twelve faculty or staff members eligible under paragraph (B) of this rule, two from each of the six colleges, excluding the graduate college and the honors college. Eligible faculty and staff members shall be nominated by the deans of their respective colleges and submitted to the vice president for research.

(2) Three at-large members elected by the faculty with graduate faculty status level 1. At-large members will be self-nominated or nominated by their colleagues and will be elected through voting procedure by eligible faculty and staff members.

(3) A representative elected annually by the graduate faculty during regular elections to serve as a member of, and liaison to, the university research council.

(4) The regularly appointed or elected faculty members shall serve a term of two years. The vice-president for research shall make provisions for staggering the membership so that continuity is provided.

(5) Corresponding members: the vice-president for research, the associate vice president for research, and other appropriate administrators, staff, or faculty designated by the vice-president for research shall be corresponding members with the right to participate in discussions but without the right to vote. Corresponding members will not exceed five in number.

(B) Eligible faculty and staff:

To be considered eligible for appointment and election to the university research council, nominees must be members of faculty or staff members under full-time contract to the university with CSU graduate faculty status level 1, be able and willing to attend meetings on a regular basis and actively participate in the deliberations and activities of the university research council.

(C) The university research council shall be charged with the following responsibilities:

(1) Research policies. Review and report to the faculty, deans, and the provost on all proposals for new policies or programs designed to enhance research productivity and success.

(2) Internal funding programs. Review and recommend changes to the vice president for research on internal funding programs for research. The university research council will also be requested to participate in reviewing proposals for internal competitions, ranking the proposals and forwarding recommendations for funding to the vice president for research.

(3) Bylaws of the university research council. The university research council shall develop and maintain bylaws and procedures.

(4) Committees. Appointment and discharge of such committees as deemed appropriate. These committees may include members outside the council, including external to the university, as appropriate.

Last updated November 27, 2023 at 12:08 PM

History

• Effective: November 26, 2023
• Promulgated Under: 111.15

Chapter 3344-16 Faculty Member Rank Achievement

Ohio Adm.Code 3344-16-01 Other faculty personnel policies.

The collective bargaining agreement between Cleveland state university and the American association of university professors, CSU chapter, currently in force no longer includes certain articles (or portions, thereof,) contained in previous agreements. Of these excluded texts, the following are now incorporated in Chapter 3344-16 of the Administrative Code and the current personnel policies and bylaws, and as such, remain as university policy until modified by appropriate procedures of faculty governance and/or the provost.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-02 Classroom and related responsibilities.

(A) Examination and grades.

(1) Dates for final examinations are posted on the university registrar's website. All final examinations shall be administered during the period assigned by the university registrar and shall follow the approved time schedule as designated by the administration. In the event of a class without a final exam, a class session shall be held during the scheduled final exam period. Laboratory, thesis, internship, field work and independent study courses are excluded from this requirement. In classes where take-home finals are assigned, the take-home examination is due on the day and time of the regularly scheduled final.

(2) Faculty shall be required to submit grades at the end of a term. Faculty teaching one-hundred and two-hundred-level courses shall also make every reasonable effort to submit mid-term grades for freshmen enrolled in such courses. Final grades should be submitted within forty-eight hours of the end of the examination, but not later than the deadline established by the registrar's office.

(3) One copy of each syllabus shall be filed with the chair and supplied to the students at the start of classes. The syllabus shall contain grading and pedagogical guidelines as well as course content and assignments. A copy of the final exam should be given to the chair after the end of the term upon request. A faculty member shall preserve students' answers to final examinations for one semester unless returned to the student, except that examinations from the spring semester should be retained until the end of the fourth week of the ensuing fall semester.

(B) Class schedules and rooms.

(1) If a faculty member finds it necessary to change a scheduled time or classroom assignment, written approval of the chair or dean's designee is necessary before any change is announced to students in the class.

(2) Faculty have an obligation to meet their scheduled classes, throughout the scheduled time, unless an approved alternative learning experience has been assigned in the syllabus as part of the course requirement. On those occasions when faculty know ahead of time that it may be necessary for them to be absent from class because of attendance at a professional meeting or because of religious observance, faculty shall request written permission from the chair or dean's designee and work with the latter to make appropriate arrangements for covering missed classes.

(3) When a faculty member is forced by illness to cancel class, the faculty member shall, if possible, inform the students and the department chair of such cancellation at a reasonable period of time before the class is scheduled to meet.

(C) Student evaluation of instruction. The faculty senate shall have oversight for assessing the instruments used in each college for the student evaluation of instruction. The college evaluation form(s) may include additional questions addressing the normative attributes of particular courses, such as class size and method and level of instruction. Faculty members may add their own questions to the college form(s). Deans or their designees, in cooperation with departmental or college faculty, shall establish procedures for the distribution, collection, and tabulation of the instrument(s). The appropriate college evaluation form(s) shall be distributed and tabulated in each course for each faculty member. Evaluation results shall be returned to the faculty member and kept on file in the departmental and dean's offices.

(D) Office hours. Each faculty member shall maintain regular office hours, on a schedule approved by the chair or dean's designee, when they are available to students in their classes and their academic advisees without previous appointment. These office hours shall occur at optimum times for students and advisees; they shall be posted and listed on the syllabus. Faculty shall also make themselves available by appointment to accommodate students who cannot see them during regularly scheduled office hours.

(E) Faculty availability. All full-time members shall be available for service at the university throughout the academic year. Faculty shall be available for advising as needed on a rotating basis, coordinated by the department chairperson, during the week of the registration period before each semester. Faculty shall be charged sick time if they are unavailable for assigned service because of illness during that week.

(F) Commencement exercises. The administration and the CSU-AAUP recognize university commencement exercises as an important hallmark in students' lives. Whereas both the administration and CSU-AAUP encourage all faculty to attend commencement exercises, at least one-quarter of the faculty shall attend the December and May commencement exercises in full academic regalia.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-03 Faculty professional development.

In addition to the professional responsibilities as described in rule 3344-16-02 of the Administrative Code, faculty are expected to continue their professional development. In order to assist in the process of faculty professional development within the context of the university's purpose and direction in the areas of teaching, research and service, the following procedures shall be employed:

(A) Faculty annual activities report.

(1) The faculty annual activities report ("FAAR") shall be due on or before April thirtieth of each year. The FAAR shall report on faculty activities and achievements for the preceding period May first to April thirtieth. Not later than September thirtieth of each year faculty shall meet with their department chairs to discuss their professional plans for the current academic year. The chair and faculty member shall discuss the areas of teaching, scholarship/creative activities, and professional service, indicating what the faculty member hopes to accomplish in each of these areas. The chair shall comment on those plans in terms of the career interests of the faculty member, the academic purpose and direction of the department, and the professional service interests of the university and community. The purpose of faculty/chair discussions is to develop a plan for faculty professional development that takes into consideration both individual professional development and the purpose and direction of the department, the college and the university. The chair may also suggest alternate or additional opportunities for professional growth, and suggest possible sources of support to assist faculty.

(2) The faculty member, based on the discussions with the chair, shall prepare a written statement describing their planned goals and objectives for the year. The faculty development plan statement shall be due on or before October fifteenth of each year. This statement shall be reviewed by the department chair and added to the faculty annual activities report (FAAR). The statement of goals and objectives may be revised or amended to reflect new directions in a faculty member's professional development. The revised or amended statement shall be reviewed by the department chair and added to the FAAR.

(3) Faculty members shall indicate on the FAAR the degree of progress toward achieving the goals and objectives articulated in the previous academic year's FAAR. For purposes of evaluating faculty, however, achievement shall be measured on the basis of tangible, objective evidence of progress towards stated goals, achievements that had not been anticipated at the time of the faculty member's statement of planned goals and objectives, and on the overall record of accomplishment for the year.

(4) The college FAAR forms may be amended by agreement between the administration and the university faculty affairs committee.

(B) Faculty development plan.

Faculty development plans may include, but need not be limited to:

(1) Teaching. New course development. Revising or sustaining instructional quality in existing courses. Development of methods for assessing courses and teaching effectiveness. Assumption of important curriculum responsibilities for department or college. Efforts to attract new students or to attract external funding for teaching innovation.

(2) Scholarship/creative activities. New initiatives in research or creative activity, as well as continuation of ongoing projects. Problem-solving activities linked to specific aspects of university's mission to local community. Efforts to attract external funding.

(3) Service. Assumption of responsibilities for a major task within the university or externally in professional or community organizations. Sustaining or increasing levels of involvement in faculty governance, and/or other service activities.

(C) The university will establish a program to encourage faculty in scholarly/creative activities and teaching innovation. In addition, the university will establish a clearinghouse function for circulating and sharing information on teaching effectiveness.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-04 Off-campus teaching.

(A) Departments that offer courses for academic credit off-campus shall develop procedures to ensure that faculty teach these courses either as part of their regular workload or on a voluntary overload basis. A faculty member may, in consultation with the department chair or director, and dean be assigned an off-campus teaching assignment. If the off-campus assignment is part of a bargaining unit member's regular workload, then the assignment shall be governed by the workload provisions of the relevant collective bargaining agreement. All overload assignments shall be approved by the appropriate college dean.

(B) Faculty members shall be reimbursed for the use of their personal vehicles when the distance traveled to an alternative site of instruction is greater than their normal commute to the central campus. Reimbursement for mileage, parking fees and tolls shall be made in accordance with standard university policies governing travel. If inclement weather or other hazardous conditions prevail, then the faculty member shall also be reimbursed for hotel and meal expenses in accordance with standard university travel policy.

(C) Any course offered off-campus for academic credit shall be approved through the same procedures required for approval of on-campus offerings. All expenses for copying (i.e., syllabi, examinations, or other course materials) shall be borne by the department credited with the off-campus assignment. Examinations, submission of final grades and pedagogical guidelines such as content and assignments shall be governed by rule 3344-16-02 of the Administrative Code.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-05 Faculty-student ratio.

(A) The ratio of full-time equivalent (FTE) students to full-time equivalent faculty (all teaching faculty, bargaining and nonbargaining) shall be maintained at a value not to exceed twenty to one across the university, with a limit not to exceed a ratio of twenty-five to one for any individual college.

(B) The administration and the CSU-AAUP recognize the need to maintain a strong complement of full-time tenure track faculty. Therefore, if either of the ratios specified in paragraph (A) of this rule is exceeded for two consecutive semesters (not including summer semester), representatives of the administration and the CSU-AAUP shall meet to develop a strategy to restore these ratios.

(C) The foregoing provisions of this article shall not apply if the university declares a financial exigency or if conditions warrant an academic reorganization.

(D) Before the end of the fourth week of the second term in each academic year, the administration shall calculate the ratio of full-time equivalent (FTE) students to full-time equivalent faculty (all teaching faculty, bargaining and non-bargaining) for each college and for the university as a whole for the previous academic year and shall publish the results to the campus community. In addition, the administration shall provide the CSU-AAUP with a separate copy of the results and how the ratios were calculated.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-06 Holiday observances.

(A) The university recognizes the following holidays:

New Year's day

Martin Luther King day

Presidents' day

Memorial day

Independence day

Labor day

Columbus day

Veteran's day

Thanksgiving day

Christmas day

(B) The administration may establish alternate days of observance for the following holidays:

Martin Luther King day

President's day

Columbus day

Veteran's day

(C) On days which are designated by the university to be holidays, faculty members shall not be required to be on campus, or at an off-campus site, or to perform any other duties with respect to the university. Nevertheless, on days designated by the university to be holidays, faculty members shall have access to the campus and to their offices and research facilities.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-09 Parking facilities.

(A) Faculty members who wish to use the university parking facilities may obtain a parking permit for a fee from the university. Faculty shall be subject to all parking rules and regulations.

(B) The amount of parking fee increases, if any, shall be uniformly applied to faculty, students, staff and administrators.

(C) Income from parking fees shall be used only to support parking facilities and operations, including maintenance and new construction.

(D) The CSU - AAUP and faculty senate shall be informed of any proposed changes in parking fees at least one semester in advance and the administration shall discuss any proposed changes in fees with the CSU - AAUP and faculty senate.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-10 Travel expenses.

(A) Within budgetary limitations, CSU shall reimburse faculty for travel expenses incurred in:

(1) Attending professional conferences and meetings;

(2) Attending programs involving faculty development;

(3) Conducting research and other scholarly activities away from campus; and

(4) Conducting official university business.

(B) Application for travel funds shall be made as early as possible to the department chair or dean's designee, who may authorize such funds. A request for reimbursement shall be supported by original sales slips, invoices or receipts, and shall be submitted on the proper university form. Faculty shall comply with all university rules and regulations in regards to reimbursement. At the beginning of the academic year, each dean shall inform all college faculty of the amount of travel money available to each faculty member for the coming year, and shall describe how any additional travel money will be distributed, including procedures for applying for this additional money and the criteria that will be used in distributing these funds.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-11 Library.

(A) Interlibrary loan of materials needed for teaching or scholarship/research requested through the CSU library shall be available free of cost to faculty members.

(B) All photocopying of materials from the library which are requested by a faculty member for use in teaching or research/scholarship shall be free of cost to the faculty member, subject to prior approval by the chair or dean's designee.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-12 Recreation facilities.

(A) University rules and regulations, including applicable user fees.

(B) Income from recreation fees shall be used only to support recreation facilities and operations.

(C) The CSU - AAUP and faculty senate shall be informed of any proposed changes in recreation fees at least one semester in advance and the administration shall discuss any proposed changes in fees with the CSU - AAUP and faculty senate.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-13 Provision and use of university postage.

The administration shall provide postage for faculty members to mail materials related to scholarly or instructional activities or university business. Faculty members shall not use university postage to mail materials of a personal nature.

History

• Effective: April 20, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-14 University teaching council.

(A) The university teaching council shall consist of:

(1) Fifteen faculty members eligible under paragraph (B) of this rule, two from each of the seven academic colleges and one from the school of nursing. Eligible faculty members shall be nominated by the deans of their respective colleges and submitted to the provost by May first each year. The provost will approve the nominations and notify incoming council nominees by August fifteenth. The term of service for regular members is three years, from September first to August thirty-first.

(2) The director of the center for faculty excellence, serving as chairperson.

(3) One undergraduate and one graduate student representative.

(4) The director of general education as a non-voting member.

(5) Other non-voting members may include liaisons from eLearning, the university library or other relevant units involved in supporting teaching as deemed necessary by the chair of the council.

(B) Eligible faculty:

To be considered eligible for appointment to the university teaching council, nominees must be well-recognized, excellent teachers as indicated by department chair, peer and student recommendations, nationally recognized scholarly activity, or other appropriate indicators; be able and willing to attend meetings on a regular basis and actively participate in the deliberations and activities of the university teaching council.

(C) The university teaching council shall be charged with the following responsibilities:

(1) Teaching policies: review and advise university faculty affairs committee regarding all proposals for policies concerning teaching activities; review and advise the faculty, deans, and provost on all proposals for new programs designed to enhance teaching excellence and success.

(2) Internal funding programs: review and recommend changes to the provost on internal funding programs for supporting and developing teaching. The university teaching council will also be requested to participate in reviewing proposals for internal competitions and awards, ranking the proposals and forwarding recommendations for funding to the provost.

(3) Provost's teaching summit: plan and implement the annual provost's teaching summit.

(4) Bylaws of the university teaching council: The university teaching council shall develop bylaws and procedures.

(5) Committees: appointment and discharge of such committees as deemed appropriate. These committees may include members outside the university teaching council, including external to the university.

(6) Best practices: develop and communicate best practices pertaining to teaching for dissemination to the faculty through the center for faculty excellence.

History

• Effective: February 25, 2019
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-15 Faculty Tenure.

(A) Tenured appointments. Tenure is the status established by formal action by the board of trustees granting the prerogative of a faculty member to employment on a continuing basis by the university subject to dismissal only for specific causes specified in this policy and after due process. The status of tenure provides a faculty member with the academic freedom to conduct scholarly research and teach topics that may be unpopular but that are in keeping with appropriate academic rigor in the relevant discipline of study. In no way does academic freedom limit the diversity of intellectual viewpoints in the classroom or other academic settings.

(B) Tenure-track probationary appointments. A person appointed without tenure to a full-time faculty position is subject to termination in alignment with university policy. Faculty members with probationary appointments shall serve a probationary period not to exceed six years. Faculty members with probationary appointments are eligible for tenured appointments in accordance with the applicable terms and procedures of the university.

(C) Tenure and academic rank. Tenure may be granted only to faculty members of the rank of associate professor or professor. Promotion to the rank of associate professor or professor must be accompanied by the granting of tenure. The awarding of tenure to a faculty member already holding the rank of associate professor or professor is based on evidence that the candidate continues to meet the appropriate standards for these academic ranks.

All aspects of this policy that apply to assistant professor, associate professor or professor appointments shall also apply to clinical assistant professor, clinical associate professor or clinical professor appointments, respectively.

(D) Time limits.

(1) Evaluation for tenure of faculty members whose original appointment was as instructor or assistant professor must take place no later than the sixth year of the probationary period. If the board grants tenure, it shall become effective the beginning of the next academic year. If tenure is not granted by the end of the probationary period, the appointment for the next academic year will be a terminal appointment. Faculty members on such a terminal appointment may not be candidates for promotion or tenure unless a review is mandated as part of the resolution of an appeal.

(2) Unless granted at the time of the original appointment as associate professor or professor, tenure may be granted during a probationary period which shall not exceed three years or, for a person without previous full-time college teaching experience, four years. Faculty members whose original appointment was as instructor or as assistant professor shall have a probationary period not exceeding six years.

(3) In computing years of service in fulfillment of this six-year maximum probationary period, credit shall be given for a maximum of two years of prior service if the service includes all of the following characteristics: full-time; tenure-track; in a position requiring research; and service performed post-terminal degree. The absence of any one of these characteristics disqualifies the prior service for credit. The listed parameters also apply to all faculty, including college lecturer and visiting positions (but excluding professional staff positions) with prior service at CSU.

For faculty hired as pre-terminal degree tenure-track instructors at CSU, all years count toward the probationary period except that the faculty member may elect not to count up to two years of such service. At the time of moving to the assistant professor rank, the faculty member wishing not to count such service must so inform the dean and department chair or school director in writing.

(4) A faculty member whose original appointment was as instructor or assistant professor may request an extension of their third-year or fifth-year reviews or their probationary period. Extensions may be requested whether or not the faculty member qualifies for or takes a leave of absence. An extension may be requested for the following reasons:

(a) Extended illness or disability of the faculty member;

(b) Providing primary care for an immediate family member (e,g, spouse or domestic partner, a child, or parent) who is ill or disabled;

(c) Providing primary care for a child under eighteen months of age (the child must be living with the faculty member who provides the primary care); or

(d) Providing primary care for an adopted child (the child must be living with the faculty member who provides the primary care) within eighteen months of adoption.

(5) Timing. Requests for an extension of the probationary period may be submitted at any point in the first five years of the probationary period, but no later than March first of the fifth year.

(6) Procedure. A faculty member must timely submit the request to the provost, including the proposed new tenure date, along with a current curriculum vitae and evidence to substantiate the qualifying reason for the extension.

If the request is for the faculty member's own health condition or disability, any medical information shall be submitted to the human resources department in accordance with the ADA reasonable accommodation guidelines.

If the request for extension is to provide primary care for a child, proof of the birth or adoption must be provided (unless it has been submitted to human resources for benefits purposes), along with a certification by the faculty member of primary care provider status.

If the request for extension is to care for an ill or disabled family member, the request must include documentation from a health care provider that such care is required and a certification by the faculty member that the faculty member is providing the primary care.

(7) Decision making. The provost may consult with the relevant department chair or head and or dean about the request.

If the faculty member seeks the extension based upon the faculty member's own health condition, the request may be considered as a request for reasonable accommodation under the Americans with Disabilities Act and considered by the provost in accordance with applicable guidelines and forms designated by the department of human resources and in consultation with the employee ADA coordinator.

The provost's decision is final.

Decisions regarding the granting of an extension are based on:

(a) Verification of the condition(s) leading to the request; and

(b) Verification that the faculty member demonstrated significant progress toward achieving the standards for review, reappointment, promotion, and/or tenure prior to the condition(s) leading to the request.

(8) Length of extension. Initial extensions may be granted for one year. Total duration of allowable extensions of the probationary period is two years, with the second year being either an approved continuation of the original extension or a new extension for another reason. The faculty member must initiate a request for a second extension. If tenure is not granted at the end of the probationary period, notice of termination shall be given.

(E) Evaluation for tenure. The evaluation of tenure will follow the applicable processes and procedures defined in the CSU-AAUP collective bargaining agreement for promotion and reappointment.

(F) Standards for granting tenure. The following shall be considered in evaluating faculty for tenure:

(1) Teaching. The highest standards are comprehensive knowledge of the field of study, thorough preparation, intense interest in students as well as sensitivity to student interest, open-mindedness, independence and integrity, and above all, intellectual enthusiasm which is transmitted to students.

(2) Creative achievement. The standard of scholarship requires a working commitment to inquiry, research and to creative achievement. The university obligation for the generation of new knowledge and practices imposes a responsibility for creativity, whether in inquiry and investigation, writing, design and production or in the performing and fine arts. In the best of scholars and the best of teachers, creative inquiry is joined with effective classroom teaching. Candidates for tenure who submit co-authored material for review shall also provide an explanation of their contribution to such materials.

(3) Professional service. A university faculty member is a "citizen, a member of a learned profession, and an officer of an educational institution," according to the 1940 joint AAUP/AAC statement of principles on academic freedom and tenure. After a period of personal growth and development as a teacher and creative scholar, a faculty member may properly be expected to assume increased responsibility, in keeping with the faculty member's professional interests, for the governance of the university, the standards of the faculty member's discipline and the welfare of the civic community.

(G) Tenure for administrative appointments. Individuals who are recruited to Cleveland state university for appointment as administrators, who also desire a tenured appointment in an academic department, shall submit credentials to the academic department concerned. The department may request an interview with the individual. The bargaining unit members of the department shall vote by secret ballot as to whether the individual is acceptable for appointment to the department. The appropriate departmental PRC, or in those colleges in which departmental PRCs do not exist, the members of the department shall make a recommendation as to the individual's qualifications for tenured academic rank. The recommendations shall then be forwarded to the chairperson of the department who will submit them along with their recommendation to the dean.

(H) Appeals. If a faculty member wishes to appeal the final evaluation, the faculty member may do so by submitting an appeal application to the provost's office within fifteen business days alleging: material procedural error or misapplication of the selection criteria. An appeals committee, three faculty members appointed jointly by the provost and faculty senate chair, plus a non-voting HR advisor, will issue a recommendation within twenty business days. The president issues a final decision; the board retains ultimate authority.

(I) Policy review cycle. The provost's office is responsible for this policy. At a minimum, every five years, the provost shall ensure that the policy is reviewed and recommend whether the policy should be reaffirmed without revision, amended, or rescinded. The provost may invite the participation of faculty bodies in such a review. Policies may be reviewed on an earlier timeline depending on necessity and change in law or practice.

Last updated December 29, 2025 at 11:38 AM

History

• Effective: December 20, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-16 Faculty workload assignment.

(A) Teaching, conducting research, scholarship, creative activity and providing public, departmental and university service are together regarded as normal and necessary in fulfilling an academic appointment. Such an appointment implies that faculty members will be engaged in student advising and serve on departmental, college and university committees assisting in the day-to-day operations of the academic enterprise. Where appropriate, it is expected that faculty members will contribute their expertise to the public good.

(B) All full-time faculty members have a total workload of thirty credits per academic year, divided among teaching, research/scholarship/creative activity, service, clinical supervision and education and administration. The normative workload requirement for each faculty member with an academic appointment, consists of the standard teaching, scholarship, service, clinical supervision and education and administration, as described in this paragraph, or an equivalent alternative.

(1) Teaching. A standard three-credit-hour course is defined as reflecting ten percent of total faculty workload. A standard teaching load for tenure-track faculty, including clinical faculty, is eighteen semester hours per academic year, equivalent to sixty per cent of total workload. A standard teaching load for non-tenure-track faculty, lecturers and professors of practice, is twenty-four semester hours per academic year, equivalent to eighty per cent of total workload.

The teaching needs of the school or department will be considered in determining whether a faculty member may be assigned a teaching workload that deviates from the standard eighteen credit hours. Individual tenure-track faculty may be assigned a teaching workload assignment outside the standard to reflect an extraordinary level of attention to research or service. Such a recommendation for deviation is made by the department chair or school director and must be approved by the dean.

Probationary, tenure-track, faculty members may be assigned a teaching load less than the normative teaching load assignment.

(2) Service. A standard service assignment for a full-time faculty member shall comprise twenty percent of total workload, equivalent to six credits per academic year. It is expected that most faculty members shall be assigned a standard service load, and it should be rare for a faculty member to be assigned more service than a standard load. Such a recommendation for deviation is made by the department chair or school director and must be approved by the dean.

(3) Research/scholarship/creative activity. The standard expectation for research, scholarship, or creative activity (RSCA) for a tenure-track or tenured faculty member is twenty per cent of total workload, equivalent to six total credits per academic year.

In consultation with a faculty member, a department chair or school director may assign a deviation of the number of RSCA workload credits. Such a recommendation is made by the department chair or school director and must be approved by the dean. The basis for such deviation may include, but is not limited to, exceptional scholarly activity as well as external grants to support such scholarly activity.

Faculty members are allowed to buy additional credits of RSCA workload using external grant funds. Such credits may be used to reduce the teaching workload assignment.

Normally, there is no expectation of RSCA workload assignment for non-tenure-track faculty members, lecturers and professors of practice, or for clinical faculty members. In rare cases, a department chair or school director may recommend the assignment of some RSCA workload for a non-tenure-track faculty member. Such a recommendation must be approved by the dean.

(4) Clinical instruction and supervision. In departments or schools where clinical education is part of the curriculum, a full-time faculty member may be assigned workload hours to conduct clinical instruction or supervision.

(5) Administration. In some cases, full-time faculty on nine-month appointments may be assigned administrative duties as part of their workload.

(C) Appeals. If a faculty member wishes to appeal the workload assignment, the faculty member may do so by submitting an appeal application to the provost's office.

(D) Policy review cycle. The provost's office is responsible for this policy. At a minimum, every five years, the provost shall ensure that the policy is reviewed and recommend whether the policy should be reaffirmed without revision, amended, or rescinded. The provost may invite the participation of faculty bodies in such a review. Policies may be reviewed on an earlier timeline depending on necessity and change in law or practice.

Last updated February 19, 2026 at 7:48 AM

History

• Effective: February 19, 2026
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-17 Faculty annual performance evaluation.

(A) Each full-time faculty member at Cleveland state university shall undergo an annual performance evaluation based on the assigned workload for the preceding academic year.

(B) Prior to the beginning of each academic year, each faculty member shall be presented with their assigned workload for the academic year. This assigned workload shall include performance expectations for the upcoming academic year and shall serve as the basis for the performance evaluation conducted at the end of the academic year. The evaluation will be based on the faculty annual activities report (eFAAR) submitted by faculty members.

The annual performance evaluation shall meet and include the following:

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

(2) The evaluation shall include an assessment of performance for each of the following areas that the faculty member has spent at least five per cent of their annual work time during the preceding year, as assigned in workload:

(a) Teaching

(b) Research, scholarship, creative activity

(c) Service

(d) Clinical instruction and supervision

(e) Administration

The evaluation shall include a summary assessment of the performance areas listed above and shall be rated as "exceeds performance expectations," "meets performance expectations," or "does not meet performance expectations."

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

The evaluation shall serve as a basis for workload assignment for the following year, and such assignment shall serve as the basis for the subsequent year evaluation. The workload assignment shall be compliant with CSU's established workload policies adopted under section 3345.45 of the Revised Code and shall receive approval from the dean of the college and the provost.

(C) Evaluations shall be conducted by the department chair or school director, reviewed and approved by the dean, and submitted to the provost for final review. If there is disagreement between the chairperson and dean, the provost shall have final decision authority.

(D) Appeals. If a faculty member wishes to appeal the final evaluation, the faculty member may do so by submitting an appeal application to the provost's office.

(E) Policy review cycle. The provost's office is responsible for this policy. At a minimum, every five years, the provost shall ensure that the policy is reviewed and recommend whether the policy should be reaffirmed without revision, amended, or rescinded. The provost may invite the participation of faculty bodies in such a review. Policies may be reviewed on an earlier timeline depending on necessity and change in law or practice.

Last updated December 29, 2025 at 11:38 AM

History

• Effective: December 20, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-18 Faculty post tenure review.

(A) All full-time faculty members at Cleveland state university shall undergo annual evaluation of performance pursuant to section 3345.452 of the Revised Code. If a tenured faculty member receives a rating of "does not meet performance expectations" within the same evaluative category, RSCA, teaching, service, clinical instruction, or administration, for two out of three consecutive years, the tenured faculty member shall undergo a post-tenure review in the year following the second "does not meet expectations" rating.

(B) The procedure for post-tenure review is intended to follow those for tenure and promotion reviews and shall be as follows:

(1) The post-tenure review shall be focused solely on the evaluative category or categories in which the faculty member received a rating of "does not meet performance expectations" within the same evaluative category or categories for two of three consecutive years.

(2) The post-tenure review process will follow the same calendar and evaluative structure (department/college/university faculty peer review committees (PRC), chair/director, dean), as the tenure review process as defined in the board approved tenure policy.

(3) The provost shall make the final determination of whether a faculty member shall continue to hold tenure at Cleveland state university. This recommendation shall be based on the recommendation from the department, college, and university PRCs, chair and dean.

(C) In the event that the final determination of a post-tenure review deems that a tenured faculty member shall maintain tenure, the faculty member will undergo another post-tenure review in the subsequent two years if the faculty member receives an additional "does not meet performance expectations" assessment in any area of the faculty member's annual performance evaluation.

(D) In the event that the final determination of a post-tenure review deems that a tenured faculty member shall not maintain tenure, the provost shall choose from one of the following options:

(1) The faculty member may be subject to remedial training and another post tenure review.

(2) The faculty member may be issued a contract to serve as a full-time faculty member, but without tenure as a non-tenure-track faculty member.

(3) The faculty member is issued a terminal contract for the following academic year.

(E) Appeals. The appeal process will follow the outlined procedures in the initial tenure review process.

(F) Policy review cycle. The provost's office is responsible for this policy. At a minimum, every five years, the provost shall ensure that the policy is reviewed and recommend whether the policy should be reaffirmed without revision, amended, or rescinded. The provost may invite the participation of faculty bodies in such a review. Policies may be reviewed on an earlier timeline depending on necessity and change in law or practice.

Last updated December 29, 2025 at 11:38 AM

History

• Effective: December 20, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-19 Faculty retrenchment.

(A) Purpose and scope. This policy establishes CSU's procedures for faculty retrenchment and is adopted pursuant to sections 3345.454 and 3345.456 of the Revised Code. It applies to all full-time tenured, tenure-track (through the end of their current appointment), and renewable-term faculty at Cleveland state university. Nothing in this policy limits CSU's obligations under division (C) of section 3345.454 of the Revised Code to eliminate undergraduate degree programs that average fewer than five degrees annually over any three-year period, unless the chancellor grants a waiver. Program discontinuance decisions may independently lead to retrenchment under this policy.

(B) Policy.

(1) Retrenchment means a process by which CSU reduces programs or services, resulting in the temporary suspension or permanent separation of one or more faculty members, to address reductions in student population or funding, changes to institutional mission or programs, or other fiscal pressures or emergencies.

(2) CSU shall not bargain retrenchment policies except for faculty who, at the time of any retrenchment determination, have at least thirty but not more than thirty-five years of service in one of Ohio's state retirement systems. This limitation applies notwithstanding any contrary provision in a collective bargaining agreement entered on or after the statute's effective date. Faculty may voluntarily accept separation incentives whether or not provided for in a collective bargaining agreement.

(3) CSU may implement retrenchment when one or more of the following conditions exist and are documented by the provost.

(a) Sustained and material enrollment declines.

(b) Significant reductions in institutional revenue or state support.

(c) Programmatic or mission changes approved by the board of trustees.

(d) Modification, elimination, suspension, or reorganization of a college, department, program, or major that reduces the need for bargaining unit faculty.

(e) Other fiscal pressures or emergencies affecting the university.

(4) To initiate the retrenchment process, the provost prepares a written proposal identifying affected units/programs, the grounds for retrenchment, supporting data, and alternatives considered. Before forwarding a plan to the president, the provost will consult with the faculty senate academic steering committee for non-binding advice within fifteen business days. Confidential personnel data may be redacted, but aggregate metrics must be provided to enable meaningful input.

(5) Retrenchment decisions must:

(a) Be data-driven, neutral and related to legitimate institutional needs;

(b) Respect academic freedom and viewpoint neutrality; and

(c) Comply with all applicable laws and non-discrimination obligations.

(6) Primary criteria considered in determining whether retrenchment is appropriate.

(a) Program essentiality to CSU's mission and curricular map;

(b) Enrollment trends and student demand;

(c) Accreditation or licensure requirements;

(d) Financial sustainability; and

(e) Flexibility for reassignment to meet ongoing needs.

(7) Prohibited factors. In making retrenchment determinations, the following are prohibited from consideration: viewpoint, protected speech or other unlawful considerations.

(8) Appeal. A faculty member noticed for retrenchment may file an appeal within fifteen business days alleging: a material procedural error or misapplication of the selection criteria. An appeals committee comprised of three faculty members appointed jointly by the provost and faculty senate chair, plus a non-voting HR advisor, will issue a recommendation within twenty business days. The president issues a final decision; the board retains ultimate authority.

(9) Unless a different order is justified by program essentiality and approved in the plan, the following are the criteria for determining which faculty are impacted first, and within each category, CSU will consider: documented competencies relative to remaining curricula; recent teaching demand; research/clinical/service essentiality; and externally funded support.

(a) Temporary/part-time instructional staff in affected units (if applicable);

(b) Non-tenure-track renewable faculty in affected units;

(c) Tenure-track (untenured) faculty in affected units; and lastly;

(d) Tenured faculty in affected units.

(10) Timing, notice, and benefits.

(a) Timing of separation: Any faculty separations due to retrenchment will occur at the end an academic year.

(b) Minimum notice: CSU will provide at least ninety calendar days of written notice of separation, or pay in lieu of notice, unless a longer period is required by contract or law.

(c) Severance/benefits: The plan will specify severance, if any, continuation of benefits per CSU rules, and eligibility for reemployment assistance.

(d) Teach-out/student impact: The chair/director must file a teach-out and advising plan for any discontinued program contemporaneous with faculty notice.

(11) Recall and reemployment preference. For twenty-four months after separation due to retrenchment, the affected faculty member shall receive priority consideration for posted, substantially comparable CSU positions for which they are qualified. HR will maintain and circulate a recall list to deans.

(12) Mitigation and alternatives. Before implementing separations, CSU will evaluate:

(a) Voluntary separation or retirement incentives, voluntary at faculty discretion;

(b) Reassignment/retraining to fill documented instructional needs; and

(c) Workload redistribution consistent with section 3345.45 of the Revised Code.

(13) Records and reporting. The provost's office will maintain a retrenchment file containing the retrenchment plan, data relied upon, notices issued, appeal outcomes, and final board action, and will include status updates in any reporting required by ODHE.

(C) Policy review cycle. The provost's office is responsible for this policy. At a minimum, every five years, the provost shall ensure that the policy is reviewed and recommend whether the policy should be reaffirmed without revision, amended, or rescinded. The provost may invite the participation of faculty bodies in such a review. Policies may be reviewed on an earlier timeline depending on necessity and change in law or practice.

Last updated December 29, 2025 at 11:38 AM

History

• Effective: December 20, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-16-20 Curricular approval process.

(A) This police governs the curricular approval process at Cleveland state university pursuant to section 3345.457 of the Revised Code. This policy affirms the collaborative role of faculty, academic leadership and the board of trustees in program and curricular review while underscoring the board's authority as the final decision-making body.

(B) This policy applies to all academic programs, curricula, courses, general education requirements, certificate programs and degree programs.

(C) The faculty senate shall oversee the curricular approval process of CSU to seek advice and recommendations from various units and faculty bodies. These recommendations shall be sent to the board of trustees.

(D) Some changes to the university's curriculum may need approval from the Ohio department of higher education (ODHE) and/or the higher learning commissions (HLC). These changes are noted in the appropriate approval processes below. These approvals shall be sough by the university after the board of trustees have approved the change to the curriculum.

(E) All curricular proposals shall be reviewed through appropriate governance bodies and administrative steps prior to submission to the board of trustees. The approval process shall involve specific steps depending on the type of curricular or organizational unit approval, as outlined in this policy.

(F) Approval process for courses in the undergraduate core curriculum. This process pertains to new or modified core curriculum courses, including changes to course title or course description. This process also pertains to deletions of cours in the core curriculum. Courses in the core curriculum cannot be deleted unitl the next catalog is published.

The following governance bodies shall review the proposal in sequence. Once the review is completed at the last step, the proposal shall be sent to the board of trustees for approval.

(1) Department or school

(2) College curriculum committee

(3) College dean

(4) University curriculum committee

(G) Approval process for courses in the undergraduate curriculum, but not part of the core curriculum. This process pertains to new or modified undergraduate courses that are not part of the core curriculum, including changes in course title or description.

The following governance bodies shall review the proposal in sequence. Once the review is completed at the last step, the proposal shall be sent to the board of trustees for approval.

(1) Department or school

(2) College curriculum committee

(3) College dean

(H) Approval process for changes in undergraduate pre-requisites that only influence sequencing. The process pertains to changes in pre-requisites that only influence sequencing of a required course (e.g. ENG 101 required for students taking ENG 102).

The following governance bodies shall review the proposal in sequence. Once the review is completed at the last step, the proposal shall be sent to the board of trustees for approval.

(1) Department or school

(2) College curriculum committee

(3) College dean

(I) Approval process for changes in undergraduate major. This process pertains to modifications to an existing undergraduate major, including change in credits required (including credits of a required course); course requirements; changes in pre-requisites leading to additional courses; and new, modified or deleted track, specialization or concentration in existing major. A teach-out plan is required for students if a track is deleted. Requirements cannot be added to an active catalog, as it would violate a students' catalog rights.

The following governance bodies shall review the proposal in sequence. Once the review is completed at the last step, the proposal will be sent to the board of trustees for approval. Following approval by the board of trustees, the proposal shall be sent to the HLF for approval if more than twenty-five per cent of the progam is changed. Following approval by the board of trustees, the proposal shall be sent to ODHE for approval if more than fifty per cent of the program is changed.

(1) Department or school

(2) College curriculum committee

(3) College faculty

(4) College dean

(5) University curriculum committee

(6) Faculty senate

(J) Approval process for undergraduate minors. This process pertains to new undergraduate minors or modifications to existing undergraduate minors, including change in credits, name or required courses. Requirements cannot be added to an active catalog, as it would violate a students' catalog rights.

The following governance bodies shall review the proposal in sequence. Once the review is completed at the last step, the proposal shall be sent to the board of trustees for approval.

(1) Department or school

(2) College curriculum committee

(3) College faculty

(4) College dean

(5) University curriculum committee

(6) Faculty senate

(K) Approval process for undergraduate majors. This process pertains to new undergraduate majors.

The following governance bodies shall review the proposal in sequence. Once the review is completed at the last step, the proposal shall be sent to the board of trustees for approval. Following approval by the board of trustees, the proposal shall be sent to ODHE and HLC for approval.

(1) Department or school

(2) College curriculum committee

(3) College faculty

(4) College dean

(5) University curriculum committee

(6) Faculty senate

(7) Provost

(8) President

(L) Approval process for new undergraduate articulation agreements. This process pertains to articulation agreements with partner institutions, including community colleges or other universities.

The following governing bodies shall review the proposal in sequence. Once the review is completed at the last step, the proposal shall be sent to the board of trustees for approval. Following approval by the board of trustees, the proposal shall be send for approval to the appropriate governing board of the partner institution.

(1) Department or school

(2) College curriculum committee

(3) College faculty

(4) College dean

(5) University curriculum committee

(6) University admissions and standards committee

(7) Faculty senate

(M) Approval process for courses in the graduate curriculum. This process pertains to new or modified graduate courses, including changes in course title or description.

The following governance bodies shall review the proposal in sequence. Once the review is completed at the last step, the proposal shall be sent to the board of trustees for approval.

(1) Department or school

(2) College curriculum committee

(3) College dean

(4) Graduate council or college of graduate studies dean

(N) Approval process for changes in graduate program. This process pertains to modifications to an existing graduate program, including change in credits required (incluidng of a required course); course requirements; changes in pre-requisites leading to additional courses; and new, modified or deleted track, specialization or concentration in exising major. A teach-out plan is required for students if a track/program is deleted. Requirements cannot be added to an active catalog, as it would violate a students' catalog rights.

The following governance bodies shall review the proposal in sequence. Once the review is completed at the last step, the proposal shall be sent to the board of trustees for approval. Following approval by the board of trustees, the proposal shall be sent to HLC for approval if more than twenty-five per cent of the program is changed. Following approval by the board of trustees, the proposal shall be sent to ODHE for approval if more than fifty per cent of the program is changed.

(1) Department or school

(2) College curriculum committee

(3) College faculty

(4) College dean

(5) Graduate council

(6) University curriculum committee

(7) Faculty senate

(O) Approval process for graduate certificate programs. This process pertains to new, modified or deleted graduate certificate programs.

The following governance bodies shall review the proposal in sequence. Once the review is completed at the last step, the proposal shall be sent to the board of trustees for approval. Following approval by the board of trustees, the proposal shall be sent to ODHE for approval if the certificate requires more than twenty hours of coursework. For deleted certificate programs, a teach-out plan is required. Requirements cannot be added to an active catalog, as it would violate a students' catalog rights.

(1) All departments or schools involved

(2) College curriculum committee where the certificate is housed; other colleges shall submit written permission to use their courses to fulfill certificate requirements

(3) College faculty

(4) College dean

(5) Graduate council

(6) University curriculum committee

(7) Faculty senate (new or deleted certificates only)

(P) Approval process for new graduate articulation agreements. This process pertains to articulation agreements with partner institutions, including community colleges or other universities.

The following governance bodies shall review the proposal in sequence. Once the review is completed at the last step, the proposal shall be sent to the board of trustees for approval. Following approval by the board of trustees, the proposal shall be sent to the appropriate governing board of the partner institution for approval.

(1) Department or school

(2) College curriculum committee

(3) College faculty

(4) College dean

(5) Graduate council

(6) University curriculum committee

(7) University admissions and standards committee

(8) Faculty senate

(9) Provost

(Q) Approval process for new graduate degree programs. This process pertains to new graduate degree programs.

The following governance bodies shall review the proposal in sequence. Once the review is completed at the last step, the proposal shall be sent to the board of trustees for approval. Following approval by the board of trustees, the proposal shall get approval from ODHE and HLC.

(1) All departments or schools involved

(2) College curriculum committee

(3) College faculty

(4) College dean

(5) University curriculum committee

(6) Faculty senate

(7) Provost

(8) President

(R) Approval process for courses in the law school juris doctor and master of law curriculum. This process pertains to new or modified courses, including changes to course title or description. This process also pertains to deletion of courses.

The following governance bodies shall review the proposal in sequence. Once the reveiw is completed at the last step, the proposal shall be sent to the board of trustees for approval.

(1) Law school curriculum committee

(2) Law school dean

(S) Approval process for degree requirements and concentrations in the law school juris doctor and master of law curriculum. This process pertains to new or modified requirements for the juris doctor or master of law degrees, including the elmination of degree requirements, as well as the creation, modification or elimination of concentrations.

The following governance bodies shall review the proposal in sequence. Once the reveiw is completed at the last step, the proposal shall be sent to the board of trustees for approval.

(1) Law school curriculum committee

(2) Law school faculty

(3) Law school dean

(T) Approval process for law school certificate programs. This process pertains to new law school certificate programs, or modifications or elimination of law school certificate programs.

The following governance bodies shall review the proposal in sequence. Once the reveiw is completed at the last step, the proposal shall be sent to the board of trustees for approval. Following approval by the board of trustees, the proposal shall be sent to ODHE for approval if the certificate requires more than twenty-two credit hours of coursework. Fore deleted certificate programs, a teach-out plan is required. Requirements cannot be added to an active catalog, as it would violate a students' catalog rights.

(1) Law school curriculum committee

(2) Law school faculty

(3) Law school dean

(U) Policy review cycle. The provost's office is responsible for this policy. At a minimum, every five years, the provost shall ensure that the policy is reviewed and recommend whether the policy should be reaffirmed without revision, amended or rescinded. The provost may invite the participation of faculty bodies in such a review. Policies may be reviewed on an earlier timeline depending on necessity and change in law or practice.

Last updated April 27, 2026 at 7:42 AM

History

• Effective: April 26, 2026
• Promulgated Under: 111.15

Chapter 3344-17 Copyright Permission

Ohio Adm.Code 3344-17-01 Preamble.

The policies that follow pertain to intellectual property, meaning any copyrightable or patentable matter, including but not limited to: books, texts, articles, monographs, glossaries, bibliographies, study guides, laboratory manuals, syllabi, tests and work papers, lectures and lecture notes, musical and/or dramatic compositions, unpublished scripts, films, filmstrips, charts, transparencies, other visual aids, video and audiotapes and cassettes, computer programs and software, live video and audio broadcasts, programmed instruction materials, drawings, paintings, sculptures, photographs and other works of art.

History

• Effective: August 29, 1997
• Promulgated Under: 111.15

Ohio Adm.Code 3344-17-02 Patents policy.

(A) Research is recognized as an integral part of the educational process to generate new knowledge; to encourage the spirit of inquiry; and to develop scientists, engineers, and other scholars. As a result of such research, new discoveries and inventions may be made by faculty members of the university. Discoveries and inventions may have material commercial value or potential as revenue producers; may contribute significantly to scientific, technological, social and cultural progress; and may qualify for patent protection. Patents are created by the constitution and laws of the United States to recognize the ownership of inventions by individuals in return for the publication of the inventions by issued patents and ultimate dedication to the public after the limited period for which the law grants patent protection.

(B) The faculty members of the university are encouraged to evaluate the results of their research activities in terms of potential commercial value and public interest, as well as for scholarly significance.

(C) Definitions.

(1) "Patents/patentable" means:

(a) Utility inventions or discoveries that constitute any new and/or useful process, machine, manufacture, or composition of matter, or any new and/or useful improvement thereof;

(b) Ornamental designs, being new, original and ornamental designs for an article made; and

(c) Plant patents, being for the asexual reproduction of a distinct and new variety of plant, including cultivated sprouts, mutants, hybrids and newly found seedlings, other than a tuber propagated plant or plant found in an uncultivated state.

(2) Invention includes discoveries, products, processes, compositions of matter and improvements that are or may be patentable.

(3) Sponsored research agreement includes any sponsored research grant, contract, fellowship, or other special arrangement to fund faculty research by third parties.

(D) Disclosure

Faculty members, other employees, and students shall disclose in a timely manner to the office of research all inventions that are developed from research or investigations supported by the university or by any university facilities, equipment, or resources provided pursuant to sponsored research agreements.

(1) Disclosure shall be in writing and shall include at least the following: a general description of the field of the invention or discovery, and prior art of which the inventor(s) is aware, a general statement (if possible) of the economics of the invention or discovery, a listing of the notebooks or other records containing the first description of the invention or discovery, the name of the person to whom the invention or discovery was first disclosed, and the date of such disclosure. The office of research will determine the particular form, detail, and supporting information required for disclosure.

(2) Faculty members, other employees and students who believe they have inventions that were not developed from research or investigations supported by the university or by any university facilities, equipment, or resources shall not file, or permit others to file in their name, patent applications, without providing at least thirty days' notice and a statement of the circumstances of the invention to the office of research. At the office of research's request, additional information as to the nature and circumstances under which the invention was developed and a copy of the invention disclosure of proposed patent application, whichever the office of research may deem appropriate under the circumstances, shall be approved.

(E) Disclosure and review process

(1) Within thirty days of a disclosure of an invention, the office of research shall notify the inventor whether disclosure is incomplete, with notations of the additional information required, or shall refer the disclosure to the patent review committee.

(2) Within thirty days of the receipt of the complete disclosure from the office of research, the patents review committee shall make a recommendation about the invention to the president or the president's designee. The president or the president's designee shall notify the inventor of the disposition of the invention.

(F) Patent review committee

(1) Composition and appointment

(a) The patent review committee shall be composed of six members. The committee members shall elect a chair from among themselves. At the time of the initial appointment or election, each member shall be designated as serving either a one-year, two-year, or three-year term, so that the term of one faculty committee member and one administration member will expire each year and a replacement appointment or election will be made each year. After the first appointment, subsequent members shall serve a three-year term, commencing on the first day of July and terminating on the thirtieth day of June. Committee members may serve additional three-year terms.

(b) Three members shall be faculty members elected by the faculty senate. One faculty member shall be from the college of engineering and one shall be from mathematics or the natural sciences.

(c) Three members shall be appointed by the president.

(2) Duties

(a) The committee will review the merits of the invention and make recommendations to the president for the management of the invention, including its development, patenting, and exploitation.

(b) The committee shall make an initial determination of whether the university or any other party has rights to the invention and, if so, the basis and extent of those rights.

(c) If the committee determines that the university has rights to the invention, the committee will make one of the following recommendations to the president:

(i) The university should pursue legal protection of the invention, through patent or otherwise, and seek commercial development of the invention;

(ii) The university should dedicate its rights to the public, adhering to the wishes of the inventor or creator where feasible; or

(iii) The university should transfer or waive its rights in favor of permitting the inventor or creator to protect and develop the invention at his or her own expense, and whether and what conditions should be attached to a transfer or waiver. At a minimum, such a transfer shall be subject to the retention of a non-transferrable, royalty-free license in favor of the university to be used in connection with the university' s mission of teaching, research and service.

(d) The committee, on at least an annual basis, or more frequently, shall review the patent policy as a whole and recommend changes to the contract implementation committee.

(e) If there are two or more claimants to an invention within the university and they cannot reach an agreement as to how to share the benefits of this policy, the committee shall recommend to the president which of the competing claimants shall be considered inventors or creators for the purpose of this policy and in what fraction they shall share in the benefits of the policy.

(G) Duties of the office of research

The office of research will have the following duties related to the patents policy:

(1) Upon request, provide advice and assistance to researchers with respect to consulting agreements with industrial and other organizations that may involve rights to inventions within the scope of this policy and provide advice and assistance to university officials who have responsibilities with respect to the approval of the consulting arrangements;

(2) Maintain a file for each invention disclosure and each notice and statement with respect to inventions that the faculty member is claiming were not supported by the university. Each file will contain a complete record of all actions;

(3) Determine the form, detail, and supporting information required for disclosure of inventions and provide notice of these requirements to the university community and to individual inventors.

(4) Where there are two or more persons associated with the university claiming to be inventors or creators of an invention in which the university has rights, encourage and facilitate an early agreement (in a form acceptable to the university) among those persons concerning which of the claimants shall be considered inventors or creators for the purposes of this policy and in what fraction each shall share in the benefits of the policy;

(5) Assist the office of general counsel in obtaining legal protection and arranging for licensing or other commercial development in those cases in which the university elects to pursue its rights, including preparing and prosecuting applications for patent, plant variety protection, and other legal protection; negotiating or assisting in negotiation of licenses and related agreements; and monitoring the collection of royalties or other related income; and

(6) Prepare or assist in the preparation of all required reports on inventions.

(H) Sponsored research

(1) All rights to inventions resulting from sponsored agreements shall be controlled by the terms of those agreements. Before accepting funding and conducting research activities under any sponsored research agreement, faculty members, other employees and students shall be fully informed by the office of research of the terms of such agreements. Faculty members and other employees accepting support through sponsored research agreements shall be required to execute such agreements as will enable the university to conform with the requirements of the sponsoring agencies and shall abide by the terms of such agreements.

(2) When the university and an external sponsor enter into an agreement for research to be conducted with funds or facilities provided in whole or in part by external sponsors, any person who elects to conduct such research may be required by the university to enter into an agreement assigning all rights to inventions arising from such research to the university or to the external sponsor.

(3) No person may enter into any agreement respecting the assignment, licensing, or exploitation of any patent or other rights to any invention developed in the course of research supported by funds or utilizing facilities administered by the university pursuant to an agreement with an external sponsor without the written consent of the office of research. Such consent shall be given or withheld in accordance with the objectives set forth in this policy.

(I) Rights to inventions and patents

(1) All rights with respect to inventions from research activities of faculty members, other employees, and students of the university that are supported by the university or by university facilities, equipment, or resources shall be assigned to and controlled by the university.

(2) All rights with respect to inventions resulting from personal and independent research activities that are not supported by the university or by university facilities, equipment, or resources shall be the sole property of the inventor.

(3) Upon request of the patent review committee or the office of research, the appropriate university department chair or dean shall investigate and report to the requesting party the extent to which university facilities and resources were used to support research activities resulting in an invention disclosed in accordance with this policy.

(4) All rights to inventions resulting from sponsored research grants, contracts, fellowships, or special arrangements shall be controlled by the terms of those agreements. Faculty members, other employees, and students accepting sponsored research grants shall execute such agreements in a manner that will enable the university to conform with the requirements of the sponsoring agencies and shall abide by the provisions of such agreements and the sponsored research section of this policy.

(J) Distribution of income

(1) At the time that the invention disclosure form is filed with the office of research, the inventor shall assign all rights to the invention or discovery to the university and shall elect a patent expense payment and income distribution option as provided in schedule A or schedule B.

(2) Schedule A: all patenting costs are paid by the inventor(s) prior to distribution of income. No university funds may be used to pay patenting costs.

| Cumulative net income range | Income distribution | | | --- | --- | --- | | | inventor | university | | Up to $50,000 | 90% | 10% | | Amount greater than $50,000 | 75% | 25% | | Amount greater than $100,000 | 50% | 50% |

(3) Schedule B: All costs of patenting are paid by the university prior to distribution of any income.

| Cumulative net income range | Income distribution | | | --- | --- | --- | | | investor | university | | Up to $50,000 | 50% | 50% | | Amount greater than $50,000 | 40% | 60% | | Amount greater than $100,000 | 25% | 75% |

(4) Net income to the university resulting from intellectual property, including patents developed by members of the university faculty, will be reinvested in faculty development and administered by the university research council (URC.)

(5) Determination of net financial returns as used in this policy shall be made by the office of research for the university in accordance with generally accepted accounting principles.

(6) Where rights to an invention are transferred or waived to the inventor, the allocation of these rights and any resulting future income shall be specified in writing by the office of research and approved by the president. A copy of the transfer or waiver shall be promptly supplied to the inventor.

History

• Effective: August 29, 1997
• Promulgated Under: 111.15

Ohio Adm.Code 3344-17-03 Use of copyrightable materials.

Cleveland state university expects all members of the university community to respect the U.S. Copyright Law of 1976, Title 17 of the United States Code. The principles of copyright law that apply to electronic course content are the same as those that apply to printed course material, regardless of whether the electronic content is textual or audio-visual, or where it is stored (e-reserves, blackboard, "iTunesU," for example). If permission would be required for a print use, it shall be required for an analogous electronic use.

(A) Fair use determinations

The university affirms that the exceptions to a copyright owner's exclusive rights that are provided by the law, especially the fair use provision U.S. Copyright Act, 17 U.S.C. 107, are integral to the balance between exclusive rights and productive, socially beneficial new uses of works. A fair use determination requires a thoughtful, fact-specific analysis to be made and considered carefully prior to deciding whether or not permission is required for each specific use.

(B) A fair use analysis should always be made by the faculty member who is placing or requesting that material be placed on electronic course reserves or in a course content system. The Michael Schwartz library and the center for elearning have procedures established to assist faculty members in making this determination.

(C) If a use is determined not to be a fair use, then the faculty member shall obtain permission from the copyright holder and possibly pay for the use. The university libraries or center for elearning can help faculty find alternative materials when permission or fair use fails.

(D) When relying on fair use, materials copied for online course content should be attributed properly and marked to indicate that they are subject to copyright protection, e.g., "This material may be protected by copyright," or "This material is subject to the copyright law of the United States."

(E) Copyright protected course content should be kept behind password/authentication barriers so only students enrolled in the class can access it.

(F) Materials should remain available only for a limited time, usually no longer than necessary for a particular class use, after which they shall be removed. These are services that are provided by the Michael Schwartz library, the Cleveland-Marshall college of law library, and the center for elearning.

(G) Linking to copyrighted materials

The digital age has made potential course content available in a wide variety of ways, and faculty can often choose amongst several formats to make reading, viewing, and listening materials available to students. If it is possible to link to material that is either publicly available on the web or available to the Cleveland state university community through a database licensed (including the right to link to articles for use in course content systems) by the Michael Schwartz library, the Cleveland-Marshall college of law library, the center for elearning, or "OhioLINK," further permission is not needed to use that material.

(H) Making copies of copyrighted materials

(1) When it is necessary to make a copy of the material, rather than simply linking to it as described above, permission is not needed if the work or works are in the public domain (generally, material published in the U.S. before 1923 or if U.S. federal government documents and some, but not all state and other governmental agency documents). Generally, a creative commons license allows for nonprofit educational use. For all other material, a fair use analysis shall be made; if fair use is determined not to apply to the specific use, permission shall be obtained.

(2) Only legally acquired materials can be copied for use in course content systems. Under section 108 (d) of the Copyright Act of 1976, libraries cannot request materials via inter-library loan for use in course content systems. Such copies of a copyrighted item are only to be used for the private research and study of the requester.

View Appendix

History

• Effective: December 1, 2014
• Promulgated Under: 111.15

Chapter 3344-18 Export Policies

Ohio Adm.Code 3344-18-01 Export control policy.

(A) Purpose

Cleveland state university is dedicated to full compliance with all applicable U.S. laws and regulations pertaining to the export of certain items, services and technologies by or on behalf of the university. The U.S. export control laws are designed to restrict certain types of information, technologies, and commodities that can be transmitted overseas to individuals, including U.S. citizens, or alternatively, made available to foreign nationals within U.S. territory.

(B) Applicability

This policy applies to all individuals at Cleveland state university (including faculty, students, staff and visiting scholars) who may or are: (1) shipping tangible items overseas; (2) sharing proprietary, confidential or restricted information or software code with foreign nationals at Cleveland state or abroad; (3) interacting with embargoed or sanctioned countries, organizations, or individuals; or (4) traveling with restricted dual-use technology.

(C) Definitions

(1) Deemed export - is a term used by the commerce department to describe the situation where a foreign national on U.S. soil may be exposed to, or have access in any manner to, an export-controlled item or export-controlled software or information.

(2) EAR- export administration regulations, department of commerce.

(3) Export - generally, (a) an actual shipment or transmission of items controlled under the EAR or ITAR out of the United States; (b) any written, oral or visual release or disclosure of controlled technology, information or software to a foreign person either in the United States or outside the United States; or (c) any actual use or application of controlled technology on behalf of or for the benefit of any foreign entity or person anywhere.

(4) Foreign persons - anyone who is not a U.S. person, defined in the regulations as a U.S. citizen, permanent resident alien, person admitted on an asylum status, or a legal entity under U.S. law. Examples of foreign persons are students, post-doctoral scholars, or research staff in F-1 or J-1 status, and Cleveland state university foreign national employees in H1-B status. A foreign person also means any foreign corporation, business association, partnership or any other entity or group that is not incorporated to do business in the U.S. foreign persons may include international organizations, foreign governments, and any agency or subdivision of foreign governments such as consulates.

(5) Fundamental research exclusion - information arising during or resulting from basic or applied research in science or engineering where the results of the research are ordinarily shared with the scientific community, published in the public domain and made accessible to the public.

(6) ITAR - international traffic in arms regulations, department of state.

(7) OFAC - office of foreign assets control, department of treasury.

(8) Reexport - an actual shipment or transmission of items subject to export regulations from one foreign country to another foreign country. For the purposes of the U.S. EAR, the export or reexport of items subject to the EAR that will be transmitted through a country or countries to a new country, or are intended for reexport to the new country, are deemed to be exports to the new country.

(D) Export control regulations

(1) The export administration regulations (EAR). Administered by the commerce department through the bureau of industry and security (BIS), these regulations control "dual use" items and the technology related to these items that often have both civilian and military uses, such as computers, toxins, lasers, and chemicals. The commerce control list (CCL) provides all the items controlled by the EAR, divided into ten categories. For goods or technologies listed on the CCL, a license will be required for export, unless an exclusion or exemption applies. Where embargoes countries under OFAC are involved, a license generally will be denied by the government.

(2) The international traffic in arms regulations (ITAR). Administered through the state department and its office of directorate of defense trade controls (DDTC), these regulations are designed for munitions and for defense articles and services as well as for certain space-related items. The U.S. munitions list (USML), provides twenty-one categories of military and other items controlled by DDTC. Any service, article, or technical data specifically designed, developed, configured, adapted, or modified for a military or intelligence application, or for use in space, is generally subject to ITAR. Items controlled by ITAR do not have primarily civilian applications and do not have performance equivalents of articles used in civil applications.

(3) The office of foreign asset controls. within the treasury department, OFAC is responsible for the oversight of regulations associated with embargoed and sanctioned countries and to individual persons and entities who are from these countries or who have violated other laws. Specifically, OFAC administers and enforces economic and trade sanctions based on U.S. foreign policy and other national security concerns. The exclusions and exceptions provided for under the ITAR and EAR do not necessarily apply to OFAC designated entities.

(4) Other miscellaneous laws and regulations. Apart from the regulations promulgated under ITAR, EAR, and OFAC, additional regulations may also apply from other federal agencies including but not limited to the department of energy (DOE), the environmental protection agency (EPA), or the nuclear regulatory commission (NRC).

(E) Procedures and responsibilities

(1) All members of the university community who may have access to controlled information must understand their obligations under the EAR, ITAR, and OFAC regulations and this policy. Before engaging in activities that involve an export activity, including a deemed export, an understanding and identification of any potential export limitations should be conducted.

(2) Among some of the factors that may warrant export control review include: (a) where foreign persons or foreign companies will participate in the research; (b) where certain equipment will be used for experiments and/or research abroad and thus be exported, including but not limited to, laptops, GPS equipment, email exchanges of controlled data, handheld mobile devices or any devices that contain encrypted software; and (c) where Cleveland state university hosts foreign visiting scholars or students for research purposes that involve specified technologies subject to export controls.

(3) While the majority of research undertaken at Cleveland state university is eligible for one or more exclusions under the export control regulations and thus does not require a license, the university must still documents its analysis of export control issues, including the availability of any exclusion or exemption.

(4) The export control analysis should be undertaken with the assistance of the office of university compliance which is the responsible for general oversight and dissemination of this policy or with members of other offices who are knowledgeable about export control issues and can offer assistance to the university community such as the office of research, office of general counsel, purchasing office, sponsored programs and research services, technology transfer office, accounts payable, and office of international services and programs. A sufficient amount of time before engaging in the exporting activity should be planned as the time required for review and obtaining government approval (if a license is required) can take a fair amount of time to complete.

(5) Further, any information identified as "export controlled" may not be disclosed to a foreign person or entity until the export control analysis has been completed to determine whether an export license is required. In addition, for research that may involve a sanctioned country, the faculty member or University researcher will need to consult with CSU's office of research and/or office of university compliance before entering into any agreements, or before traveling to the sanctioned country.

(F) Exclusions and Exceptions

(1) Under most circumstances, the fundamental research exclusion will apply to on-campus university activities. This exception applies to all information already in the public domain and to all information ordinarily published and shared broadly in the scientific community resulting from basic and applied research in science and engineering performed at an accredited institution of higher education. Where research results are restricted due to confidentiality or proprietary reasons or where specific U.S. government access or distribution controls exist, the exclusion will not apply.

(2) The university is committed to ensuring that sponsored research agreements are free of access or publication restrictions, however, researchers must take care to avoid additional verbal agreements or other arrangements that may limit access and dissemination of research results, as this will void the fundamental research exclusion and subject the research program to coverage under the export control regulations. Further, the exclusion will not apply to private consulting activities undertaken by university researchers solely on behalf of an external company or organization, or to activities that are not conducted on campus.

(G) Penalties

Penalties for violating the federal export control regulations can be severe. Under the ITAR, criminal penalties can reach up to one million dollars per violation and ten years imprisonment for individual willful violations. Civil penalties imposed upon departments, agencies, and officials can reach up to five hundred thousand dollars per violation. A university found to be in violation of ITAR can also be debarred or suspended from contracting with the government and could lose its export privileges. Under the EAR, each willful violation carries a penalty of one million dollars or five times the value of the exports. Criminal penalties for individual violations can reach up to two hundred fifty thousand dollars or ten years imprisonment, or both. Civil penalties can reach up to fifty thousand dollars per violation. Under OFAC, there are a range of penalties but generally speaking, corporate criminal penalties can reach up to one million dollars, and individual criminal penalties are up to one hundred thousand dollars or ten years imprisonment, or both, per violation. Civil penalties can reach up to fifty-five thousand dollars per violation. In addition to sanctions imposed by law, the university may also take action when the violation occurs while working within the scope of employment or in fulfillment of university obligations.

History

• Effective: April 10, 2015
• Promulgated Under: 111.15

Chapter 3344-19 Identify Theft Prevention

Ohio Adm.Code 3344-19-01 Identity theft prevention program and red flag compliance policy.

(A) Program adoption

Cleveland state university has developed this identity theft prevention program ("program") pursuant to the "Federal Trade Commission's Red Flags Rule," which implements Section 114 of the Fair and Accurate Credit Transactions Act of 2003. After consideration of the size of the university's operations and systems, and the nature and scope of its activities, the university has determined that this program is appropriate for Cleveland state university, and, therefore, adopted this program on July 23, 2009.

(B) Purpose

The university adopts this identity theft prevention program in an effort to detect, prevent, and mitigate identity theft in connection with the opening of a "covered account" or any existing "covered account," and to provide for continued administration of the program. This program shall include reasonable policies and procedures to:

(1) Identify patterns, practices, or specific activities ("red flags") that indicate the possible existence of identity theft with regard to new or existing covered accounts;

(2) Detect red flags that have been incorporated into the program;

(3) Respond appropriately to any red flags that are detected under the program;

(4) Ensure periodic updating of the program, including reviewing the accounts that are covered and the identified red flags that are part of the program; and

(5) Promote compliance with state and federal laws and regulations regarding identity theft protection.

(C) Definitions

(1) "Identity theft" refers to fraud committed or attempted using the identifying information of another person without authority.

(2) "Covered account" refers to any account the university offers or maintains primarily for personal, family, or household purposes that involves or is designed to permit multiple payments or transactions.

(3) "Red flag" refers to a pattern, practice or specific activity that indicates the possible existence of identity theft.

(4) "Identifying information" refers to any name that may be used, alone or in conjunction with any other information, to identify a specific person.

(D) Covered accounts

Cleveland state university has identified two types of accounts which are covered accounts administered by the university and are relevant to this policy:

(1) Deferred tuition payment plans

(2) Perkins loans

(E) Identification of relevant red flags

In order to identify relevant red flags, the university considers the types of accounts that it offers and maintains, the methods it provides to open its accounts, the methods it provides to access its accounts, and its previous experiences with identity theft. The following are relevant red flags, in each of the listed categories, which employees should be aware of and diligent in monitoring for:

(1) Notifications and warnings from credit reporting agencies.

(a) Report of fraud accompanying a credit report

(b) Notice or report from a credit agency of a credit freeze on a customer or applicant

(c) Notice or report from a credit agency of an active duty alert for an applicant, and

(d) Indication from a credit report of activity that is inconsistent with a customer's usual pattern or activity.

(2) Suspicious documents

(a) Identification document or card that appears to be forged, altered or inauthentic

(b) Identification document or card on which a person's photograph or physical description is not consistent with the person presenting the document

(c) Other document with information that is not consistent with existing customer information (such as if a person's signature on a check appears forged), and

(d) Application for service that appears to have been altered or forged.

(3) Suspicious personal identifying information

(a) Identifying information presented that is inconsistent with other information the customer provides (for example, inconsistent birth date)

(b) Identifying information presented that is inconsistent with other sources of information (for example, an address not matching an address on a credit report)

(c) Identifying information presented that is the same as information shown on other applications that were found to be fraudulent

(d) Identifying information presented that is consistent with fraudulent activity (for example an invalid phone number or a fictitious billing address)

(e) Social security number presented that is the same as one given by another customer

(f) An address or phone number presented that is the same as that of another person

(g) A person fails to provide complete personal identifying information on an application when reminded to do so (note that by law, social security numbers are not required), and

(h) A person's identifying information is not consistent with the information that is on file for the customer.

(4) Suspicious account activity or unusual use of account

(a) Change of address for an account followed by a request to change the account holder's name

(b) Payment stop on an otherwise consistently up-to-date account

(c) Account used in a way that is not consistent with prior use (for example, very high activity level)

(d) Mail sent to the account holder is repeatedly returned as undeliverable

(e) Notice to the university that a customer is not receiving mail sent by the university

(f) Notice to the university that an account has unauthorized activity

(g) Breach in the university's computer system security, and

(h) Unauthorized access to or use of customer account information.

(5) Alerts from others

Notice to the university from a customer, identity theft victim, law enforcement or other person that it has opened or is maintaining a fraudulent account for a person engaged in identity theft.

(F) Detection of red flags

The program's general red flag detection practices are described in this document. Each college and/or department can develop and implement additional methods and protocols appropriate to meet the requirements of their senior management.

(1) New accounts. In order to detect any of the red flags identified above associated with the opening of a new account, university personnel will take the following steps to obtain and verify the identity of the person opening the account:

(a) Require certain identifying information such as name, date of birth, residential or business address, driver's license or other identification

(b) Verify the customer's identity (for example, review a student's viking card)

(c) Independently contact the customer.

(2) Existing accounts. In order to detect of the red flags identified above for an existing account, university personnel will take the following steps to monitor transactions with an account:

(a) Verify the identification of customers if they request information (in person, via telephone, via facsimile, via email)

(b) Verify the validity of requests to change billing addresses (other than changes initiated on-line by the student/customer.)

(3) Specifically

(a) Participation in a payment plan. Deferred payment plan applications must be electronically signed and dated by the student. Initial payment must be received prior to enrollment in a deferred payment plan. Students in a "VA" student group are exempt from the payment requirement.

(b) Perkins loan. Application for a Perkins loan must be made electronically and will not be approved until the department of education's three point match (name, date of birth, social security number) are confirmed. Funds are applied against a student account, never disbursed directly to a student.

(G) Response

The program shall provide for appropriate responses to detected red flags to prevent and mitigate identity theft. The appropriate responses to the relevant red flags are as follows:

(1) Deny access to the covered account until other information is available to eliminate the red flag

(2) Contact the student

(3) Change any passwords, security codes or other security devices that permit access to a covered account

(4) Continue to monitor an account for evidence of identity theft

(5) Not open a new account

(6) Close an existing account

(7) Notify university police and law enforcement

(8) Determine no response is warranted under the particular circumstances.

(H) Training

All employees who process information related to a covered account shall receive training on the procedures outlined in this policy. Refresher training may be provided annually as needed.

(I) Oversight of the program

Responsibility for developing, implementing and updating this program lies with the vice president, business affairs and finance. The program administrator is the controller who will be responsible for day-to-day administration, ensuring appropriate training of university staff on the program, reviewing any staff reports regarding the detection of red flags and the steps for preventing and mitigating identity theft, determining which steps of prevention and mitigation should be taken in particular circumstances, and considering periodic changes to the program.

(J) Updating the program

This program will be periodically reviewed and updated to reflect changes in risks to students and the soundness of the university from identity theft. At least once per year in July, the program administrator will consider the university's experiences with identity theft, changes in identity theft methods, changes in identity theft detection and prevention methods, changes in types of accounts the university maintains and changes in the university's business arrangements with other entities. After considering these factors, the program administrator will determine whether changes to the program, including the listing of red flags, are warranted. If warranted, the program administrator will update the program.

(K) Oversight of service provider arrangements

(1) The university shall take steps to ensure that the activity of a service provider is conducted in accordance with reasonable policies and procedures designed to detect, prevent and mitigate the risk of identity theft whenever the organization engages a service provider to perform an activity in connection with one or more covered accounts. The university will require, by contract, that service providers have such policies and procedures in place and report any red flags to the program administrator.

(2) Currently the university utilizes "ECSI" to administer the Perkins Loan repayment program. Students contact "ECSI" directly through its website or by telephone and provide personally identifying information to be matched to the records that the university has provided to "ECSI."

History

• Effective: October 10, 2014
• Promulgated Under: 111.15

Chapter 3344-21 Policy on Academic Misconduct

Ohio Adm.Code 3344-21-01 General procedures.

Once a grade has been submitted to the registrar's office, a faculty member may change it only because of an error in computation and only with permission of the dean. If an instructor and a student disagree on a grade issued the student may request a meeting with the faculty member and his or her superior whether it be chairperson or dean. If the matter is not resolved the issue then follows collegiate procedures and may come before a review committee. Finally, a recommendation is made to the university admissions and standards committee of the faculty senate by the college. The burden is on the student to prove that a computational error has been made or that non-uniform standards have been applied.

History

• Effective: October 17, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-21-02 Policy on academic misconduct.

(A) Policy.

(1) Academic honesty is essential to maintain the integrity of the university as an institution and to foster an environment conducive to the pursuit of knowledge. The Cleveland state university community values honesty and integrity and holds its members to high standards of ethical conduct. Academic dishonesty is, unacceptable, and students who are found to have engaged in academic dishonesty, or knowingly facilitated academic dishonesty by another student, may be sanctioned as outlined in the procedures for charges of academic misconduct. Academic misconduct refers to any fraudulent actions or behaviors designed to affect the evaluation of a student's academic performance or record of academic progress. It includes, but is not limited to:

(a) Cheating: using or attempting to use or possessing any aid, information, resources, or means in the completion of any graded course content such as, but not limited to, an academic assignment, quiz, examination, paper, portfolio, project, thesis, dissertation, or assessment (collectively defined as "assessment") that are explicitly prohibited by the instructor, or facilitating cheating by another student.

Examples of cheating include, but are not limited to:

(i) Possessing, referring to, or using in any way unauthorized textbooks, notes, study aids, websites, crib/cheat sheets, electronic transmissions, or other information when completing an academic assessment;

(ii) Possessing, referring to, giving, or using in any way unauthorized electronic devices, transmissions or other materials when completing an academic assessment;

(iii) Looking at, using, or obtaining unauthorized information from another individual's work when completing an academic assessment;

(iv) Giving or receiving answers, information, or materials from another individual when completing any academic assessment when not explicitly permitted by the instructor;

(v) Utilizing or soliciting another person or entity to complete any portion of an academic assessment in place of the student or submitting the work of another person or entity as the student's own;

(vi) Submitting the identical or substantially the same assessment or portions of an assessment to fulfill the requirements for two or more courses without approval of both instructors involved, including when repeating a course; or submitting the identical or substantially the same assessment or portions of an assessment from a previously completed course to fulfill the requirements for another course without the approval of the instructor of the latter course; or submitting the identical or substantially the same assessment or portions of the assessment to fulfill the requirements for two or more academic assessments within a course without the approval of the instructor;

(vii) Completing or participating in the completion of any portion of an academic assessment for another student to submit as his or her own work, including taking a quiz or an examination for another student, or writing any portion of an essay, paper, thesis, project, or dissertation for another student for submission in person or submitting to an online learning management system;

(viii) Providing answers, information, or materials to another student in a manner not authorized by the instructor, including providing the student's own completed coursework.

(b) Plagiarism: presenting as one's own the work, the ideas, the representations, or the words of another person, or source, or generative artificial intelligence tools, such as ChatGPT or other large language models, without proper attribution. Examples of plagiarism include, but are not limited to:

(i) Submitting material that in part or whole is not entirely one's own work without accurate and appropriate citations and attribution (including appropriate use of quotation marks);

(ii) Using the words, ideas, or structure/sequence of another person or source without accurate and appropriate citation and attribution (including the appropriate use of quotation marks);

(iii) Too closely paraphrasing by the wholesale reproduction of the structure and ideas of the original text, but merely changing some of the wording.

(iv) Submitting material using translation software/devices without permission from the instructor.

(c) Fabrication: falsification, invention, or manipulation of any information, citation, data, or method. Examples of fabrication include, but are not limited to:

(i) Changing material on a graded academic assessment after it has been returned to the student by the instructor and then requesting the instructor to regrade that assessment, without specific instruction from the instructor to do that;

(ii) Presenting false or invented information as fact in any academic assessment;

(iii) Presenting false claims or an inaccurate account regarding how information or data was collected or generated;

(iv) Inventing, inaccurately presenting, or manipulating data and/or its outcomes;

(v) Inventing or inaccurately presenting citations or sources.

(vi) Changing or manipulating, or attempting to change or manipulate, the grade for any assessment in any grade recording system. Misrepresenting, or attempting to misrepresent, a grade to any campus person or entity.

(vii) Changing, manipulating or misrepresenting the course grade or course information on an official or unofficial document for review by a university official.

(d) Unauthorized collaboration: working with another individual or individuals in any phase of or in the completion of an individual academic assessment without explicit permission from the instructor to complete the work in such a manner.

(e) Sharing CSU credentials with another person to login to an online learning management system.

(f) Misrepresentation: falsely representing oneself or one's efforts or abilities in an academic assessment. Examples of misrepresentation include, but are not limited to:

(i) Utilizing another person to complete any portion of an academic assessment in place of one's self;

(ii) Having another individual sign-in to indicate attendance for a course or use an electronic device to record one's presence or participation in a class.

(iii) Signing another student's name or using an electronic device to record another's presence or participation in a class or on an academic assessment;

(iv) Having another person or entity sign-in to the electronic learning management system on behalf of a current student.

(v) Including one's own name on a group project, allowing one's name to be included when one did not contribute to the work, or claiming credit for work completed by another group member;

(vi) Including unacknowledged sources or citations in an academic assessment.

(vii) Using generative artificial intelligence (AI), such as ChatGPT or other large language models (LLMs), on assessments without express permission of the instructor, or in a manner inconsistent with the directions of your instructor. Further, using work generated by AI platforms such as ChatGPT or other LLMs, and submitting that work as your own without proper attribution is plagiarism.

(g) Gaining an unfair advantage: completing an academic assessment through use of information or means not available to other students or engaging in any activity that interferes with another student's ability to complete his or her academic work. Examples of gaining an unfair advantage include, but are not limited to:

(i) Retaining, possessing, using, distributing or making public previous or current academic assessment materials when the instructor has indicated that those materials are not to be retained or shared or are to be returned to the instructor at the conclusion of the academic assessment or course (including originals, copies, reproductions, pictures and electronic or hard copy formats, or uploading to websites or providing for sale);

(ii) Taking pictures of, making copies of, or reproducing any academic assignment materials when the instructor has indicated that those materials are not to be copied or reproduced in any form;

(iii) Obstructing or interfering with another student's academic work or ability to gain access to information to be used in the completion of an academic assessment;

(iv) Taking or using another student's work without his or her knowledge;

(v) Removing or tampering with academic assessment materials from an instructor's office, classroom, computer, or any other university space (physical or virtual/electronic);

(vi) Violating the procedures intended to maintain the integrity of an academic assessment, including any procedures associated with online proctoring.

(vii) Using an electronic device in any capacity for any purpose when the assessment instructions strictly prohibit its use.

(h) Bribery: offering money or any item or service to a faculty member or any other person to gain academic advantage for oneself or another.

(2) Attempts to engage in any of the listed actions will be treated the same as completed acts.

(3) Students may be held responsible for committing academic dishonesty while enrolled in a course even if the student has withdrawn from, or subsequently withdraws from the course.

(4) Students may be held responsible for committing academic misconduct at any point evidence of academic misconduct comes to light. This includes after a course is completed and a grade has been received, and/or after a student graduates. If a student no longer meets the degree requirements because of a sanction imposed as a result of academic misconduct, the degree will be rescinded.

(5) For purposes referenced in paragraphs (A)(6)(a) to (A)(6)(c) of this rule, all of the listed actions in this rule shall fall under the heading of "academic misconduct."

(6) For the purpose of differentiating the degree of seriousness of acts of academic misconduct and the sanctions that should be imposed, the following definitions apply:

(a) "Minor Infraction" - Minor infractions are instances of academic misconduct on an individual assessment which comprises less than twenty per cent of the overall course grade. Two or more instances of minor infractions within a course or across courses constitute a major infraction.

(b) "Major infraction" - Major infractions are instances of academic misconduct on an individual class assessment which comprises twenty per cent or more of the overall course grade. Two or more instances of minor infractions within a course or across courses constitute a major infraction. The second minor infraction will result in a major infraction in the second course if both minor infractions did not happen in the same course.

(c) "Program infraction" Program infractions comprise those instances of cheating which affect the integrity of the student's degree program. Examples include, but are not limited to, committing academic misconduct on capstone projects, theses, dissertations, portfolios, clinical activities, internships, and externships, or committing academic misconduct in more than one course essential to degree program completion. Other examples include falsifying documents or providing doctored transcripts.

(7) Any member of the university community can raise allegations of academic misconduct. Generally, the determination that a student has engaged in academic misconduct, will be made following investigation by the faculty member or instructor, although, depending on the circumstances, that determination may be made following investigation by the department chairperson or college, dean or provost's designee in accordance with the circumstances.

(B) The policy on academic misconduct is implemented by the procedures on academic misconduct, which are promulgated by the provost, after appropriate notice to the university community.

(C) Any question of interpretation or application of the policy on academic misconduct shall be referred to the provost for final determination.

Last updated October 17, 2024 at 8:33 AM

History

• Effective: October 17, 2024
• Promulgated Under: 111.15

Ohio Adm.Code 3344-21-03 Credit by examination.

At Cleveland state university, matriculated students can earn credit toward degree requirements through examination. The credit by examination program permits a student to begin college work at a level consistent with his or her academic background, to avoid repeating course material already mastered, to pursue a more flexible schedule, and to reduce the time required for graduation. Students may use the credit by examination program to demonstrate college level achievements and proficiencies acquired outside a university classroom. Most often this means knowledge gained by independent study, employment, specialized study courses, or honors courses in high school.

(A) Cleveland state university recognizes four different types of examinations for credit.

(1) Advanced placement program ("APP"). This is the oldest credit by examination program. It is offered under the auspices of the college entrance examination board to high school students who have completed an official advanced placement course. Arrangements for testing are made through the high school in which the student is enrolled. CSU grants freshman year credit, (four to twelve term credits), for each examination score of three, four, or five. Credit is available in art, biology, chemistry, computer science, economics, English, foreign languages, history, mathematics, music, physics, political science, and psychology. A transfer student who received APP credit at another institution should have the official score report mailed directly to the CSU admission office.

(2) Departmental examinations. Some departments at the university have developed end-of-course examinations for certain courses or learning sequences in the curriculum. The administration and grading of these examinations, as well as the level of achievement required for credit, are in the hands of the department chairperson. Questions about course examinations for credit should be directed to the appropriate department office.

(3) College level examination program-general examinations ("CLEP-general exams"). This is a series of five comprehensive examinations developed under the auspices of the college entrance examination board. CLEP-general exams are administered at the CSU counseling and testing center as well as at other testing centers across the country and by the defense activity for non-traditional education support. For a score of five hundred or above, credit is granted as follows: Humanities, twelve term hours; mathematics, four term hours; natural sciences, twelve term hours; social science - history, twelve term hours. For a score of five hundred and a satisfactory essay, four term hours are granted in English. Registration forms for the CLEP-general examinations are available at the CSU counseling and testing center, rhodes tower, room 1235. A transfer student who received credit for the CLEP-general exams at another institution should have the official score report sent to the CSU admission office along with his or her college transcript.

(4) College level examination program-subject examinations. These are essentially end-of-course-examinations for thirty-five widely taught undergraduate courses. The examinations are administered at the CSU counseling and testing center as well as at testing centers across the country and by the defense activity for non-traditional education support. Examinations are available for courses taught in the departments of accounting, biology, business law, chemistry, computer and information science, economics, English, foreign languages, history, management, marketing, mathematics, political science, psychology, and sociology. Either four or eight term hours of credit, depending upon whether the course covers one or two terms of work is available for each examination. With the exception of the mathematics examinations all CLEP-subject examinations are composed of an objective and an essay section. An objective examination score of fifty-two and, for most courses, the essay section approved by the department concerned is necessary for credit to be granted. Registration forms for the CLEP-subject examination and additional information about the examinations are available from the CSU counseling and testing center, rhodes tower, room 1235. A transfer student who received credit for CLEP-subject examinations at another institution should have the official score report and essay sent to the CSU admission office along with his or her college transcript.

(B) The following regulations apply to the credit by examination program:

(1) Credit is available only to matriculated degree seeking students.

(2) Credit granted for successful completion of an examination shall be entered on the student's permanent record as hours earned. A grade is not assigned.

(3) If a student does not receive a score high enough for credit, no entry is made on the student's permanent record.

(4) Credit shall not be granted for areas of study or for particular courses in which a student has already earned or been granted CSU credit.

(5) Credit shall not be granted for a course if the student has previously earned or been granted credit for a more advanced course in a learning sequence.

(6) Generally, CSU does not approve for credit the score made when an examination has been repeated.

(7) CLEP credit may not be part of a student's final fourty-five term hours.

(8) The maximum amount of credit for each type of examination is listed below:

(a) Advanced placement program no limit

(b) Departmental examinations fourty-five term hours

(c) CLEP-general examinations fourty-four term hours

(d) CLEP-subject examinations fourty-four term hours

(9) All students are urged to discuss their plans with their academic advisors before taking any examinations for credit.

(C) For graduate students, not more than one-half the credits required for the degree may be earned by a combination of examination and transfer.

History

• Effective: October 17, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-21-04 Grade reporting.

Each term the registrar's office sends to each college grade sheets and instructions. Grades are due in the registrar's office forty-eight hours after the completion of each final examination. Grades not returned on time shall be recorded as double asterisk on the students' grade reports. The double asterisk will be changed to an "NR" if the grade sheet is not returned to the registrar's office by the first date corrections are updated for the term. The "NR" grade is computed as an "F" in the term and cumulative average. The grade can be changed according to the regulations applying to "I" grades. If not removed, the grade remains an "NR," carrying the same quality point value as an "F." Graduate student's "NR" grades are not immediately computed as an "F." However, if not changed in the prescribed time, the "NR" shall become an "F." Grades are to be delivered in person to the registrar's office, not through the U.S. mail or campus mail. The vice provost of the undergraduate college, the dean of the graduate college, and the provost are all notified of any instructors who fail to return grades by the deadline.

History

• Effective: October 17, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-21-05 Incomplete grade.

(A) The grade of incomplete ("I") is given when the work in a course has been generally passing, but when some specifically required task has not been completed through no fault of the student. The grade of "I" will be changed to "F" if the student does not complete the remaining work by established university deadlines as follows: If the grade of "I" was assigned for a fall, spring, or summer term, the deadline is the last day of classes of the following term. If the grade of "I" was assigned for a spring term, the deadline is the Friday of the fourth week of classes of the following fall term. These deadlines apply both to undergraduate and graduate students. These deadlines apply whether or not the student is enrolled for the term during which the deadline falls. An earlier (but not a later) deadline may be assigned by the instructor. An extension of a university deadline date may be obtained only if approved by the college, which offered the course.

(B) There are two important conditions for giving an incomplete:

(1) The student can receive a passing grade if the student completes all of the work of the course, and

(2) Failure to complete through no fault of the student.

(C) Assignment of an incomplete also assumes that the incomplete part of the course represents only some limited portion such as the final examination or a term paper or a laboratory report. The extent of the permissible deficiency would have to be left to the instructor. It should be assumed that the instructor is aware of the reasons for the student's failure to complete the work and has given permission for the student to make up the work. Failure of a student to appear for the final examination without an explanation to the instructor would not be sufficient ground for giving an incomplete. In general the grade should be avoided except where it is clearly justified as in the case of illness or accident.

History

• Effective: October 17, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-21-06 Releasing information about students.

The registrar's office has available copies of the university policies dealing with the Family Educational Rights and Privacy Act.

History

• Effective: October 17, 2014
• Promulgated Under: 111.15

Chapter 3344-22 Textbook selection policy.

Ohio Adm.Code 3344-22-01 Textbook selection policy.

(A) General principles:

(1) Cleveland state university respects the academic freedom of faculty to select the textbooks they judge to be most appropriate for their courses and most effective for their students' education.

(2) Because acquiring textbooks requires an investment of time and/or money from students, faculty should make sure that the textbooks they select will be used substantially as learning resources in their courses.

(3) Cleveland state university believes that cost should be a factor for faculty as they consider textbooks for selection. Faculty should, to the best of their ability, assess whether the cost of the textbook they are considering is appropriate for their discipline and the course subject. When textbooks are comparable in quality but differ substantially in cost, the university recommends that the faculty member select the less-costly textbook.

(4) Cleveland state university recommends that faculty consider open-access textbooks, if they are appropriate for the faculty member's discipline and the course subject.

(B) Specific policies:

(1) Each academic unit (department or school, as appropriate) will develop unit-specific guidelines and procedures for textbook selection. These guidelines and procedures will be subject to review by each college's faculty affairs committee, and ultimately subject to oversight by the university faculty affairs committee and faculty senate.

(2) If a faculty member elects to select a textbook for which the faculty member is an author, that selection will be reviewed by the relevant governance procedure of their academic unit (as defined in paragraph (B)(1) of this rule) to ensure appropriate oversight.

History

• Effective: December 14, 2018
• Promulgated Under: 111.15

Chapter 3344-23 Involuntary Student Leave of Absence Policy

Ohio Adm.Code 3344-23-01 Involuntary student leave of absence policy.

(A) Policy statement

Cleveland state university is committed to the safety, health and well-being of the campus community. The university recognizes that students may experience situations that significantly limit their ability to persist successfully or safely in their role as students and members of the campus community. In such circumstances, students should consider taking a leave of absence. A leave of absence permits students to take a break from the university and their studies so that they may address the issues that led to the need for the leave and return later to the university with an enhanced opportunity to achieve their educational goals. Students will be given the option to take a voluntary leave of absence before the university places them on an involuntary leave of absence.

(B) Purpose

Requiring a student to take a leave of absence is rare and only happens when current medical knowledge and/or the best available objective evidence indicates to the chief student affairs officer or their designee ("CSAO") that the student's continued enrollment creates a significant risk to the student's health or safety or the health or safety of others, or the student's behavior severely disrupts the university environment, and no reasonable accommodations adequately reduce that risk or disruption.

(C) Process

On rare occasion, a student's needs may require a level of care that cannot be reasonably accommodated by the university and that makes the student unsafe to remain a community member. Before placing any student on an involuntary leave of absence, the CSAO will consult with the office for disability services ("ODS") to determine if reasonable accommodations exist that would permit the student to continue to participate in the university community without taking a leave of absence. The CSAO will also seek out other additional sources of information including but not limited to, the student, the student's academic advisor, residential life staff, faculty members, academic departments, center for international programs and services, and/or the community assessment response and evaluation or high risk group teams. Following assessment of available and relevant information, and if deemed appropriate by the CSAO, the student will be placed on an involuntary leave of absence pursuant to the procedures which implement this policy.

Last updated October 3, 2024 at 1:40 PM

History

• Effective: June 24, 2022
• Promulgated Under: 111.15

Chapter 3344-27 Health and safety policy.

Ohio Adm.Code 3344-27-01 Cleveland state university health and safety policy.

(A) Purpose.

The intent of Cleveland state university's health and safety policy is to promote compliance with all applicable federal, state and local environmental, health and safety laws and regulations. This policy applies to all faculty, staff, students, researchers, and all other individuals working at Cleveland state university.

(B) Responsibilities.

Safety is the responsibility of each person at Cleveland state university. All members of the university community are individually and collectively the owners of safety and share the responsibility to provide and maintain a safe environment. Each individual shall comply with all environmental, health and safety regulations and university policies, programs and procedures; perform work in a safe and sensible manner and act to ensure the health and safety of self, coworkers, fellow students and all others at the university.

(C) Enforcement.

The office of environmental health and safety is authorized to establish procedures, guidelines and programs to fulfill the purpose of this rule. Compliance with this rule along with those procedures, guidelines and programs is mandatory. Violations may result in disciplinary measures in accordance with the appropriate rule or bargaining agreement.

History

• Effective: August 13, 2018
• Promulgated Under: 111.15

Chapter 3344-28 General Policies on Research Misconduct

Ohio Adm.Code 3344-28-01 Introduction.

(A) General policy

Cleveland state university endorses the principle that its faculty and staff are entitled to full freedom in research and to full freedom in the publication of the results of those research endeavors. Corresponding with this principle of full freedom in research is the obligation to maintain the highest standards of professional ethics. Membership in the academic community imposes on faculty, staff, and students the commitment to foster and to defend intellectual honesty in research and scholarship. The primary responsibility of the faculty is to their subject and to seeking and stating the truth. University faculty and staff pledge quality and integrity in their research and publications primarily through self-regulation, through adherence to individual ethical principles, through dependence on accepted disciplinary professional standards, and by reference to the traditions and standards of collegiality characteristic of all institutions of higher learning. This document articulates university policy on academic integrity in research and publication and prescribes procedures for impartial fact-finding and fair adjudication of allegations of academic research misconduct.

(B) Scope

This policy and the associated procedures apply to all individuals engaged in academic research at Cleveland state university including faculty members, professional staff, scientists, trainees, technicians and other staff members, students, fellows, volunteers, guest researchers, or collaborators. The policy and the associated procedures are derived from the office of research integrity's "model policy for responding to allegations of academic research misconduct" and as such are particularly appropriate for scientific research supported by, or for which support is requested from, the public health service "PHS," national science foundation NSE," or any other federal agency. The office of research integrity is an independent entity within the U. S. department of health and human services. ORI is responsible for protecting the integrity of "PHS" extramural and intramural research programs. PHS regulations, at 42 CFR Part 93 apply to any research, research-training or research-related grant, or cooperative agreement with the PHS.

(C) This statement of policy and procedures does not apply to authorship or collaboration disputes. In the case of PHS supported research, the policy applies only to allegations of research misconduct that occurred within six years of the date the institution or HHS received the allegation, subject to the subsequent use, health or safety of the public, and grandfather exceptions in 42 CFR 93.105(b).

(D) These procedures shall normally be followed when an allegation of possible misconduct in academic research is received by a university official. Particular circumstances in an individual case may dictate variation from normal procedure deemed in the best interests of Cleveland state university and the PHS or other federal agency. Such variations from normal procedure should be constructed to ensure fair treatment to the subject of the inquiry or investigation. Any significant variation from normal procedure should be approved in advance by the chief academic officer of Cleveland state university.

Last updated April 7, 2025 at 8:12 AM

History

• Effective: April 7, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-28-02 Definitions.

(A) "Academic research misconduct," herein, sometimes referred to as "misconduct," means fabrication, falsification, plagiarism, undisclosed conflicts of interest as defined in the policy for managing conflict of interest, or other practices that seriously deviate from those that are commonly accepted within the academic community for proposing, conducting, reviewing or reporting research and was committed intentionally, knowingly, or recklessly. It does not include honest error or honest differences in interpretations or judgments of data.

(B) "Allegation" means any written or oral statement or other indication of possible academic research misconduct made to an institutional officer.

(C) "Complainant" means a person who makes an allegation of academic research misconduct or inadequate institutional response thereto or who cooperates with an investigation of such allegation. There can be more than one complainant in any inquiry or investigation.

(D) "Conflict of interest" means the real or apparent interference of one person's interest with another, where potential bias may occur due to prior or existing personal or professional relationships.

(E) "Deciding official" means the institutional official who makes final determinations on allegations of academic research misconduct and on any responsive institutional actions. At Cleveland state university the deciding official is the provost and senior vice president.

(F) "Good faith allegation" means an allegation of academic research misconduct made by a complainant who honestly believes that academic research misconduct may have occurred. A good faith allegation need not be objectively made or be subsequently verified to be made in good faith. However, a complainant who recklessly disregards available evidence available that disproves an allegation has not made the allegation in good faith.

(G) Inquiry means information gathering and initial fact-finding to determine whether an allegation or apparent instance of academic research misconduct warrants an investigation.

(H) "ORI" means the office of research integrity, which is an independent entity within the U. S. department of health and human services reporting to the secretary of health and human services. The "ORI" is responsible for protecting the integrity of extramural and intramural research programs.

(I) "PHS" means the public health service, which is part of the department of health and human services, "DHHS" of the federal government.

(J) ""PHS regulation" means the public health service regulation codified at "42 CFR Part 93, titled "Public Health Service Policies on Research Misconduct."

(K) PHS support" means "PHS" grants, contracts, or cooperative agreements, or applications for any of these.

(L) "Research integrity officer" or "RIO" means the institutional official responsible for assessing allegations of academic research misconduct and determining when such allegations warrant inquiries and for overseeing inquiries and investigations. At Cleveland state university the research integrity officer is the vice president for research or their designee.

(M) "Research record" means any data, document, computer file, computer disk, or any other written or non-written account or object that reasonably may be expected to provide evidence or information regarding the proposed, conducted, or reported research that constitutes the subject of an allegation of scientific misconduct. A research record includes, but is not limited to: grant or contract applications, whether funded or unfunded; grant or contract progress and other reports; laboratory notebooks; notes; correspondence; videos; photographs; x-ray film; slides; biological materials; computer files and printouts; manuscripts and publications; equipment use logs; laboratory procurement records; animal facility records; human and animal subject protocols; consent forms; .medical charts; and patient research files.

(N) "Respondent" means the person against whom an allegation of academic research misconduct is directed, or the person who is the subject of the inquiry or investigation. There can be more than one respondent in any inquiry or investigation.

(O) "Retaliation" means any deliberate response by Cleveland state university, or an employee of Cleveland state university, that adversely affects the employment or other institutional status of a respondent to whom an allegation of misconduct has been directed by not proven or of a complainant who, in good faith, has made an allegation of academic research misconduct or inadequate institutional response, thereto, or who has cooperated in good faith with an investigation of such allegation.

Last updated April 7, 2025 at 8:12 AM

History

• Effective: April 7, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-28-03 Rights and responsibilities.

(A) Research integrity officer.

All records related to a case shall be treated as confidential insofar as is permitted by the law of the state of Ohio and no materials growing out of a case shall be placed in the respondent's personnel file prior to the final disposition of the matter.

(B) The research integrity officer, will have primary responsibility for adherence to the procedural requirements set forth in this document and, therefore, shall be sensitive to the varied demands made on those who conduct research, those who are accused of misconduct, and those who report apparent misconduct in good faith.

(C) The research integrity officer will assess, on an informal and confidential basis, any reported misconduct. Should the RIO determine there is insufficient reason to pursue the matter, the RIO shall notify the respondent of the complaint and its disposition.

(D) Should such an assessment indicate that there is sufficient reason to pursue the matter further, the research integrity officer has two options: (1) the RIO will initiate an inquiry proceeding as described in rule 3344-28-05 of the Administrative Code, or (2) if the RIO concludes that the allegation falls within the definition of research misconduct and the assessment described in paragraph (C) of rule 3344-28-03 of the Administrative Code indicates that the allegation may have merit, the RIO will submit a written request to the deciding official and sponsoring agency, if any, to proceed directly to an investigation. If approval to proceed directly to investigation is granted, the RIO will immediately inform the respondent and complainant. The RIO will appoint the inquiry and/or investigation committees and ensure that necessary and appropriate expertise is secured to carry out a thorough and authoritative evaluation of the relevant evidence in an inquiry of investigation. It is the responsibility of the research integrity officer to ensure that neither the inquiry nor the investigation committee exceeds the scope of its charge. Moreover, the research integrity officer will ensure that interim administrative actions are taken, as appropriate, to protect federal funds. The research integrity officer will attempt to ensure that confidentiality is maintained throughout all of these proceedings.

(E) The research integrity officer will assist inquiry and investigation committees and all institutional personnel to comply with these procedures and with applicable standards imposed by governmental or external funding sources. The research integrity officer also is responsible for maintaining files of all documents and evidence as well as for the confidentiality, insofar as is permitted by the state of Ohio, and the security of the files.

(F) The research integrity officer will report to the ORI as required by regulation and keep the ORI apprised of any developments during the course of the investigation that may affect current or potential DHHS funding for the individual(s) under investigation or that the PHS needs to know to ensure appropriate use of federal funds and otherwise protect the public interest.

(G) Complainant

The complainant shall have an opportunity to testify before the inquiry and/or investigation reports pertinent to that testimony, to be informed of the results of the inquiry and/or investigation, and to be protected from retaliation.

(H) The complainant is responsible for making allegations in good faith, maintaining confidentiality, and cooperating with an inquiry or investigation.

(I) Allegations of academic research misconduct made in bad faith, having no basis in fact or put forth merely to discredit the respondent, shall, themselves, constitute academic research misconduct, which shall be subject to formal review by the research integrity officer as well as the provost and academic dean of the college, wherein, the faculty or staff member holds an institutional appointment.

(J) Respondent

The respondent shall be informed in writing of the allegations if and when a formal inquiry and/or investigation is initiated; shall recieve the written notice at the time of or before the beginning of the inquiry shall be provided with a copy of this policy and informed of the composition of the inquiry and/or investigative committee; and shall be notified in writing of the final determinations and resulting actions as soon as possible following the conclusion of all formal actions. The respondent shall also have the opportunity to be interviewed by and to present witnesses and evidence to the inquiry and investigation committees, to be present at an inquiry and/or investigative hearing, to review the inquiry and investigation reports, and to have the assistance of private legal counsel or another advisor (who is not a principal or witness in the case) during the inquiry and/or investigative hearing. Further, the respondent may write out questions to be asked of witnesses during an inquiry and/or investigation, hear the answer(s), and submit for response any follow-up questions.

(K) The respondent is responsible for maintaining confidentiality and cooperating with the conduct of an inquiry or investigation.

(L) Institutional official.

The research integrity officer will conduct the inquiry or will appoint inquiry and, if necessary, investigation committees and ensure that necessary and appropriate expertise is secured to carry out a thorough and authoritative evaluation of the relevant evidence in an inquiry or investigation. The research integrity officer will also ensure that interim administrative actions are taken, as appropriate, to protect federal funds and guarantee that the purposes of the federal financial assistance are carried out.

(M) The research integrity officer will receive the reports and written comments of the respondent and the complainant, if any are made. The deciding official shall determine whether to conduct an investigation, or to recommend that sanctions be imposed, or to take appropriate administrative actions.

Last updated April 7, 2025 at 8:12 AM

History

• Effective: April 7, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-28-05

(A) Purpose of the inquiry

Cleveland state university shall inquire immediately into an allegation or other evidence of possible academic research misconduct that has been assessed per paragraph (C) of rule 3344-28-04 of the Administrative Code to warrant an inquiry proceeding. The purpose of the inquiry to determine whether there is sufficient evidence of possible academic research misconduct to warrant an investigation. The purpose of the inquiry is not to reach a final conclusion of whether misconduct occurred or who was responsible.

(B) Appointment of inquiry committee

If the research integrity officer decides that an inquiry should be conducted, the research integrity officer shall initiate the process by appointing an inquiry committee within ten days of determining that an inquiry is necessary. Alternatively, the research integrity officer may conduct the inquiry proceeding himself/herself, subject to the same responsibilities as an inquiry committee. The inquiry committee, if appointed, shall consist of two or more individuals who have no real or apparent unresolved personal, professional, or financial conflicts of interest with those involved with the inquiry, are unbiased, and have appropriate qualifications to evaluate the issues raised and to interview the principals and the key witnesses as well as to conduct the inquiry. Individuals chosen to serve on the inquiry committee may be scientists, subject matter experts, or other qualified persons, and they may be from inside or outside the university. The inquiry committee selects its own chair.

(C) The research integrity officer shall notify the respondent of the proposed committee membership within ten days of making the determination that an inquiry is required. If the respondent submits a written objection to any appointed member of the inquiry committee based on bias or conflict of interest within five working days of receiving the names of the inquiry committee members, the research integrity officer shall determine whether to replace the challenged member with a qualified substitute. The respondent retains the right to lodge a written objection to any substitute within two working days of receipt of notice.

(D) Charge to inquiry committee

The charge to the inquiry committee should specifically limit its scope, as required by the PHS regulation, to evaluating the facts to determine only whether there is sufficient evidence of academic research misconduct to warrant an investigation.

(E) The research integrity officer shall define the subject matter of the inquiry in a written charge to the inquiry committee that describes the allegations and any related issues identified during the allegation assessment, defines academic research misconduct, and identifies the name of the respondent. The charge shall state that the purpose of the inquiry committee is to make a preliminary evaluation of the evidence and testimony of the respondent, complainant, and key witnesses to determine only whether there is sufficient evidence of academic research misconduct to warrant an investigation. The purpose is not to determine whether academic research misconduct definitely occurred or who was responsible.

(F) A copy of the charge to the inquiry committee shall be sent to the respondent.

(G) At the inquiry committee's first meeting, the research integrity officer shall review the charge with the committee and shall discuss the allegation(s), any related issues, and the appropriate procedures for conducting the inquiry. It is the responsibility of the research integrity officer to assist the inquiry committee with plans for organizing the inquiry and to answer any questions raised by the inquiry committee members. The research integrity officer and university legal counsel shall be present or available throughout the inquiry process to advise the inquiry committee as needed. The committee also has the right to consult any additional experts it deems necessary.

(H) During the inquiry, if additional information becomes available that substantially changes the subject matter of the inquiry or would suggest additional respondents or require a modification of the initial charge, the inquiry committee shall notify the research integrity officer, who shall determine whether it is necessary to notify the respondent of the new subject matter or to provide notice to additional respondents, to modify the original charge, or to initiate a new inquiry rather than continuing the one currently underway. The respondent shall be notified of any significant change.

(I) Inquiry process

An inquiry normally shall involve interviewing the complainant, the respondent, all the key witnesses, as well as examining relevant research records and materials. At the beginning of the inquiry process, the inquiry committee normally shall invite the respondent to prepare a brief written response to the allegations received from the complainant.

(J) Time limit for completing inquiry report

The inquiry committee normally shall complete the inquiry and submit its report in writing to the research integrity officer and the respondent no more than sixty calendar days following the initiation of the inquiry process, with the initiation being defined as the date upon which the committee first meets. If the research integrity officer approves an extension of this time limit, the reason for the extension shall be entered into the records of the case and the report. The respondent and complainant also shall be notified of the extension and its justification.

(K) Inquiry report contents

A written report shall be prepared that states: the name and position of the respondent, the name and title of each of the inquiry committee members and additional experts consulted, if any; the allegations; the PHS or other external support; the initial charge; a summary of the inquiry process used; a list of the research records reviewed; summaries of interviews; a description of the evidence in sufficient detail to demonstrate whether an investigation is recommended and whether any other actions should be taken if an investigation is not recommended; the comments to the first draft from the complainant and respondent; and the final report. Documentation of the misconduct proceeding including copies of evidence pertinent to the inquiry decision shall be maintained for at least seven years after the termination of the inquiry and be made available to authorized ORI or HHS personnel if requested.

(L) Comments by respondent and complainant

(1) The respondent is to be given a copy of the draft inquiry report by the research integrity officer, if their identity is known.

(2) The complainant shall be provided with only those sections of the report that address their role and opinions in the inquiry as well as a summary of the inquiry findings. Any comments that the complainant and/or the respondent submit on the report shall become part of the inquiry record.

(M) Confidentiality

The research integrity officer may establish reasonable conditions for review to protect the confidentiality of the draft report insofar as is permitted by the laws of the state of Ohio.

(N) Receipt of comments

Within fourteen calendar days of their receipt of the draft report, the complainant and the respondent shall provide their comments. Any comments that the complainant or respondent submits on the draft report shall become part of the final inquiry report and record. Based on the comments received, the inquiry committee may revise the report as appropriate within ten days of receipt of comments.

(O) Inquiry decision and notification

After receipt of both the final inquiry report and the written comments of the respondent and the complainant, if any are made, a determination shall be made whether to conduct an investigation, drop the matter, or to take some other appropriate action(s).

(P) Decision by deciding official.

The research integrity officer shall transmit the final report and any comments to the deciding official, who shall make the determination of whether findings from the inquiry provide sufficient evidence of possible academic research misconduct to justify conducting an investigation. The inquiry process is completed when the deciding official makes the determination. If the deciding official determines that an investigation is warranted, the investigation shall begin within thirty days of the determination.

(Q) Notification.

Within five working days, the research integrity officer shall notify both the respondent and the complainant in writing of the deciding official's decision of whether to proceed to an investigation and shall remind them of their obligation to cooperate in the event that an investigation is opened. The research integrity officer shall also notify all appropriate institutional officials of the deciding official's decision.

Last updated April 7, 2025 at 8:13 AM

History

• Effective: April 7, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-28-04 General policies.

(A) Responsibility to report misconduct.

All employees or individuals associated with Cleveland state university are required to report observed, suspected, or apparent academic research misconduct to the research integrity officer. If an individual is uncertain whether a suspected incident of misconduct falls within the definition, he or she may contact the research integrity officer to discuss the suspected misconduct informally. If the circumstances described by the individual do not meet the definition of academic research misconduct, the research integrity officer will refer the individual or allegation to other offices or officials with appropriate responsibility for resolving the problem in question.

(B) Evidentiary standard.

For each allegation, the evidentiary standard for a finding that academic research misconduct has occurred is that there was a significant departure from accepted practices of the relevant research community; and that the misconduct was committed intentionally, knowingly or recklessly; and that the allegation is proven by a preponderance of the evidence.

(C) Preliminary assessment

Upon receiving an allegation of academic research misconduct, the research integrity officer shall immediately assess the information to determine whether there is sufficient evidence to warrant an inquiry. In assessing the allegation, the research integrity officer also shall determine whether PHS support or PHS applications for funding are involved, and whether the allegation falls under the PHS definition of misconduct in science.

(D) Cooperation with inquiries and investigations.

All Cleveland state university employees shall cooperate with the research integrity officer in the review of allegations and the conduct of inquiries and investigations. Employees have an obligation to provide relevant evidence to the research integrity officer or other institutional officials on misconduct allegations.

(E) Protection of respondents.

Inquiries and investigations will be conducted in a manner that will ensure fair treatment to the respondent(s) of the inquiry or investigation and confidentiality to the extent possible, insofar as is permitted by the laws of the state of Ohio, consistent with protecting public health and safety and with carrying out the inquiry or investigation.

(F) If the respondent is found not to have committed academic research misconduct, or if after an allegation of academic research misconduct has been made, there is no inquiry and/or investigation because the RIO or the deciding official has determined that none is warranted, after consultation with the respondent the university shall undertake efforts, as it deems appropriate in its sole discretion, to restore the reputation of the respondent.

(G) Institutional employees who are accused of academic research misconduct may at any time consult private legal counsel and/or another member of the university community for personal advice during interviews or meetings on the case, or private legal counsel for personal advice during investigative hearings.

(H) Protection of complainants.

At any time, an employee may have confidential discussions and consultation with the research integrity officer about concerns of possible misconduct and will be counseled about appropriate procedures to report allegations.

(I) The research integrity officer will monitor the treatment of individuals who bring allegations of misconduct or inadequate institutional response thereto, or who cooperate in inquiries or investigations. The university is required to protect from retaliatory actions those persons who, in good faith, make allegations. The research integrity officer will ensure that those making an allegation in good faith or cooperating with an inquiry or investigation into an allegation of academic research misconduct will not be retaliated against in the terms and conditions of their employment or other institutional status at Cleveland state university. Instances of apparent retaliation will be reviewed by the research integrity officer for appropriate action.

(J) If retaliation is confirmed, complainants will be consulted regarding appropriate corrective actions to be taken on their behalf to restore or protect their positions or reputations.

(K) Securing data and evidence.

The first step after determining that an allegation falls within the definition of academic research misconduct is to sequester all relevant research records and materials. The research integrity officer shall ensure immediate securing of all relevant materials.

(L) Any such actions taken prior to a final determination should be devised and taken as to create minimal interference with the regular research activities of the respondent and other involved parties.

Last updated April 7, 2025 at 8:13 AM

History

• Effective: April 7, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-28-06 Conducting the investigation.

(A) Purpose of the investigation

The purpose of the investigation is to explore in detail the allegations, to examine the evidence in depth, and to determine specifically whether academic research misconduct has been committed, and if so, the responsible person and the seriousness of the misconduct. The investigation also will determine whether there are additional instances of possible academic research misconduct that would justify broadening the scope beyond the initial allegations. This is particularly important where the alleged misconduct involves clinical trials, or potential harm to human subjects or the public, or if it affects research that forms the basis for public policy, clinical practice, or public health practice. The findings of the investigation will be set forth in an investigation report.

(B) Sequestration of the research records

The research integrity officer shall immediately sequester any additional pertinent research records not previously sequestered during the inquiry process. This sequestration should occur before or at the time the respondent is notified that an investigation has begun. The need for additional sequestration of records may occur for any number of reasons; for example, the university's decision to investigate additional allegations not considered during the inquiry stage may require additional documentation contained within the research records, or the inquiry process may identify additional research records that will be needed during the investigation.

(C) Any such administrative actions taken prior to a final determination should be devised and taken to create minimal interference with the regular research activities of the respondent and other involved parties.

(D) Appointment of the investigation committee

Within ten days of the notification to the respondent that an investigation will be conducted, or as soon thereafter as practicable, the research integrity officer, in consultation with other university officials as appropriate, will appoint an investigation committee.

(E) Appointees may not have served on the inquiry committee. The investigation committee should consist of at least three individuals who do not have any real or apparent unresolved personal, professional, or financial conflicts of interest with those involved with the investigation. The members of the investigation committee shall have the necessary expertise to examine the evidence, interview the principals and key witnesses, and conduct the investigation. The investigation committee members may be scientists, subject matter experts, or other qualified persons, and they may be from inside or outside the university. The investigation committee selects its own chair.

(F) The research integrity officer shall notify the respondent of the proposed investigation committee membership within ten days of the time of the notification to the respondent that an investigation will be conducted. If within five working days of receiving the names of the investigation committee members, the respondent submits a written objection to any appointed :member of the investigation committee based on bias or conflict of interest, the research integrity officer shall determine within five working days whether to replace the challenged :member with a qualified substitute. Substitute members may also be challenged by the respondent within two working days.

(G) Charge to investigation committee and the first meeting

(1) Charge to the committee

The research integrity officer shall define the subject matter of the investigation in a written charge to the committee that describes the allegation(s) and related issues identified during the inquiry, define academic research misconduct, and identify the complainant and the respondent. The charge shall state that the committee is to evaluate the evidence and testimony of the respondent, the complainant, and key witnesses to determine whether there is a preponderance of the evidence academic research misconduct occurred and, if so, to what extent, who was responsible, and its seriousness.

(2) During the investigation, if additional information becomes available that substantially changes the subject matter of the investigation or would suggest additional respondents or a modification of the original charge, the committee shall notify the research integrity officer, who shall determine whether it is necessary to notify the respondent of the new subject matter or to provide notice to additional respondents, to modify the original charge, and to initiate a new inquiry or continue the investigation underway. The respondent must be notified immediately of any significant change.

(3) A copy of the charge shall be sent to the respondent

(4) First meeting

The research integrity officer, with the assistance of university legal counsel, shall convene the first meeting of the investigation committee to review the charge, the inquiry report, and the prescribed procedures and standards for conducting the investigation. It is the responsibility of the research integrity officer to assist the investigation committee with plans for organizing the investigation and to answer any questions raised by the investigation committee members. The research integrity officer and university legal counsel shall be present or available throughout the investigation process to advise the investigation committee as needed.

(H) Investigation process

The investigation normally shall include examination of all documentation including, but not necessarily limited to, relevant research data materials, proposals, publications, correspondence, memoranda, and notes of telephone calls. Whenever possible, interviews should be conducted of all individuals involved either in making the allegation or against whom the allegation is made, as well as other individuals who might have information regarding key aspects of the allegations. All interviews should be tape-recorded. Copies of these interview tapes should be prepared, and recorded material containing evidence on which the investigation report is based shall be provided to the respondent, and included as part of the investigatory file. A copy of the tape of respondent's interview may be provided to the interviewed party upon request.

(I) Time limit for completing the investigation report

An investigation should ordinarily be completed within one hundred and twenty days of its initiation, with the initiation being defined as the date upon which the committee first meets. This includes time for conducting the investigation- including providing the respondent with the opportunity to confront and question all witnesses, preparing the report of findings, making the report available for comment by the subjects of the investigation, as well as submitting the report to the research integrity officer and the "ORI."

(J) The investigation report

The final report, if submitted to ORI shall state the policies and procedures under which the investigation was conducted, describe how and from whom information relevant to the investigation was obtained, state the findings, and explain the basis for the findings. Any final report shall include the actual text or an accurate summary of the views of any individual(s) found to have engaged in misconduct, as well as a description of any intermediate administrative actions taken by the university.

The investigation report must be in writing and include the following:

(1) Description of the allegations of research misconduct;

(2) Description and documentation of any PHS support (e.g., grant numbers, grant applications, contracts, publications listing PHS support;

(3) The institutional charge;

(4) The policies and procedures under which the investigation was conducted;

(5) A summary of the research records and evidence, including identification of any evidence taken into custody but not reviewed;

(6) A statement for each separate allegation of research misconduct of a finding of whether or not research misconduct did or did not occur, and if so:

Identification of whether the research misconduct was falsification, fabrication, or plagiarism, and if it was intentional, knowing, or in reckless disregard;

A summary of the facts and analyses which support the conclusion and consider the merits of any reasonable explanation by the respondent;

Identification of specific PHS support;

Identification of whether any publications need correction or retraction;

Identity of the person(s) responsible for the misconduct; and

A list of any current support or known applications or proposal for support that the respondent has pending with non-PHS federal agencies.

(7) Comments made by the respondent and complainant on the draft investigation report

All relevant research records and records of the research misconduct proceeding, including the results of all interviews and transcripts or recordings of such interviews shall be maintained and provided to ORI up request.

(K) Comments on the draft investigation report

(1) Respondent

The research integrity officer shall provide the respondent with a copy of the draft investigation report and, concurrently, a copy of or supervised access to the evidence on which the report is based for comment and rebuttal. The respondent shall be allowed thirty days to review and to comment on the draft report. The respondent's comments shall be attached to the final report. In addition to all the other evidence, this report should take into account the respondent's comments.

(2) Complainant

The research integrity officer shall provide the complainant, if they are identifiable, with those portions of the draft investigation report that address the complainant's role and opinions in the investigation. The report should be modified in its final version, as appropriate, based on the complainant's comments.

(3) Confidentiality

In distributing the draft report, or portions, thereof, to the respondent and to the complainant, the research integrity officer shall inform the recipient of the confidentiality under which the draft report is made available. The research integrity officer may establish reasonable conditions to ensure such confidentiality insofar as permitted by the law of the state of Ohio. For example, the research integrity officer may request that the recipient sign a confidentiality statement or to come to his or her office to review the report.

(4) Transmittal of the final investigation report

After comments have been received and the necessary changes, if any, have been made in the draft report, the investigation committee should transmit the final report with attachments, including the respondent's and the complainant's comments, to the deciding official, through the research integrity officer.

(5) Decision by institutional official

Based on the findings presented in the final investigation report, the deciding official shall determine whether misconduct has occurred, and what sanctions or administrative actions are to be undertaken.

Last updated April 7, 2025 at 8:13 AM

History

• Effective: April 7, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-28-07 Notification and reporting requirements.

(A) Reporting to ORI

(1) The university's decision to initiate an investigation shall be reported in writing to the director of ORI where applicable, on or before the date the investigation begins. At a minimum, the notification should include the name of the person(s) against whom the allegations have been made, the general nature of the allegation, and the PHS (or other federal agency) applications or grant numbers involved. "ORI" also shall be notified of the outcome of the investigation. Any significant variations from the provisions of these institutional policies and procedures should be explained in any reports submitted to the ORI.

(2) If the university plans to terminate an inquiry or investigation for any reason without completing all relevant federal requirements, the research integrity officer shall submit a report of the planned termination to ORI including a description of the reasons for the termination. ORI will then decide whether further investigation should be undertaken.

(3) If the university determines that it will not be able to complete the investigation in one hundred and twenty days, the research integrity officer shall submit to the ORI a written request for an extension and an explanation for the delay that includes an interim report on the progress to date and an estimate for the date of completion of the report and other necessary steps. If the request is granted, the research integrity officer will file periodic progress reports as requested by the ORI. If satisfactory progress is not made in the university's investigation, the "ORI" may undertake an investigation of its own or take other steps as appropriate.

(4) When public health service funding or applications for funding are involved and an admission of academic research misconduct is made, the research integrity officer must notify the office of research integrity immediately for consultation and advice. Normally, the individual making the admission will be asked to sign a statement acknowledging the misconduct. When the case involves PHS funds, the university will not accept an admission of academic research misconduct as a basis for closing a case or not undertaking an investigation without prior approval by ORI.

(5) The research integrity officer shall keep ORI apprised of any developments during the course of the investigation that disclose facts possibly affecting current or potential department of health and human services (or other federal agency) funding for the individuals(s) under investigation or that the PHS (or other federal agency) needs to know to ensure appropriate use of federal funds and otherwise protect the public interest.

(6) The research integrity officer shall notify ORI at any stage of the inquiry or investigation when:

(a) There is an immediate health hazard involved;

(b) There is an immediate need to protect federal funds or equipment;

(c) There is an immediate need to protect the interests of the person(s) making the allegations or of the individual(s) who is (are) the subject of the allegations as well as co-investigators and associates, if any;

(d) It is probable that the alleged incident is going to be reported publicly; or

(e) There is a reasonable indication of possible criminal violation.

(7) In these instances, the research integrity officer must inform ORI within twenty-four hours of obtaining the information.

(B) Notification of other involved individuals or parties when a final decision on the case has been reached by the both the respondent and the complainant in writing.

In addition, the research integrity officer shall determine whether law enforcement agencies, professional societies, professional licensing boards, editors of journals in which falsified reports may have been published, collaborators of the respondent in the work, or other concerned parties, should be notified of the outcome of the case. The research integrity officer is responsible for ensuring compliance with all notification requirements of funding or sponsoring agencies.

Last updated April 7, 2025 at 8:13 AM

History

• Effective: April 7, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-28-08 Other considerations.

(A) Termination of institutional employment or resignation prior to completing inquiry or investigation

(1) The termination of employment at Cleveland state university of the respondent, by resignation or otherwise, before or after an allegation of possible academic research misconduct has been reported shall not preclude or terminate the academic research misconduct procedures.

(2) If the respondent, without admitting to the misconduct, elects to resign his or her position prior to the initiation of an inquiry, but after an allegation is reported, or during an inquiry or investigation, the inquiry or investigation will proceed. If the respondent refuses to participate in the process after resignation, the committee will use its best efforts to reach a conclusion concerning the allegations, noting in its report the respondent's failure to cooperate and the resulting effect on its review of all the evidence.

(B) Restoration of reputations

The research integrity officer will ensure that the respondent's personnel file contains a copy of the original allegation and of the final report. If the inquiry or investigation results in the conclusion that a preponderance of the evidence of academic research misconduct has not been found, all persons who have been interviewed or otherwise informed of the charge will be notified in writing that the charges have been investigated and that the committee has been unable to find a preponderance of evidence of academic research misconduct. Respondents in such cases should be consulted regarding other actions that might be taken on their behalf to restore their reputations.

(C) Interim administrative actions

(D) The research integrity officer will take interim administrative actions, as appropriate, to protect federal funds and insure that the purposes of the federal financial assistance are carried out.

Last updated April 7, 2025 at 8:13 AM

History

• Effective: April 7, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-28-09 Retention of records.

(A) Sufficiently detailed documentation of inquiries that do not proceed to an investigation shall be maintained for at least seven years after the termination of the inquiry to permit later assessment of the case.

(B) After completion of a case and all ensuing related actions, the research integrity officer will prepare a complete file, including the original records of an inquiry or investigation, and copies of all documents and other materials furnished to the research integrity officer or committees. The research integrity officer shall retain the file for seven years from the date that the university closes the case, or if the inquiry or investigation is reported to ORI , from the date that ORI completes its review of the case and all related actions. Access to materials in the file shall be available to the ORI or other authorized personnel upon request.

(C) The respondent's permanent file shall contain a copy of the initial allegation and of the final report.

Last updated April 7, 2025 at 8:13 AM

History

• Effective: April 7, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-28-10 Sanctions and administrative actions.

(A) When an allegation of misconduct has been substantiated, Cleveland state university shall recommend appropriate sanctions through the procedures specified by the collective bargaining agreement or, in the case of non-bargaining unit members, by the applicable procedure.

(B) If the deciding official determines that the alleged misconduct is substantiated by the findings, the deciding officials, after consultation with the research integrity officer, will decide on the appropriate sanctions to be recommended through the procedures specified in the collective bargaining agreement. The possible actions may include:

(1) Restitution of funds to any sponsoring agency as appropriate;

(2) Withdrawal correction of all pending or published abstracts and papers emanating from the research in question;

(3) Removal from the particular project, letter of reprimand, special monitoring of future work, probation, suspension, salary reduction, or initiation of steps leading to possible termination of employment.

History

• Effective: September 13, 1997
• Promulgated Under: 111.15

Chapter 3344-33 Residency Status

Ohio Adm.Code 3344-33-01 Procedure for review of residency status.

(A) The initial determination of an applicant's residency is made at the time of admission to the university. This determination is based upon the Ohio department of higher education's residency rules provided in rule 3333-1-10 of the Administrative Code.

(B) If an admitted student wishes to challenge the residency determination made at the time of admission, the student shall complete a "residency review petition" and submit such petition to the registrar of Cleveland state university, along with copies of appropriate documents used to substantiate the student's claim. The registrar shall act upon the petition as presented and shall notify the student of the decision in writing.

(C) If the admitted student is in disagreement with the decision of the registrar, the student may request that the registrar direct the petition to the residency review committee for consideration. The residency review committee shall notify the student of the committee's decision in writing. The decision of the committee shall be final.

Last updated December 19, 2022 at 11:42 AM

History

• Effective: December 19, 2022
• Promulgated Under: 111.15

Ohio Adm.Code 3333-1-10

(A) Intent and authority

(1) It is the intent of the chancellor of the Ohio department of higher education in promulgating this rule to exclude from treatment as residents, as that term is applied here, those persons who are present in the state of Ohio primarily for the purpose of receiving the benefit of a state-supported education.

(2) This rule is adopted pursuant to Chapter 119. of the Revised Code, and under the authority conferred upon the chancellor of the Ohio department of higher education by section 3333.31 of the Revised Code.

(B) Definitions

For purposes of this rule:

(1) "Resident " shall mean any person who maintains a twelve-month place or places of residence in Ohio, who is qualified as a resident to vote in Ohio and receive state public assistance, and who may be subjected to tax liability under section 5747.02 of the Revised Code, provided such person has not, within the time prescribed by this rule, declared himself or herself to be or allowed himself or herself to remain a resident of any other state or nation for any of these or other purposes.

(2) "Financial support" as used in this rule, shall not include grants, scholarships and awards from persons or entities which are not related to the recipient unless such grants, scholarships and awards require residency of another state or nation.

(3) An "institution of higher education" shall have the same meaning as "state institution of higher education" as that term is defined in section 3345.011 of the Revised Code, and shall also include private medical and dental colleges which receive direct subsidy from the state of Ohio.

(4) "Domicile" as used in this rule is a person's permanent place of abode, so long as the person has the legal ability under federal and state law to reside permanently at that abode. For the purpose of this rule, only one domicile may be maintained at a given time.

(5) "Dependent" shall mean a student who was claimed as a dependent, as defined in 26 U.S. Code section 152, dated 2011 on the filer's internal revenue service tax filing for the previous tax year.

(6) "Residency Officer" means the person or persons at an institution of higher education that has the responsibility for determining residency of students under this rule.

(7) "Community Service Position" shall mean a position volunteering or working for:

(a) VISTA, Americorps, city year, the peace corps, "Teach for America," or any similar program as determined by the chancellor of the Ohio department of higher education; or

(b) An elected or appointed public official for a period of time not exceeding twenty-four consecutive months.

(8) "Alien" means a person who is not a United States citizen or a United States national.

(9) "Immigrant" means an alien who has been granted the right by the United States citizenship and immigration services to reside permanently in the United States and to work without restrictions in the United States.

(10) "Nonimmigrant" means an alien who has been granted the right by the United States citizenship and immigration services to reside temporarily in the United States.

(11) "Certificate of high school equivalence" means either of the following:

(a) A certificate of high school equivalence awarded by the department of education and workforce under division (A) of section 3301.80 of the Revised Code; or

(b) The equivalent of a certificate of high school equivalence awarded by the state board of education under former law, as defined in division (C)(1) of section 3301.80 of the Revised Code.

(C) Residency for subsidy and tuition surcharge purposes

The following persons shall be classified as residents of the state of Ohio for subsidy and tuition surcharge purposes:

(1) A student whose spouse, or a dependent student, at least one of whose parents or legal guardian, has been a resident of the state of Ohio for all other legal purposes for twelve consecutive months or more immediately preceding the enrollment of such student in an institution of higher education.

(2) A person who has been a resident of Ohio for the purpose of this rule for at least twelve consecutive months immediately preceding his or her enrollment in an institution of higher education and who is not receiving, and has not directly or indirectly received in the preceding twelve consecutive months, financial support from persons or entities who are not residents of Ohio for all other legal purposes.

(3) A dependent student of a parent or legal guardian, or the spouse of a person who, as of the first day of a term of enrollment, has accepted full-time, self-sustaining employment and established domicile in the state of Ohio for reasons other than gaining the benefit of favorable tuition rates.

Documentation of full-time employment and domicile shall include both of the following documents:

(a) A sworn statement from the employer or the employer's representative on the letterhead of the employer or the employer's representative certifying that the parent, legal guardian or spouse of the student is employed full-time in Ohio.

(b) A copy of the lease under which the parent, legal guardian or spouse is the lessee and occupant of rented residential property in the state; a copy of the closing statement on residential real property located in Ohio of which the parent, legal guardian or spouse is the owner and occupant; or if the parent, legal guardian or spouse is not the lessee or owner of the residence in which he or she has established domicile, a letter from the owner of the residence certifying that the parent, legal guardian or spouse resides at that residence.

(4) A veteran, and the veteran's spouse and any dependent of the veteran, who meets both of the following conditions:

(a) The veteran either (i) served one or more years on active military duty and was honorably discharged or received a medical discharge that was related to the military service or (ii) was killed while serving on active military duty or has been declared to be missing in action or a prisoner of war.

(b) If the veteran seeks residency status for tuition surcharge purposes, the veteran has established domicile in this state as of the first day of term of enrollment in an institution of higher education. If the spouse or a dependent of the veteran seeks residency status for tuition surcharge purposes, the veteran and the spouse or dependent seeking residency status have established domicile in this state as of the first day of a term of enrollment in an institution of higher education, except that if the veteran was killed while serving on active military duty, has been declared to be missing in action or a prisoner of war, or is deceased after discharge, only the spouse or dependent seeking residency status shall be required to have established domicile in accordance with this rule.

Domicile as used in paragraph (C)(4)(b) of this rule shall have the same meaning as used in paragraph (C)(3)(b) of this rule.

(5) A veteran who is the recipient of federal veterans' benefits under the "All-Volunteer Force Educational Assistance Program," 38 U.S.C. 3001 et seq., or "Post-9/11 Veterans Educational Assistance Program," 38 U.S.C. 3301 et seq., or any successor program, if the veteran meets all of the following criteria:

(a) The veteran served at least ninety days or active duty.

(b) The veteran enrolls in a state institution of higher education, as defined in section 3345.011 of the Revised Code.

(c) The veteran lives in the state as of the first day of a term of enrollment in the state institution of higher education.

(6) A person who is the recipient of the federal "Marine Gunnery Sergeant John David Fry" scholarship or transferred federal veterans' benefits under any of the programs listed in paragraph (C)(5) of this rule, if the person meets both of the following criteria:

(a) The person enrolls in a state institution of higher education.

(b) The person lives in the state as of the first day of a term of enrollment in the state institution of higher education

In order for a person using transferred federal veterans' benefits to qualify under paragraph (C)(6) of this rule, the veteran who transferred such benefits must have served at least ninety days on active duty or the servicemember who transferred such benefits is on active duty.

(7) A person who is using federal veterans' educational assistance under the "Vocational Rehabilitation and Employment," 38 U.S.C. 3101 et seq, "Survivors' and Dependents' Educational Assistance," 38 U.S.C. 3510, or under "Selected Reserve Educational Assistance Program" 10 U.S.C. 1606 if the person meets the following criteria:

(a) The person enrolls in a state institution of higher education.

(b) The person lives in the state as of the first day of a term of enrollment in the state institution of higher education.

(8) A person who, while a resident of this state for state subsidy and tuition surcharge purposes, graduated from a high school in this state or completed the final year of instruction at home as authorized under section 3321.04 of the Revised Code, if the person enrolls in an institution of higher education and establishes domicile in this state, regardless of the student's residence prior to that enrollment, unless the person is in the United States on a student visa and has not petitioned for a change in status.

(9) A person who enrolls in an institution of higher education and establishes domicile in this state, regardless of the student's residence prior to that enrollment, unless the person is in the United States on a student visa and has not petitioned for a change in status and the person meets all of the following criteria:

(a) The person officially withdrew from a school in this state while the person was a resident of this state for state subsidy and tuition surcharge purposes;

(b) The person has not received a high school diploma or honors diploma awarded under section 3313.61, 3313.611, 3313.612, or 3325.08 of the Revised Code or a high school diploma awarded by a school located in another state or country; and

(c) The person while a resident of this state for state subsidy and tuition surcharge purposes, both took a high school equivalency test and was awarded a certificate of high school equivalence.

(10) A service member who is on active duty and to the service member's spouse and any dependent of the service member while the service member is on active duty. In order to qualify under this paragraph, the student seeking in-state tuition rates must live in the state as of the first day of a term of enrollment in the state institution of higher education, but the student or the service member shall not be required, to establish domicile in this state as of the first day of a term of enrollment in an institution of higher education.

(11) A person, while not a resident of this state for state subsidy and tuition surcharge purposes, lives in this state and completes a bachelor's degree program at an institution of higher education in this state and, upon completing that bachelor's degree program, immediately enrolls in a graduate degree program offered at any state institution of higher education, provided the person, while enrolled in the graduate degree program, resides in this state.

For purposes of this paragraph, graduate degree program means any master's or doctoral program at a state institution of higher education, except that a board of trustees of a state institution of higher education may exclude post-baccalaureate professional programs, such as a juris doctorate, medical, dentistry, veterinary, optometry or pharmaceutical doctoral program or other similar post-baccalaureate professional programs, provided the eligible excluded programs are reported to the chancellor on an annual basis and listed as such on the state institution of higher education's website.

For purposes of this paragraph, immediate means the next semester in which the graduate degree program accepts students for admission.

(D) Additional criteria which may be considered in determining residency may include but are not limited to the following:

(1) Criteria evidencing residency:

(a) If a person is subject to tax liability under section 5747.02 of the Revised Code;

(b) If a person qualifies to vote in Ohio;

(c) If a person is eligible to receive Ohio public assistance;

(d) If a person has an Ohio's driver's license and/or motor vehicle registration.

(2) Criteria evidencing lack of residency

(a) If a person is a resident of or intends to be a resident of another state or nation for the purpose of tax liability, voting, receipt of public assistance, or student loan benefits (if the student qualified for that loan program by being a resident of that state or nation);

(b) If a person is a resident or intends to be a resident of another state or nation for any purpose other than tax liability, voting, or receipt of public assistance (see paragraph (D)(2)(a) of this rule), such as declaring to be in the United States/Ohio for the purposes of seeking an education.

(3) For the purpose of determining residency for tuition surcharge purposes at Ohio's state-assisted colleges and universities, an individual's immigration status will not preclude an individual from obtaining resident status if that individual has the current legal status to remain permanently in the United States. However, a student shall not be granted residency status if the alien is not also an immigrant or a nonimmigrant.

(E) Exceptions to the general rule of residency for subsidy and tuition surcharge purposes:

(1) A person who is living and is gainfully employed on a full-time or part-time and self-sustaining basis in Ohio and who is pursuing a part-time program of instruction at an institution of higher education shall be considered a resident of Ohio for these purposes.

(2) A person who enters and currently remains upon active duty status in the United States military service while a resident of Ohio for all other legal purposes and his or her dependents shall be considered residents of Ohio for these purposes as long as Ohio remains the state of such person's domicile.

(3) A person on active duty status in the United States military service who is stationed and resides in Ohio and his or her dependents shall be considered residents of Ohio for these purposes.

(4) A person who is transferred by his employer beyond the territorial limits of the fifty states of the United States and the District of Columbia while a resident of Ohio for all other legal purposes and his or her dependents shall be considered residents of Ohio for these purposes as long as Ohio remains the state of such person's domicile as long as such person has fulfilled his or her tax liability to the state of Ohio for at least the tax year preceding enrollment.

(5) A person who has been employed as a migrant worker in the state of Ohio and his or her dependents shall be considered a resident for these purposes provided such person has worked in Ohio at least four months during each of the three years preceding the proposed enrollment.

(6) A person who was considered a resident under this rule at the time the person started a community service position as defined under this rule, and his or her spouse and dependents, shall be considered a residents of Ohio while in service and upon completion of service in the community service position.

(7) A person who returns to the state of Ohio due to marital hardship, takes or has taken legal steps to end a marriage, and reestablishes financial dependence upon a parent or legal guardian (receives greater than fifty per cent of his or her support from the parent or legal guardian), and his or her dependents shall be considered residents of Ohio.

(8) A person who is a member of the Ohio national guard, and his or her spouse and dependents, shall be considered residents of Ohio while the person is in Ohio national guard service.

(F) Procedures

(1) A dependent person classified as a resident of Ohio for these purposes under the provisions of paragraph (C)(1) of this rule and who is enrolled in an institution of higher education when his or her parents or legal guardian removes their residency from the state of Ohio shall continue to be considered a resident during continuous full-time enrollment and until his or her completion of any one academic degree program.

(2) In considering residency, removal of the student or the student's parents or legal guardian from Ohio shall not, during a period of twelve months following such removal, constitute relinquishment of Ohio residency status otherwise established under paragraph (C)(1) or (C)(2) of this rule.

(3) For students who qualify for residency status under paragraph (C)(3) of this rule, residency status is lost immediately if the employed person upon whom resident student status was based accepts employment and establishes domicile outside Ohio less than twelve months after accepting employment and establishing domicile in Ohio.

(4) Any person once classified as a nonresident, upon the completion of twelve consecutive months of residency, must apply to the institution he or she attends for reclassification as a resident of Ohio for these purposes if such person in fact wants to be reclassified as a resident. Should such person present clear and convincing proof that no part of his or her financial support is or in the preceding twelve consecutive months has been provided directly or indirectly by persons or entities who are not residents of Ohio for all other legal purposes, such person shall be reclassified as a resident.

Evidentiary determinations under this rule shall be made by the institution which may require, among other things, the submission of documentation regarding the sources of a student's actual financial support.

(5) Any reclassification of a person who was once classified as a nonresident for these purposes shall have prospective application only from the date of such reclassification.

(6) Any institution of higher education charged with reporting student enrollment to the chancellor of the Ohio department of higher education for state subsidy purposes and assessing the tuition surcharge shall provide individual students with a fair and adequate opportunity to present proof of his or her Ohio residency for purposes of this rule. Such an institution may require the submission of affidavits and other documentary evidence which it may deem necessary to a full and complete determination under this rule.

Last updated April 24, 2026 at 1:45 AM

History

• Effective: April 23, 2026
• Promulgated Under: 119.03

Chapter 3344-44 Tobacco Free Campus Policy

Ohio Adm.Code 3344-44-01 Tobacco free campus policy.

(A) Policy statement

(1) Cleveland state university has a vital interest in maintaining a safe, healthy and respectful learning and working environment for members of the university community. The university seeks to set a model for a tobacco free workplace and promotion of healthy lifestyles now and in the future. Research findings show that use of tobacco products in general constitutes a significant health hazard.

(2) Tobacco use, including the sale, advertising, sampling and distribution of tobacco products and tobacco related merchandise is prohibited in all university facilities, on all university grounds, whether leased or owned, and at university-sponsored events, regardless of the venue.

(3) Tobacco industry and related company sponsorship of athletic events and athletes is prohibited.

(B) Definitions

(1) "Tobacco" Tobacco is defined as all tobacco-derived or containing products, including, but not limited to, cigarettes (clove, bidis, kreteks), cigars and cigarillos, hookah-smoked products, and oral tobacco (spit and spitless, smokeless, chew, snuff, snus).

(2) "University facilities" University facilities are defined as any facility or property that is owned, leased, used or occupied by the university, including but not limited to: classrooms, restrooms, auditoriums, offices, lounges, dining areas, recreational facilities, parking lots, parking garages, rooftops, storage areas, service shops, garages, walkways, enclosed bridges, thoroughfares, facilities operations areas, athletic facilities, extension locations, all university vehicles (owned or leased), and personally owned or rented vehicles when used to transport university faculty, staff or students on any school-related business, academic or student life activities.

(3) "Members of the university community" are defined as anyone on campus including but not limited to faculty, staff, students, visitors, consultants, vendors, volunteers and contractor employees.

(C) Exceptions and limitations

(1) Tobacco use may be permitted for controlled research with prior approval of the provost, and in the case of smoking, the review and recommendation of the department of environmental safety and health.

(2) Tobacco use may be permitted for educational, clinical, or religious ceremonial purposes with prior approval of the provost and in the case of smoking, the review and recommendation of the department of environmental safety and health.

(3) Tobacco use is permitted on primary public traffic and pedestrian thoroughfares as designated on the university non tobacco use boundaries map.

(4) Tobacco use may be permitted on properties the university owns, but leases or otherwise conveys an interest (e.g. an easement) to a non-university party for non-university purposes, according to the provisions of the applicable lease or agreement.

(5) Tobacco use in facilities that are not owned, leased, or controlled by the university, are subject to the non-tobacco policies applicable to those particular facilities, and are exempt from this regulation.

(D) Compliance and enforcement

(1) The responsibility for the enforcement and communication of this policy depends on the thoughtfulness, consideration and cooperation of all members of the university community.

(2) University administration will develop administrative guidelines and procedures as necessary to implement this policy by the beginning of the fall semester 2013, including provisions for notification, communications, training, signage, complaint procedures, disciplinary consequences, and enforcement.

(E) Tobacco usage cessation

The university shall make available to faculty, staff and students comprehensive tobacco usage cessation programs including no cost or low cost counseling and medication based solutions.

History

• Effective: December 24, 2012
• Promulgated Under: 111.15

Chapter 3344-48 Policies on Drug Education and Screening Policies

Ohio Adm.Code 3344-48-01 Athletics drug education and screening program.

(A) Purpose

(1) The Cleveland state university (CSU) department of athletics advocates the development of healthy and responsible lifestyles for CSU student-athletes during their years of eligibility. Additionally, CSU strongly believes the use of national collegiate athletic association banned drugs and substances (excluding properly used medication prescribed by a physician to treat a specific medical condition) can be detrimental to the physical and mental well-being of its student-athletes. Therefore, it is the philosophy of the Cleveland state university department of athletics that all student-athletes at CSU be subjected to a drug education and screening program.

(2) For this program, a student-athlete is defined as any student officially listed on the team roster. This includes but is not limited to student-athletes who are "red-shirting," student-athletes who are academically ineligible, student-athletes who are injured, fifth-year student-athletes who are receiving athletic-related aid and/or using other athletic-related services and team managers.

(3) The Cleveland state university department of athletics has a mandatory program of drug education and testing combined with counseling/rehabilitation efforts to assist and benefit the student-athletes at CSU. This program is in addition to the NCAA drug testing program and procedures. The CSU athletics drug screening and education program, including any sanction phases, is separate and distinct from the NCAA drug testing program and its sanctions, as well as any university judicial process and sanctions.

(4) The signed consent and notification forms shall be considered affirmation of the student-athlete's agreement to the terms and conditions contained in this policy.

(5) It is believed that the CSU drug education and screening program shall serve to benefit all individuals connected with intercollegiate athletics at the university. Furthermore, participation in this program will enable the student-athlete to make informed and intelligent decisions regarding drug use and abuse.

Specific goals of this program are:

(a) To educate CSU student-athletes about the associated problems of drug use and abuse.

(b) To discourage any drug use by CSU student-athletes.

(c) To identify any student-athlete who may be using or abusing drugs.

(d) To educate any student-athlete, so identified, regarding such usage as it may affect the student-athlete and their team/teammates.

(e) To provide reasonable safeguards so that every student-athlete is medically competent to participate in athletic competitions.

(f) To encourage discussion about any questions the student-athlete may have, either specifically or generally, about the use of drugs.

(6) The athletics drug education and screening program may be amended from time to time at the discretion of the director of athletics. Amendments shall be distributed to all student-athletes. No amendment shall be applied retroactively if such application will adversely affect a student-athletes right to notice of standard of conduct or discipline.

(B) Education and consent. At the beginning of each academic year, a presentation shall be made to all student-athletes, as part of the NCAA Compliance presentation, to outline and review the CSU drug education and screening program, its purposes, implementation, and sanctions. Attendance at this presentation is mandatory for all student-athletes.

(1) A copy of this program shall be maintained within the department of athletics and made accessible to each student-athlete upon request.

(2) As part of the yearly pre-participation physical exam, each student-athlete shall be asked to sign a form prior to participation verifying knowledge and understanding of the program, providing consent to the administration of the urinalysis testing required by the program and permitting the release of testing results to a limited group.

(3) A copy of this program shall be made accessible to all CSU coaching and athletic department staff. Updates shall be reviewed at the start of each academic year during an all-staff departmental meeting.

(4) All coaches are expected to support the efforts of the department of athletics to ensure the athletics program is drug-free, and that CSU student-athletes are informed of the risks involved in drug use. Coaches regular contact with the student-athletes provides an excellent opportunity to counsel and educate along with the assistance of other departmental and university staff members.

(5) Additional resources can be found through the NCAA at www.ncaa.org/health-safety or www.ncaa.org/drugtesting and from drug free sport at www.axis.drugfreesports.com.

(C) Implementation of the program

(1) Testing may occur anytime, year-round, to include winter break and continue into the summer, as applicable. Student-athletes shall be randomly selected for testing.

(2) The screening of substances shall include, but is not limited to substances found on the NCAA banned substance list.

(3) Many banned substances are found in dietary and herbal supplements. The CSU department of athletics and its personnel, in accordance with NCAA regulations, shall not distribute or encourage the use of any ergogenic aids.

(4) Often, labeling of dietary supplements is not accurate and is misleading. Dietary supplements are not regulated by the food and drug administration (FDA) and, therefore, their purity is questionable.

(5) The use of dietary supplements may result in a positive drug test. Student-athletes who choose to use dietary supplements are encouraged to review the supplement with a member of the sports medicine department. Student-athletes are also encouraged to contact the national center for drug free sport, inc., at 877-202-0769 or https://axis.drugfreesport.com. Ultimate responsibility and accountability belong to the student-athlete.

(6) Student-athletes shall be selected randomly. Since the process is random, it is possible that the same individual may be selected on numerous occasions.

(7) Individuals who exhibit behavior symptomatic of drug usage may be selected independently of the random sample. A reasonable suspicion testing form may be completed by any concerned athletic department employee and reviewed with a member of the athletic training staff and/or head team physician or his/her designee. Any other university official or faculty member may bring his/her concerns about individual student-athletes to a member of the department of athletics senior staff or athletic training staff for discussion in consultation with the head team physician or his/her designee.

(8) Any student-athlete who produced three or more diluted specimen samples during that original drug test, will automatically be tested at the next testing date under reasonable suspicion.

(9) There may be occasions where collaboration between the head team physician, head athletic trainer, head coach, and sport supervisor suggests the testing of an entire team. Under such circumstances and with the approval of the director of athletics, specific testing will not be randomized, but rather all- inclusive.

(10) A student-athlete who has returned to participation in intercollegiate sports following a positive drug test under this policy, may be subject to follow-up testing. Testing shall be unannounced and shall be required at a frequency determined by the director of athletics or his/her designee of the athletic director in consultation with the designated health care provider involved in the student-athlete's case.

(11) Student-athletes are subject to pre-season drug testing and may be notified of such by the director of athletics or designee at any time prior to their first competition.

(12) If it is brought to the attention of any sports medicine or Cleveland state university staff that a student-athlete transferring into CSU has history with prior positive drug test results with another university or with the NCAA, the student-athlete may be evaluated by the head team physician or his/her designee and may be submitted to non-random testing. However, no prior test results shall be considered as a first or subsequent positive test result for the purpose of the CSU drug education and screening program; however, the coach and/or sport supervisor may take that information under advisement for further sanctions.

(13) The student-athlete shall be notified of his/her selection for drug screening by a member of the CSU sports medicine staff or athletic department staff designee, which may include but is not limited to a coach or sport supervisor. This notification can occur at any time. At the time of notification, the student-athlete shall be presented with a student-athlete notification form, which indicates the date, time and testing area. This form shall be signed by the student-athlete. Failure of the student-athlete to sign the form indicates an unwillingness to participate in the program and serves as a positive test result. Any refusal to participate in a required drug test, including not providing an adequate sample, leaving the testing area before providing an adequate sample, or failing to appear at the time of testing for any reason, shall be treated as a positive test.

(D) Effect of a positive test result

(1) Any student-athlete who tests positive for a banned substance, who refuses to submit or fails to take a required drug test, shall be subject to the sanctions listed in this rule.

(2) Positive drug test results (using the NCAA threshold values) are cumulative throughout a student-athlete's career at Cleveland state university. Any student-athlete who tests positive shall be subject to repeated testing throughout their CSU career. A positive test for cocaine, heroin or PCP will automatically be considered a third positive, and the student-athlete will be removed from participation in Cleveland state university athletics.

(3) The head team physician or designee shall securely receive the results of all testing via the center for drug free sport on-line reporting mechanism. All testing results shall be handled confidentially. The head athletic trainer or designee shall notify the student-athlete of a scheduled appointment to meet with the head team physician or his/her designee to inform the student-athlete of the positive drug screen.

(4) Once the student-athlete has met with the team physician to discuss a positive test result, the head athletic trainer or designee will notify the athletic director, sport supervisor, athletics compliance office and the head coach. If the student-athlete is under eighteen years of age, the student's parent(s) or legal guardian(s) shall be notified of the positive test results by the head team physician. For the safety and well-being of the student-athlete, the director of athletics may notify the student-athlete's parent(s) or legal guardian(s) of the positive finding and sanctions if over the age of eighteen. Likewise, the director of athletics may inform other university officials as appropriate. Results of positive drug tests shall be filed in the student-athletes CSU medical record and handled according to all customary confidentiality procedures.

(5) If an athlete tests positive for a prescription medication, it shall be considered a positive test until the results are reviewed by the head team physician or designee. Medical documentation from the treating physician(s) shall be reviewed for evidence to support the need for use of a banned drug. For medications used to treat ADD/ADHD, appropriate documentation shall be on file with the Cleveland state university sports medicine staff prior to being selected for a random drug screen. ADD/ADHD documentation shall be updated yearly.

(6) Since drug use is considered a violation of departmental and team rules, a positive test result shall have the following consequences:

(a) First positive:

(i) The student-athlete shall be required to meet with the head team physician or designee to discuss the positive drug test results and for assessment if the athlete is in imminent danger to themselves or to others.

(ii) The student-athlete's parent(s) or legal guardian shall be notified by the head team physician or designee of the positive result, if under eighteen years of age. At the director of athletics discretion, parents or guardians of student-athletes over the age of eighteen may occur for safety reasons.

(iii) The student-athlete shall meet with the director of athletics and/or sport supervisor and head coach. A meeting will occur within forty-eight hours of the student-athlete notification of a positive test and will be documented by the sports supervisor. Student-athletes will sign the CSU drug testing disciplinary agreement and will be given the CSU positive drug screening sanctions form to complete.

(iv) The student-athlete shall participate in designated counseling, treatment, and intervention programs as deemed appropriate by the head team physician, team psychiatrist and/or CSU counseling center. Failure to comply with the treatment plan shall be classified as non-compliant and shall result in a second positive test. This includes completing the recommendations in a reasonable time schedule, determined by the team physician or designee.

(v) The student-athlete shall be suspended for seven days from all team activities, including practice, strength and conditioning, film, training trips, etc., as well as ten percent (using traditional, mathematical rounding to the nearest whole number) of the championship season of their respective sport, excluding exhibition games (unless within the seven-day period). Under this penalty, the student-athlete may not participate in any game-day activities, including pre-game meals, sideline access, travel, etc. These suspensions will be served immediately, unless determined otherwise by the director of athletics.

(vi) The student-athlete shall be subjected to undergo repeated and unannounced follow-up drug tests for one calendar year from the date of the positive test result.

(vii) The director of athletics, in consultation with the head coach and/or sport supervisor, has the discretion to add further sanctions, which may include, but are not limited to, additional suspensions, decrease/removal of athletic aid, travel limitations, etc. Additionally, the director of athletics and/or his/her designee may suspend or permanently dismiss any student-athlete that tests positive for a drug that is determined to be detrimental to the health and safety of the student-athlete, other student-athletes, or athletic department personnel, on a case-by-case basis.

(b) Second positive

(i) The student-athlete shall be subject to all processes and sanctions affiliated with a first time positive test, as outlined in paragraph (D)(6) of this policy.

(ii) Additionally, the student-athlete shall be suspended for ten days from all team activities, including practice, strength and conditioning, film, training trips, etc.; as well as for thirty percent (using traditional, mathematical rounding to the nearest whole number) of the championship season of their respective sport excluding exhibition games (unless within the ten-day period). Under this penalty, the student-athlete may not participate in any game-day activities, including pre-game meals, sideline access, travel, etc. These suspensions will be served immediately, unless determined otherwise by the director of athletics.

(c) Third positive result shall result in the student-athlete being permanently banned from participation in intercollegiate athletics at Cleveland state university and not being eligible for reinstatement. Any athletic grant-in-aid shall be revoked.

(E) Violations outside of the CSU drug education and screening program

(1) Any CSU student-athlete who is found to be under the influence of any illegal/banned substance by local or campus police, either on or off campus, may be subject to possible criminal penalties, CSU judicial sanctions, and other potential sanctions that may be imposed by the CSU department of athletics.

(2) This includes, but is not limited to, drug or alcohol-related arrests or infractions, violations of the student code of conduct, violations of campus residential policies, unlawful alcohol procurement and drug distribution.

(3) An alcohol-related charge of DUI, conviction, or plea of guilty to such charge by any student-athlete will result in the sanctions imposed herein for positive drug tests. Each DUI charge, conviction, or plea of guilty will be viewed as a separate offense and are cumulative. Other alcohol-related citations may result in sanctions as deemed appropriate by the director of athletics and/or the head coach.

(F) Financial considerations

(1) Payment for an intake evaluation by a designated medical provider to assess the student-athlete's individual situation and determine the appropriate follow-up treatment plan may be provided at no cost by the department of athletics.

(2) Any outside designated counseling, treatment and/or intervention programs deemed appropriate by the head team physician, team psychiatrist and/or counseling center shall be sought through the student-athlete's primary health insurance plan and may be determined to be the full financial responsibility of the student-athlete.

(3) Student-athletes shall comply with the schedule of appointments within the treatment plan. If the student-athlete is not able to keep the appointment, they shall cancel and reschedule the appointment by nine a.m. the day of the appointment. Failure to do so shall result in an additional positive test.

(G) Appeal process

(1) Student-athletes who test positive or who dispute that they have refused or failed to take a required test under the guidelines set forth in this policy may appeal the imposed sanctions. Only the student-athlete may file an appeal and shall include the reason(s) for the appeal.

(2) An appeal must be submitted in writing to the director of athletics within two working days or forty-eight hours of the notification of the offense. If the forty-eight hours expire when the university is not open for business, the appeal may be submitted before nine a.m. on the next business day.

(3) The director of athletics shall call together an appeals committee of five voting members, which consists of the director of athletics, head athletic trainer, athletics compliance office member, associate head athletic trainer and the faculty athletic representative. The sport supervisor, head coach, academic coach and any other athletic department or university staff deemed appropriate by the director of athletics may be present but are not voting members of the appeals committee.

(4) Upon appeal and presentation of all relevant information, it is the sole charge of the appeals committee to lift, modify, or maintain the imposed sanctions.

(5) The student-athlete may have an advocate or other representative present if they so desire. However, the student-athlete is responsible for the presentation of his/her own case, including the presentation of evidence and requesting to review the positive test result.

(6) The appeal shall take place within seven working days of the receipt of the appeal request. If the athletic director is out of the office during that time, it shall be scheduled for the time of their return or at an alternate time under the supervision of the director of athletics designee.

(7) At the conclusion of the appeal, the appeals committee shall deliberate in private and decide by majority vote to lift, modify, or maintain the imposed sanctions. The decision by the appeals committee, relative to the test results, the sanctions, or refusal/failure to take a required test, shall be final.

(8) The director of athletics or the athletic director's designee from the appeals committee will send written notification of the committee's decision to the student-athlete, the head coach, sport supervisor, athletics compliance office, head team physician and the student-athlete's parents/guardians, if appropriate, within five working days from the date of the decision.

(9) In cases where a student-athlete is deemed to have a positive drug test and such test results in sanctions affecting his/her ability to compete, and the student-athlete is scheduled to engage in a competition before a determination can be made by the appeals committee, the student-athlete shall be suspended from competition pending a final decision.

(10) The student-athlete may request an expedited meeting of the appeals committee. The appeal shall include any information which might impact the factual findings of the committee or the sanctions(s).

(11) By selecting the expedited process, the student-athlete waives the right to the standard review and appeal procedures. Under the expedited process, the committee shall meet in person or teleconference and shall render a decision before the competition.

(H) Safe harbor program

A student-athlete may voluntarily refer him/herself to the sports medicine staff for evaluation, testing, and counseling for substance use/abuse. This provision allows a student-athlete to self-report a substance problem without repercussions of a positive test.

(1) These individuals shall still be required to undergo an evaluation by the head team physician or his/her designee. Cleveland state university staff shall work with the student-athlete to prepare a safe harbor treatment plan, which may include confidential drug testing.

(2) The student-athlete may be tested for banned substances upon entry into the safe harbor program and such a positive initial test shall not result in any administrative sanction, though the head team physician or his/her designee may suspend the student-athlete from all athletic activities, if medically necessary.

(3) The student-athlete's parent(s) or legal guardian shall be notified of the entry of their child into the safe harbor program, if under eighteen years of age. For the safety and well-being of a student-athlete over the age of eighteen, the director of athletics may notify the student-athlete's parent(s) or legal guardian(s) of the entry into the safe harbor program.

(4) A substance abuse counselor will determine the appropriate form(s) of intervention and rehabilitation needed by the student-athlete on a case-by-case basis. In addition, the student-athlete may be financially responsible for any outside treatment or counseling.

(5) A student-athlete shall be permitted to remain in the safe harbor program for a reasonable period, as determined by the treatment plan. A student-athlete may be permitted to remain in the safe harbor program while actively complying and undergoing documented treatment as deemed medically necessary by the head team physician, team psychiatrist, and or their designee. Any missed appointment or failure to comply will result in the removal of the student-athlete from the safe harbor program. While in compliance with the safe harbor program treatment plan, the student-athlete shall not be included in the list of students eligible for random drug testing.

(6) Students in the safe harbor program may be selected for drug testing by the NCAA and are subject to NCAA sanctions.

(7) Upon release from the safe harbor program, the student-athlete will be placed in the cycle for institutional drug testing for at least one calendar year.

(8) The safe harbor provision shall be available for the student-athlete only once during their athletic eligibility. It shall not be available after notification of an impending test or after a prior positive test result as set forth in the Cleveland state university drug education and screening program.

(9) A student-athlete, who enters the safe harbor program but does not comply with the terms of their rehabilitation, shall be sanctioned according to post-test procedures for a first positive result. Thereafter, the student-athlete shall serve the penalty of the corresponding violation of the positive test result.

(10) If a student-athlete is determined to have been using, misusing, or abusing substances after the initial safe harbor program treatment, as determined by follow-up testing, the student-athlete shall be subject to sanctions and follow-up testing as detailed for a first positive test result as outlined in the Cleveland state university drug education and screening program.

(11) The director of athletics, associate athletic directors, the head athletic trainer, the student-athlete's head coach and the team physician may be informed of the student's participation in the safe harbor program. The athletic trainer assigned to that sport may also be notified, if medically appropriate. The assistant coach(es) may also be informed at the discretion of the head coach. Other university employees may be informed at the discretion of the director of athletics. The athletics compliance office will be notified of any student-athlete that does not comply and is subject to the penalty phase.

(I) Policy review cycle. The division of athletics is responsible for this policy. At a minimum, every five years, the director of athletics shall ensure that the policy is reviewed and recommend whether the policy should be reaffirmed without revision, amended, or rescinded. Policies may be reviewed on an earlier timeline depending on necessity and change in law or practice.

Last updated April 23, 2026 at 11:40 AM

History

• Effective: April 23, 2026
• Promulgated Under: 111.15

Chapter 3344-60 Background Screening Policies

Ohio Adm.Code 3344-60-01 Employee background screening policy.

(A) Purpose

In an effort to protect the campus community and its assets, the university seeks to ensure that individuals hired, promoted, or otherwise placed into vacant positions, via the university's hiring process, have no criminal conviction history relevant to their employment or discrepancies in employment history. This rule establishes procedures for carrying out identity, employment verification, education/credentials, professional licensure, motor vehicle record and criminal background check, (including national sexual offender registry), for prospective candidates.

(B) Definitions

(1) "Covered positions" - all faculty and staff positions, particularly professional staff and classified staff. Certain positions at CSU (i.e., law enforcement), shall be subject to the appropriate background checks, required by law and/or collective bargaining agreement.

(2) "Candidates" - prospective candidates who are under final consideration for a position, including individuals not currently employed by CSU.

(3) "Motor vehicle record check" - see Cleveland state university driving and motor vehicle policy.

(4) "Criminal background check" - the process of reviewing criminal history information of a final candidate received from a third-party vendor or law enforcement agency.

(5) "Identity verification" - the process of verifying the identification information of a final candidate received from a third-party vendor or law enforcement agency.

(6) "Employment verification" - the process of verifying the employment information of a final candidate received from a third-party vendor or law enforcement agency.

(7) "Education/credentials verification" - the process of verifying from a third-party vendor the attestation of education, qualification, competence, or authority issued to an individual by a third party with a relevant or de facto authority or assumed competence to do so.

(8) "Professional licensure" - the process of verifying from a third-party vendor the attestation of professional licensure issued to an individual by a third party with a relevant or de facto authority or assumed competence to do so.

(9) Conviction - all prior criminal convictions and pleas that are acknowledgements of criminal responsibility including a verdict, a guilty plea or nolo contendere ("no contest") plea. This also includes any convictions or pleas that are acknowledgments of criminal responsibility subject to the jurisdiction of a military court.

(10) Criminal history information - a written, an electronic, or a printed electronic record of information received from a law enforcement agency or third party vendor in the business of obtaining and reporting criminal conviction information. Criminal history information does not include an individual's conviction record(s) that has been sealed by court order or any arrests not resulting in a criminal conviction. Criminal conviction information includes in-state, out-of-state and international (where applicable) criminal conviction information, including misdemeanor and felony convictions.

(11) "Hiring process" - the competitive process used by the university to review or screen and select candidates or applicants for the purpose of filling an approved vacant position.

(12) Promotion - the advancement of an employee's rank or position in the university's organizational hierarchy, by means of the university's competitive hiring process. For the purposes of this rule, "promotion" shall exclude faculty tenure appointments, and the advancement in rank for staff or faculty through appointment or title change. However, "promotion" shall include administrative faculty hires into approved vacancies, by means of the university's competitive hiring process.

(C) Scope

(1) A background check shall be completed for external and internal candidates under final consideration for a position.

(2) A background check shall be completed for an internal candidate(s), i.e. a current university employee, who is under final consideration for hiring into a position that shall result in promotion, lateral move or demotion, via the university's hiring process.

(D) Details

(1) The university shall seek information on all prior criminal convictions nationwide based on information provided through a residency check. Prior arrests or detention orders that did not result in criminal convictions or pleas, or expunged, or sealed convictions, shall not be considered.

(2) Criminal conviction information shall be used solely for the purpose of evaluating candidates (both external and internal) under final consideration for employment in positions. The information shall not be used to discriminate on the basis of race, color, religion, national origin, sex, age, sexual orientation, handicap or disability, genetic information, disabled veteran, Vietnam era veteran or other protected veteran status.

(3) Criminal conviction information shall not be made a part of an applicant's file, or the employee's personnel file.

(4) The job description for covered positions shall list satisfactory completion of a background check as a minimum qualification requirement. Advertisements and position postings shall list a position as subject to a background check.

(5) Human resources shall utilize a third-party vendor to conduct the background check and the process shall comply with the applicable requirements of the Fair Credit Reporting Act ("F.C.R.A.")

(6) Human resources shall be responsible for developing procedures for the administration of the background check process.

(7) Human resources shall be responsible for coordinating the receipt of background disclosure and authorization forms from the final candidate(s).

(8) In order to be considered for an appointment, each selected candidate shall provide information about the candidate's criminal conviction record using the prescribed form. A candidate who refuses to consent to a required background investigation, refuses to provide information necessary to conduct the background investigation, or omits, conceals and/or provides false or misleading information in regard to the background investigation shall be determined ineligible for placement into a position. If the candidate is a current employee, omitting, concealing and/or providing false or misleading information in regard to the background investigation shall subject the employee to appropriate administrative action up to and including termination of employment. A current employee who refuses to consent to a required background investigation or refuses to provide information necessary to conduct the background investigation shall be determined ineligible for placement into a position.

(9) Should an adverse decision be made concerning a current employee as a result of information obtained from the background investigation, an administrative review shall be conducted. In considering whether a criminal conviction may prevent the employee from continuing in his or her current position, the university shall utilize criteria related to the position in making a determination to continue or terminate the employment.

(10) A candidate, who has been hired, promoted, or otherwise placed into a position, via the university's hiring process, and is subsequently found to have provided false or misleading information related to the background investigation, shall be subject to appropriate administrative action up to and including termination of employment.

(11) Employment offers/position changes shall not be made until the background check process is completed. Should filling the position be deemed critical to the operations of the university (e.g. instruction or student service positions), a contingent offer may be made, pending the results and review of the background check. Candidates under final consideration shall be given the authorization form, along with a copy of, "A summary of your rights under the Fair Credit Reporting Act". A background report cannot be requested via the third-party vendor without receipt of the authorization form signed by the candidate.

(12) In accordance with federal and state laws, a previous conviction shall not automatically disqualify an individual from consideration for placement into a position. The department of human resources or the provost's office (in cases of faculty positions) shall assess the potential risks and job-relatedness of each conviction in relation to the appointment being considered. The office of general counsel shall also be consulted, as appropriate. In considering whether a criminal conviction may prevent the selected candidate from being appointed, the following factors shall be considered:

(a) The context of the events surrounding the criminal conviction.

(b) The relationship of the criminal conviction to the appointment for which the individual is being considered.

(i) For any position responsible for interacting with customers and/or students, convictions of a violent crime, as defined in division (A)(9)(a) of section 2901.01 of the Revised Code, may be considered grounds for rejecting placement into the position.

(ii) For positions having fiduciary responsibility, or any direct financial control, conviction of a drug-related crime, as defined in division (G) of section 2925.01 of the Revised Code, a crime of theft, as defined in division (K)(1) of section 2913.01 of the Revised Code, or other crime of moral turpitude (e.g., property, gambling, fraud) may be considered grounds for refusing appointment to these positions.

(c) The length of time since the criminal conviction.

(d)

(i) Convictions within five years of the date of application, or consideration for a position for the following offenses, may disqualify an individual for consideration for the position appointment:

(a) Felony conviction(s);

(b) Convictions of sexual offenses as defined in Chapter 2907. of the Revised Code; or

(c) Two or more convictions of a drug related offense, as defined in division (G) of section 2925.01 of the Revised Code.

(ii) Note that, in the case of convictions described in paragraph (D)(12)(d)(i)(a), (D)(12)(b) or (D)(12)(c) of this policy, the university's threat assessment team shall be consulted before a decision is made.

(e) The individual's behavior since the criminal conviction.

(f) Any other extenuating circumstances documented by the selected candidate or otherwise known to the university. Some individuals may be required by the law enforcement agency conducting the criminal background check to provide additional information, which is needed by the law enforcement agency for purposes of conducting the background check.

(13) Candidates with pending criminal proceedings shall be evaluated based on the aforementioned factors.

(14) If a candidate is determined ineligible for placement into a position based on the results of the criminal background check, the human resources department, in compliance with the Fair Credit Reporting Act, shall give the candidate written notice. It shall include:

(15) The name, address, and phone number of the reporting agency that supplied the report.

(16) A statement that the reporting agency that supplied the report did not make the decision to take the adverse action and cannot give specific reason for it; and a notice of the individual's right to dispute the accuracy or completeness of any information the agency furnished, and his or her right to an additional free consumer report from the agency upon request within sixty days.

(17) The hiring department in which the position resides shall be responsible for any fees associated with obtaining background information from a third-party vendor.

(18) After the implementation of this policy, current employees, regardless of the position occupied, who are convicted of a crime while employed at CSU are required to report the criminal conviction, in writing or via e-mail, to the assistant vice president of human resources within five work days (Monday through Friday) of the conviction. In addition, the university's appointing authority has the right to conduct a criminal background check when the appointing authority learns of a university employee's criminal conviction.

(19) All external and internal applicants/employees being hired into positions shall be given the opportunity to sign a release, granting CSU permission to conduct background checks. An employee who refuses to consent to a background investigation, refuses to provide information necessary to conduct the background investigation, omits, conceals and/or provides false or misleading information in regard to the background investigation shall be subject to appropriate administrative action up to and including termination of employment.

Last updated July 10, 2025 at 12:13 PM

History

• Effective: January 21, 2018
• Promulgated Under: 111.15

Ohio Adm.Code 3344-60-02 Hiring.

As a state supported public institution of higher education, Cleveland state university is required to be in compliance with state and federal laws and regulations. The university recruits, selects and hires the most qualified individuals for open positions. Recruitment, selection and hiring activities are guided by a commitment to diversity and the strategic priorities of the university. Cleveland state university is an equal opportunity, affirmative action employer. It is the policy of Cleveland state university to provide equal opportunity to all qualified applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity and/or expression, national origin, age, protected veteran and/or military status, disability genetic information, marital status or parental status. All individuals who believe that they are qualified are encouraged to apply for all open positions. Hiring of non-U.S. residents is subject to specific federal regulations and statutes. Recruitment, selection and hiring for bargaining unit positions are subject to collective bargaining agreements.

(A) Definitions

(1) "Open positions." All faculty and staff positions considered newly created, vacant or have the potential to become either, because of new institutional initiatives, reorganization/restructure, retirement, resignation, termination or strategic opportunity.

(2) "Search." The process of posting, recruiting, selecting and hiring for open positions.

(3) "Full search committee." Those individuals empowered by the hiring manager to screen applicants, and refer candidates to the hiring manager and or department for selection.

(4) "Applicant." Any individual who completes the application process for a specific position and who meets the minimum qualifications for that position.

(5) "Hiring manager." The individual having the authority to select and recommend a candidate for hire. For faculty, the hiring manager is the colleges' respective dean.

(6) "Expedited search." A search that deviates from the full search committee model, because the search must be concluded as quickly as possible because of compelling operational or financial necessity.

(7) "Internal search." Open positions made solely available to internal candidates for selection, to create internal promotions and/or the career development of current university employees.

(8) "Waiver." The process to forego the posting/advertising of a position.

(9) "Requisition." The process used to request that an open position be filled by search or waiver of posting the position.

(10) "Single/individual contributor." Specialists or experts as opposed to managers (team leaders), having specific qualifications/skills, in regards to education, licensure/certification, relevant experience, and generally not representing the university to the public/or community as an agent for the university.

(11) "Recall." Those circumstances where bargaining unit employees subject to or on lay off, accept an open position for which they are immediately qualified.

(B) Scope

(1) All open faculty and staff positions will be filled by posting and by utilizing an appropriate competitive search and hire procedure, except as set forth in paragraph (C) of this rule.

(2) All recruitment, selection and hiring activities and procedures shall be job related, having the greatest degree of objectivity.

(C) Details

(1) The university will utilize full search committees to fill most faculty and staff positions, except as follows:

(a) When characteristics specific to the position may deem it not necessary to utilize full search committees, as determined by the chief human resources officer, the provost or designee, e.g., college lecturer, classified civil service, salary grade 4 and below, single/individual contributor, research/grant appointment, short-term temporary appointment, strategic opportunity, as described below.

(b) Research/grant appointments. Indefinite or short term positions that may last more than one year because of the award of grant/research dollars to the university. Requisitions for positions fully funded by a grant shall be approved by human resources; however, requisitions for research/grant positions partially funded in any amount with university funds shall be posted or filled by strategic opportunity. Specifically qualified individuals, because of professional background, expertise, national or international stature, are employed for the duration of the funding for the project.

(c) Short-term appointments. Such appointments are for positions that are not expected to last more than one year. The position must meet an employment need that is scheduled to be terminated within one year for reasons such as restructure/reorganization, the completion of specific projects or a peak workload, or in those circumstances where the immediate need to fill a position is so compelling that time constraints will not permit the normal search to be conducted and an acting or interim appointment is deemed appropriate. Positions may have intermittent (irregular), or seasonal (annually) work schedules. A waiver to post the open position is granted by the department of human resources, who has the authority to approve all hiring requisitions for temporary short-term appointment positions.

(d) Strategic opportunities - Circumstances where the university has the opportunity to meet strategic priorities by employing highly qualified individuals who make unique contributions or provide value added perspectives to the university because of professional background, interests, expertise, national or international stature; or situations where accompanying spouses/partners of successful recruits are also searching for open positions within the university or within dual career partnering organizations in the community. A waiver to post the open position is granted by the office for institutional equity.

(e) Recall or rehiring after lay-off. A search will not be conducted when the university is required to offer an open position to a former employee as a result of the recall provision of a collective bargaining agreement, or when university policy requires the rehiring of an employee after lay off.

(2) Expedited searches may be conducted for operationally essential positions. The department of human resources, in consultation with the office for institutional equity shall approve requests for this process.

(3) Internal searches shall be conducted to provide promotional opportunities, and/or the career development of current university employees. Additionally, internal searches shall be conducted when the qualifications of a position deem it necessary for the incumbent to possess specialized university knowledge or status.

(4) Search firms shall be utilized to conduct searches on behalf of the university, in extraordinary circumstances deemed appropriate by the president or designee.

(D) The associate vice president/chief human resources officer shall adopt procedures to implement this rule.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-60-03 Employer-sponsored immigration.

Cleveland state university recognizes that its mission is strengthened by hiring the most qualified scholars and administrative professionals, including international faculty and staff. This rule describes the circumstances under which the university will sponsor employees for nonimmigrant and immigrant (permanent residency) status.

(A) General requirements for sponsorship.

CSU will only sponsor a petition for employment-based non-immigrant or immigrant status under the following conditions:

(1) Sponsorship is in the best interests of the university and fulfills an institutional need;

(2) Proposed rates of pay are equal to actual wage levels paid to all other individuals employed in similar positions or the applicable prevailing wage for the position being filled, whichever is higher;

(3) The individual whose employment is being sponsored and the employing department cooperate with the center for international services and programs (CISP) in the process by providing all requested documents and information within a reasonable amount of time. The department will be responsible for filing fees related to the petition for the employee; the individual will be responsible for filing fees related to any family members who will accompany the individual; and

(4) All federal law requirements for sponsorship are met.

(B) Non-immigrant status

(1) CSU will sponsor petitions for non-immigrant status, usually an H-1B visa, for tenure-track or tenured faculty members. The university may sponsor petitions for non-immigrant status for visiting, research, or postdoctoral appointments if the sponsorship is approved by the provost prior to advertising the position. The university may also sponsor petitions for non-immigrant status for professional staff positions that require a high degree of expertise or experience when such sponsorship is approved by the senior vice president for business affairs and finance prior to the advertising of the position.

(2) Non-immigrant status is temporary. Before sponsoring a petition for such status, the department must confirm to CISP either the temporary nature of the position, or the eligibility of the position for sponsorship for immigrant status.

(C) Immigrant (permanent residency) status

(1) CSU will sponsor tenure-track and tenured faculty members for permanent residency at the request of the employing department, when there is a reasonable expectation of continued employment (subject to all requirements of promotion and tenure) and all other federal law requirements are met.

(2) CSU will sponsor professional staff for permanent residency in rare cases when a determination is made by the senior vice president for business and financial affairs that it is in the best interest of the university to do so.

(D) CISP shall develop guidance for the implementation of this rule.

History

• Effective: April 9, 2017
• Promulgated Under: 111.15

Chapter 3344-61 Appointment and Conditions of Employment

Ohio Adm.Code 3344-61-01 Definitions.

This chapter of the Administrative Code, originally approved by the board of trustees effective July 1, 1996, and revised in February 2015, applies to all professional staff members of the university and all other unclassified personnel not included under the faculty and librarian personnel policies, or covered by the university's collective bargaining agreements with the "American Association of University Professors," (AAUP), or "Service Employees International Union, (SEIU). Executive staff reporting directly to the president are not covered by rule 3344-61-04 of the Administrative Code or by paragraphs (E)(1) to (E)(5) of rule 3344-61-07 of the Administrative Code; these professional staff members serve at the will of the president.

(A) "Professional staff members" are employees of the university and all other unclassified personnel not included under the faculty and librarian personnel policies, or covered by the university's collective bargaining agreements with the AAUP or SEIU, which includes both part- time and full-time staff members.

(B) "Part-time" is defined as an appointment whose regularly assigned workweek is fewer than forty hours per week, and fewer than thirty hours per week for health benefit eligibility. Individual appointments have to be six months or longer to be eligible for benefits.

(C) "Full-time" is defined as an appointment whose regularly assigned workweek is forty hours per week over a period of an academic or fiscal year and a minimum of thirty hours per week for health benefit eligibility. An appointment has to be six months or longer to be eligible for benefits.

(D) "Individual letter of appointment" is a letter, signed by the president, or an authorized university administrator or designee, specifying a professional staff member's conditions of employment and rate of compensation.

(E) "Immediate family" includes mother, father, brother, sister, spouse, daughter, son, mother-in-law, father-in-law, brother-in-law, sister-in-law, daughter-in-law, son-in-law, grandparent, grandchild, registered same-sex domestic partner, dependents of a registered same-sex domestic partner, legal guardian, stepparent, stepchild or other person who stands in place of a parent.

(F) "Unit" defines the area of a staff member's activity, regardless of administrative level within the university. Unit refers generally to an organizational structure; e.g. a department, office, sector, or center, and normally will be under the direction of a unit head/administrator and a unit supervisor.

(G) "Salary grade" is an established pay range for each position noting the minimum and maximum salaries for the pay range.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-04

Job classifications and salary adjustments are administered in accordance with the Cleveland state university professional staff compensation program.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-07

(A) The employment of a professional staff member may be terminated by resignation, retirement, removal during introductory period, termination of appointment, layoff, or dismissal.

(1) Resignation. Professional staff members have an obligation to provide the university a written notice of intent to resign. Notice should be given to the immediate supervisor and forwarded to the appropriate administrative officer at least thirty days, or less if mutually agreed upon by the supervisor and the staff member, before termination of service.

(2) Retirement. A professional staff member planning to retire should give written notice of intent to their immediate supervisor at the earliest date possible, but not less than thirty days before termination of service.

(B) Termination of appointment.

(1) Requests for termination of an appointment during an introductory period, accompanied by appropriate documentation, must be approved by the human resources department and the vice president responsible for that division, and may be implemented without prior notice after the approval is received.

(2) Recommendations to terminate all other appointments are to be made to the president or president's designee and shall be accompanied by documentation from the appropriate administrative officers.

(3) If the president or the president's designee concurs with the recommendation(s), the president, or designee, shall direct that a notice of the termination of appointment be sent by regular and certified mail to the professional staff member's home address which is on file with the university. Such notice shall be deposited in the mail no later than the number of days prior to the termination of the professional staff member's appointment as described in the table set forth in paragraph (B)(5) of this rule. It is the professional staff member's responsibility to regularly update the university with address change information.

(4) The professional staff member in the second year or more of professional service at the university is entitled to be apprised of the reasons for termination of appointment in writing and may request a review of the decision through the complaint resolution procedure, as provided in rule 3344-61-08 of the Administrative Code.

(5) Termination notice.

The amount of notice received will be based upon continuous years of university service since the last date of hire.

| Post introductory period to three years | Four weeks | | --- | --- | | Four to six years | Six weeks | | Seven to ten years | Eight weeks | | Eleven to fourteen years | Ten weeks | | Fifteen or more years | Twelve weeks |

(C) Exceptions. The provisions of this section are not afforded to the categories of personnel listed below. Those employees may be terminated with legal reason, at any time and without reference to the notice periods set forth in paragraph (B)(5) of this rule:

(1) Staff members serving an introductory period;

(2) Staff members hired into funds-available positions; and

(3) Staff members hired into temporary positions.

(D) Layoff.

Termination of professional staff members prior to, during, or at the end of an appointment period may occur because of a financial emergency or because of reorganization or position elimination. Such a termination of appointment shall be designated a layoff.

(1) Layoff due to financial emergency. Layoff of a professional staff member may occur, when deemed necessary by the president or designee, due to a financial emergency as declared by the board of trustees. Upon occurrence of the layoff, the individual's termination document shall designate that the layoff was due to financial emergency.

(2) Layoff due to reorganization or position elimination. Layoff of professional staff members at the university may occur when reorganization is deemed necessary due to a budget or program decision requiring program discontinuance, curtailment, or redirection. Position elimination occurs due to budgetary constraints or when, in the university's discretion, the position is no longer required. Such positions may not be backfilled.

(3) Reorganization or position elimination must be reviewed by the department of human resources and approved by the president or designee. Upon occurrence of the layoff, the staff member's termination document shall designate the reason of either reorganization or position elimination.

(4) Professional staff member laid off due to financial emergency or reorganization shall be accorded the following rights and privileges:

(a) The unit head must provide documentation to justify the layoff of the professional staff member(s) under this section. Such documentation must be forwarded to the appropriate vice president or the provost for approval to proceed, and a copy must be sent to the attention of the assistant vice president of human resources. If the release is initiated at the vice president or the provost level, all appropriate documents shall be forwarded to the president or designee for approval to proceed. The staff shall be notified in writing of the decision to effectuate the release. Such notice will be provided.

(b) Staff members who are laid off pursuant to this section may review the listing of all current university job openings to attempt to secure alternative appointments within the university. Affected staff members must meet the qualifications of the open positions for which they apply.

(c) If, within a period of eighteen months from the date of the layoff of a professional staff member, the president or designee, determines that the professional staff member's position should be reopened, within the same department, title and grade, then re-appointment shall first be offered to the laid off staff member. The offer shall be sent to the last known mailing address of the staff member, who shall have a reasonable time, not to exceed fifteen days from the date that the letter is mailed, within which to accept or decline the offer of re-appointment.

(d) The staff member being laid off shall be entitled to a hearing in accordance with the procedures provided in rule 3344-61-08 of the Administrative Code, complaint resolution procedures, if the staff member requests such a hearing. Such a hearing may occur subsequent to layoff.

(E) Dismissal. Professional staff may be dismissed for performance or conduct deficiencies, including, but not limited to the following:

(1) Unsatisfactory performance;

(2) Neglect of assigned duties and responsibilities;

(3) Violation of recognized standards of professional conduct or performance;

(4) Personal conduct that impedes the individual's proper fulfillment of assigned duties and responsibilities;

(5) Personal conduct that violates state or federal law including, but not limited to:

(a) The use of illegal substances or abuse of prescribed medications.

(b) Possession of illegal substances, the illegal possession of drugs and medication for the purpose of the sale of those substances or drugs.

(c) Sexual, ethnic, racial, or religious harassment, or any other harassment prohibited by law.

(d) Personal conduct that interferes with the operations of the university;

(e) Conviction of a crime as defined in section 2901.01 of the Revised Code, or a substantially equivalent offense under a municipal ordinance, which is committed on or affects persons or property of the university.

(f) Conviction of an infraction or crime which affects persons or property on the university campus, or any other infraction or crime that adversely affects performance of job duties and responsibilities.

(g) Concealing, falsifying, altering or removing university records, including electronic data records.

(h) Viewing, recording, copying, or otherwise using university records for which the individual does not have a business purpose to do so.

(i) Producing fraudulent or falsified credentials.

(6) After consultation with the department of human resources, recommendations for dismissal shall be sent by the unit head to the appropriate vice president or the provost, along with the appropriate documentation. Such recommendation shall be forwarded to the president for approval to proceed.

(7) If the dismissal is initiated at the vice president or the provost level, after consultation with the assistant vice president of human resources, all appropriate documents shall be forwarded to the president or designee for approval to proceed.

(F) Procedures for initiation and notification of dismissal of professional staff members.

If the recommendation to dismiss a professional staff member is accepted, written notification of dismissal must be sent by the president, or designee, to the professional staff member by certified and regular mail. Such notice shall indicate a date of discharge, not less than ten working days from the date of mailing. Professional staff members who are dismissed for cause are not entitled to the notice provisions of paragraph (B)(5) of this rule.

(1) The professional staff member may request a timely pre-dismissal hearing by providing written notification to the department of human resources. Such hearing shall be convened by the department of human resources and held within the ten day period. The hearing shall be held pursuant to the complaint resolution procedure set forth in paragraphs (G)(2)(c) and (G)(2)(d) of rule 3344-61-08 of the Administrative Code. In any disciplinary matter where the charge is sexual discrimination or harassment of a student, or a claim of sexual violence that occurs on or near campus, the complainant will receive notice of hearings and meetings and outcomes at the same time as the employee receives such notices, and the complainant may attend hearings and meetings with one support person.

(2) If dismissal is effectuated, the dismissal shall be effective as specified on the notice of dismissal.

(3) The staff member may request an appeal of the action within ten working days from the date of dismissal.

(4) Information pertaining to professional staff members arrested for certain offenses can be found in rule 3344-61-16 of the Administrative Code.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-02 Appointment and conditions of employment.

(A) Appointment.

Appointments shall be made in accordance with the affirmative action plan of the university as approved by the board of trustees.

(B) Procedures for appointment.

The unit, in conjunction with human resources compensation, develops a job description detailing the duties, responsibilities and minimal requirements and qualifications necessary to perform the functions of the position. Human resources compensation analyzes the description and assigns a salary grade to the position. Following this process, the unit obtains presidential or designee approval, and authorizes university administrator approval to initiate the appointment.

(C) Letter of appointment terms.

Only the president, or an authorized university administrator or designee, may provide a staff member with a letter of appointment, which stipulates the term of appointment, title, salary grade and salary. Professional staff members are considered employees at will, subject to the provisions of these policies. Professional staff members shall receive subsequent notice of salary adjustments, as appropriate.

(D) Professional staff regular and temporary appointment.

There are two categories of appointment: regular or temporary.

(1) Regular appointment. Regular appointments are identified as regular base-funded or regular funds-available.

(2) Regular base-funded. Regular base-funded are appointments to positions that are funded by instruction and general, general fee or auxiliary funds. The individual occupying the position is designated as full-time or part-time.

(3) Corresponding employment appointments may be renewed annually.

(4) Regular funds-available. Regular funds-available are appointments to positions that are not funded by instruction and general, general fee, or auxiliary funds. The position is not assumed to be continuing; continuation is contingent upon funds availability. Consequently, employment letters indicate specific starting and ending dates. The individual occupying the position is designated as full-time or part-time.

(5) The provisions of paragraphs (E)(1) to (E)(5) of rule 3344-61-07 of the Administrative Code do not apply to staff members hired into regular funds available positions. The appointments of regular funds available employees may be ended without prior notice. Letters of appointment for regular funds-available appointments shall include a statement of these facts.

(6) Temporary appointment. Individuals hired for a specific project or hired for a similar task on an intermittent basis over an extended period of time (duties that occur sporadically) are categorized as temporary. Employment is contingent upon project need, intermittent workload peaks and funding availability; consequently there is no expectation of continued employment. Letters of appointment shall be either annual, as needed hourly or salaried and shall indicate specific starting and ending dates that are tied to a specific project. Although the time period may not extend beyond one year, the assistant vice president of human resources or designee may grant time extensions, if the extension relates directly to the original project, subject to the renewal of waiver of posting.

(7) The provisions of paragraphs (E)(1) to (E)(5) of rule 3344-61-07 of the Administrative Code do not apply to temporary professional staff members. These appointments may be ended without prior notice. Letters of appointment for temporary positions shall include a statement of these facts.

(8) Introductory period. Newly hired professional staff members shall serve an introductory period of six months. Staff members promoted or transferred from a bargaining unit or classified position are also subject to this introductory period. This period is designed to permit the staff member's supervisor to ascertain the staff member's skills and potential. The introductory period may be extended for an additional ninety days as requested by the supervisor and approved by the assistant vice president of human resources or designee. The employment of staff members who do not satisfactorily complete an introductory period may be terminated pursuant to rule 3344-61-07 of the Administrative Code.

(E) Job titles and descriptions

(1) Job titles and descriptions provide functional meaning and organizational consistency throughout the university.

(2) Every full-time and part-time professional staff position must have a written job description appropriate to the position and title that shall be provided to the staff member at the time of the initial appointment. The job description shall include title, major duties and responsibilities, minimum job requirements, preferred requirements (if any), supervisory and budgetary responsibility, reporting relationships, salary grade, and other pertinent information, as determined by human resources compensation.

(F) Personnel files and contents

The official personnel file is maintained in the department of human resources. The official personnel file for each staff member shall contain the following in either hard copy or electronic form, if available:

(1) Letter of application and all materials requested or received by the university from persons other than the applicant in connection with the staff member's original employment, including official academic transcripts;

(2) Offer of appointment, initial date of employment, and letter of appointment;

(3) Job description(s);

(4) Documents relating to position classification, grade, and length of time in position;

(5) Documents pertaining to reclassifications or transfers; Documents pertaining to salary recommendations;

(6) Documents pertaining to the staff member's professional activities and accomplishments;

(7) Performance evaluations and reviews;

(8) Disciplinary actions and information pertaining to disciplinary actions; personnel actions pertaining to extended leaves;

(9) Information pertaining to separation from employment.

(10) All personnel files are public records. The professional staff member, the staff member's supervisor, university general counsel, institutional equity and prospective supervisors, may view the personnel file without written request. All other requests must be submitted by a public records request. The professional staff member, whose file is being viewed as a result of a public records request, shall be notified of the request in writing by the department of human resources.

(11) Other personnel related files containing benefits information, workers' compensation, medical, "Family Medical Leave Act" (FMLA), or "American Disability Act" (ADA) information shall not be maintained in the official personnel files and shall not be available for public inspection.

(G) Joint appointments

(1) Persons with appropriate qualifications may be given a joint appointment to the faculty and professional staff. In such cases, appointment procedures for both faculty appointment and professional staff appointment must be followed.

(2) Upon appointment, such persons shall enjoy the procedural rights of the professional staff as to their professional staff employment so long as their appointment for executive, professional, or administrative work is in effect.

(3) This section does not prohibit the granting of academic tenure to personnel on joint appointments involving an academic department.

(4) Adoption of these professional staff rules shall not divest a person of any tenured faculty status acquired prior to initial adoption.

(H) Nepotism. The university may employ members of the same immediate family, on a full-time or part-time basis, so long as neither family member is responsible for the decision to hire, supervision, direction, evaluation or recommendation as to merit increases for the other. Relationship by family, marriage, or partnership shall constitute neither an advantage nor a deterrent to appointment in the university, provided the individual meets and fulfills the appropriate appointment standards.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-03 Annual performance evaluations.

(A) Cleveland state university is committed to promoting a highly engaged employee workforce. To achieve this, overall institutional goals are communicated, which are subsequently incorporated into college or department and individual staff member specific goals. Cleveland state university aligns the efforts of staff members towards achievement of university goals by providing performance planning, assessment, coaching and development.

(B) General. The department of human resources is responsible for the development, implementation, ongoing maintenance and training of the performance management system. All full and part-time professional staff members are required to participate in the annual performance appraisal process. Each supervisor is charged with ensuring the timely completion of the performance evaluation, approved by their immediate supervisor, prior to discussions with the staff member.

(C) The final performance evaluation, a shared responsibility between the staff member and supervisor, shall reflect each perspective on the attainment of previously established goals, an objective review of job competencies, and the execution of job responsibilities. The evaluation shall conclude with an overall supervisory rating with comments pertaining to the performance cycle, focusing on areas of achievement, areas for improvement, and goals for the subsequent year.

(D) Responsibilities.

(1) Annual evaluation. Performance evaluations shall be completed annually. Professional staff members whose hire date is less than six months prior to the end of the evaluation cycle shall not be eligible for a merit adjustment, but may participate in a mid-year review.

(2) Implementation. The professional staff member's immediate supervisor is responsible for the timely completion and submission of the annual performance review. As part of this process, the supervisor ensures that the staff member and the next level supervisor have had input into the review process. The staff member must acknowledge that the performance discussion was held by providing an electronic signature.

(3) Professional staff members are encouraged to add their final comments following the discussion of the evaluation with the supervisor using the comments section under the overall rating tab.

(4) Review of performance evaluation. A staff member who disagrees with the overall performance evaluation rating may request a review by the department of human resources. The staff member must submit a written statement detailing the basis for the challenge with any relevant documentation supporting the claim. The assistant vice president of human resources or designee, shall review the submission and take whatever remedial action that may be warranted.

(5) The staff member's written statement must be submitted to their supervisor and human resources within ten working days after the final performance discussion. The staff member's rebuttal, plus any additional documentation resulting from it, shall be attached directly to the electronic performance assessment form. Additionally, the next level supervisor must be apprised of the rebuttal and any subsequent action.

(6) The results of the performance evaluation process, including the individual and overall rating scores and eligibility for any merit award based on the scores, shall not be subject to the complaint resolution steps and process set forth in paragraph (G) of rule 3344-61-08 of the Administrative Code.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-08

(A) It is understood that the prompt presentation, adjustment and response to staff complaints is desirable in the interest of sound employee relations. The prompt and fair disposition of complaints involves the important and equal obligations and responsibilities, both joint and independent, on the part of the university and the complainant to protect and preserve the complaint resolution procedure as an orderly means of resolving complaints.

(B) Any claims of unlawful discrimination or harassment under federal and state civil rights laws, fair employment practice acts, or university policy shall not be processed through this complaint resolution procedure. Such claims shall be first discussed by the claimant with the university's director for institutional equity as a means of achieving an informal resolution of the claim. If an informal resolution is not possible, the claimant may file a formal written complaint with the university's office for institutional equity. The claimant and respondent shall have access to the resources available through the university's office for institutional equity.

If a complaint is related to a claim of sexual discrimination or harassment of a student, or a claim of sexual violence that occurs on or near campus, both the complainant and respondent to that claim will receive notice of hearings and outcomes at the same time, and both parties may, with one support person, participate in hearings. The complainant will have equivalent rights to appeal as the respondent, including to appeal if he or she believes sanctions are too light. The resolution of the complaint may be altered as a result of such appeal.

(C) When other complaints arise, the professional staff member shall attempt to resolve the issue with his or her immediate supervisor through discussion, mutual understanding, and documentation if appropriate.

(D) Dismissals as described in paragraphs (E)(1) to (E)(5) of rule 3344-61-07 of the Administrative Code are not subject to the provisions of this rule. A dismissal hearing may be requested under that paragraph.

(E) Classification determinations by human resources compensation are not subject to the provisions of paragraph (G) of this rule. For classification appeals, professional staff members may utilize the appeal process set forth in the professional staff compensation program.

(F) Procedures for complaint resolution under this section.

(1) A complaint, under this rule, may be brought by any professional staff member.

(2) A complaint is defined as a dispute or disagreement concerning the alleged misapplication of, misinterpretation of, or failure to comply with specific provisions(s) of this chapter, unless otherwise noted.

(G) Complaint resolution steps and process.

(1) No parties may have legal representation present at any step in the complaint process. The professional staff member may invite a support person (e.g., relative or friend) of their choice to attend meetings, but the person may not act as the professional staff member's representative or present argument on the staff member's behalf. Such individual may only consult with the complainant.

(2) When complaints arise, the following procedure shall be followed.

(a) Pre-step: The professional staff member and their immediate supervisor shall meet to attempt to work out the complaint on an informal basis. If the complaint is not resolved under this informal method, the professional staff member shall proceed according to the steps in this paragraph.

(b) Step one: The professional staff member shall first present a written complaint to their department head, or designee, within ten working days of the event upon which the complaint is based. Within ten working days after receipt of the complaint, the department head, or designee, shall schedule a meeting with the aggrieved professional staff member to discuss the complaint and listen to the complainant's explanation. Following the meeting, the department head, or designee, shall issue a written response to the complaint within ten working days.

(c) Step two: If the complaint is not satisfactorily settled in step one, the aggrieved staff member may file a written appeal with the assistant vice president for human resources, or designee, within ten working days after the receipt of the step one decision. The assistant vice president for human resources, or designee, shall schedule a meeting with the aggrieved professional staff member, supervisor, department head or other appropriate university personnel within ten working days after the receipt of the appeal and shall render a written decision within ten working days after the close of the meeting. A copy of the written decision shall be sent to the complainant. Such decision will be final.

(d) Step two of the complaint resolution procedures set forth in this paragraph is the final step of the internal appeals process.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-05 Administrative leave.

When the president of the university or designee determines that the continued presence of a staff member on the campus constitutes a substantial interference with the orderly functioning of the university or of an area, unit, department or college, a professional staff member may be placed on administrative leave pending review. Such leave may be with or without pay.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-06 Progressive corrective action.

(A) The purpose of progressive corrective action is to impress upon a staff member the need to improve performance or behavior. Progressive corrective action is encouraged to the extent practicable and appropriate. Progressive corrective action may include oral and written warnings. Nothing limits the right of the university to bypass progressive corrective action and immediately suspend or dismiss a professional staff member for any offense that, in the university's sole discretion, is of such a serious nature that use of progressive corrective action is not appropriate or warranted.

(B) In any disciplinary matter where the charge is sexual discrimination or harassment of a student, or a claim of sexual violence that occurs on or near campus, the complainant will receive notice of hearings/meetings and outcomes at the same time the employee receives such notices, and the complainant may attend hearings/meetings with one support person.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-16

All professional staff shall be aware that the laws of the state of Ohio govern their conduct relating to their employment status, and when in conflict with these policies, the laws of the state of Ohio are controlling. Professional staff members should be aware, in particular, of sections 3345.22 and 3345.23 of the Revised Code, which are part of the Ohio Campus Disruption Act (the "act"). The act requires that the university hold a hearing when a student, faculty or staff member is arrested for certain crimes of violence, as defined in the act, that take place on campus or affect the university community or property. This hearing - often referred to as a "1219 hearing" - is distinct from the faculty and staff disciplinary processes set forth in applicable collective bargaining agreements or other personnel policies, including this chapter of the Administrative Code. A faculty or staff member may be subject to those disciplinary processes in addition to the hearing required by the act. Hearings required by the act will be conducted according to procedures established by the office of general counsel and available at its website.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-09 Leaves of absence with pay.

(A) Family and medical leave. The university complies with the requirements of the Family and Medical Leave Act. The university retains the right to implement regulatory technical corrections as necessary to comply with the law.

(B) The Family and Medical Leave Act provides eligible staff members with up to twelve weeks (four hundred eighty hours) of leave for certain family and medical reasons. Cleveland state university requires staff members to substitute any available accrued sick leave, accrued vacation, or compensatory time (comp time) in this stated order of priority, for any unpaid FMLA leave. Substitution of paid leave for unpaid FMLA leave does not extend the length of FMLA leave. Paid leave shall run concurrently with the staff member's FMLA entitlement.

(1) Accrued sick leave shall be used when the FMLA leave is for the staff member's own serious medical condition or to care for the staff member's spouse, registered same-sex domestic partner, son, daughter, or parent (but not in-law) with a "serious health condition" as defined in the Family Medical Leave Act.

(2) Accrued vacation time shall be used for all other FMLA leaves and after accrued sick leave is exhausted.

(C) Vacation leave. Full-time professional staff members earn vacation leave at the rate of one point eight three days a month or a total of twenty-two workdays per year, prorated for the nine month or ten month academic year. Professional staff members appointed to a part-time position of one-half time or more shall earn vacation leave on a prorated basis. Professional staff members appointed at less than one-half time or for less than six months shall not earn vacation leave.

(1) Vacation requests. Vacation leave shall be available to the staff member to the extent earned, provided that the staff member's supervisor or unit head approves the dates for such leave in advance.

(2) Annual carryover limit. Professional staff members are expected to use accrued vacation leave periodically. Vacation leave accumulation may not exceed forty-four days at any time within a fiscal year. On June thirtieth of each year, no more than thirty days of accrued vacation shall be carried forward to the next fiscal year. The assistant vice president for human resources may, in extenuating circumstances, grant an exemption to the carryover limitation upon the written request of the professional staff member and with support from the professional staff member's immediate supervisor and approval from the next higher level of management.

(3) Payout upon termination and cancellation of credit. At termination of employment, payment of unused vacation leave to a maximum of twenty-two days shall be made. Payment of unused vacation leave under this rule eliminates the remaining vacation credit after the maximum payout is made. Following submission of a resignation or retirement notice, a staff member may use a maximum of five days of vacation leave with supervisor approval.

(4) Reporting procedures. Utilization of time should be reported in accordance with the university's payroll procedures.

(D) Holidays.

(1) The university recognizes the following ten days as paid holidays.

(a) New Year's day

(b) Martin Luther King day

(c) Presidents' day

(d) Memorial day

(e) Independence day

(f) Labor day

(g) Columbus day

(h) Veterans' day

(i) Thanksgiving day

(j) Christmas day

(2) Alternative holiday scheduling. The administration may establish alternative days of observance for the following holidays.

(a) Martin Luther King day

(b) Presidents' day

(c) Columbus day

(3) To be eligible for holiday pay, a staff member must be in active pay status the day before and the day following the holiday.

(4) Holiday payment for part-time staff members. Part-time professional staff members are entitled to holiday pay for that portion of the day they normally would have been scheduled to work if the university designates that day as a holiday.

(5) Holiday payment for alternate work schedules. If a full-time professional staff member's work schedule is other than Monday through Friday, the staff member shall be entitled to holiday pay for holidays observed on a regular day off regardless of the day of the week on which they are observed.

(E) Period of professional obligation. Exempt professional staff members may be expected or assigned to work more than forty hours in a given week if necessary to complete the responsibilities of the department. They are not eligible to receive overtime pay or compensatory time. However, for special circumstances the supervisor may allow for a temporary schedule adjustment.

(F) Sick leave. Sick leave with pay is a benefit available during absence due to personal routine medical care, illness, injury, or exposure to contagious disease; for the illness or medical attention of a member of the immediate family; death of a member of the immediate family. The immediate family, for the purpose of bereavement leave, includes mother, father, brother, sister, spouse, daughter, son, mother-in-law, father-in-law, brother-in-law, sister-in-law, daughter-in-law, son-in-law, grandparent, grandchild, registered same-sex domestic partner, dependents of a registered same-sex domestic partner, legal guardian, stepparent, stepchild or other person who stands in place of a parent.

(1) Bereavement leave. Up to five days of accumulated sick leave may be used for bereavement in the event of the death of a member of the immediate family.

(2) Accrual and utilization. The provisions for normal accrual and utilization of sick leave benefits are:

(a) Accrual. Sick leave credit will accumulate, based on semimonthly and biweekly pay groups respectively, at the rate of one point twenty five days or ten hours for each month of service or four point six hours per eighty hours of service without limit, including periods of vacation and sick and other paid leave. Staff on less than full-time appointments shall receive sick leave credits proportionate to the percentage of time or hours worked.

(b) Approval of sick leave requests. For planned absences, the staff member must notify the appropriate supervisor and gain prior approval. For unplanned absences, sick leave may be taken with the approval of the appropriate supervisor as soon as practicable, presumably on the first day of absence. In the absence of such notification and approval, time may be charged to vacation leave or unauthorized absence with an appropriate pay adjustment. The university reserves the right to require proper evidence of illness in cases of planned and unplanned absence and prolonged or repeated absence.

(c) Transfer of sick credit from other public or state employers. If a staff member transfers from one department of the university to another or from the university to another Ohio public agency, or from another state of Ohio agency to Cleveland state university, accumulated sick leave credits will transfer insofar as is allowed by law. The former employer of the staff member transferring credits from another state of Ohio agency or public employer must furnish proof to the university, in writing, of sick leave credits.

(d) Exhaustion of paid sick leave. If the absence due to the staff member's illness or injury or immediate family member extends beyond the availability of accrued sick leave, the staff member may request the use of accrued vacation leave and compensatory time.

(3) Requests for unpaid absence. Professional staff members not eligible for family and medical leave and who do not have available accrued sick leave, vacation leave or compensatory time, may request an unpaid leave due to personal illness, injury or disability; or illness or injury of the immediate family, up to three months in length. Such leaves must be approved by the department of human resources.

(4) Payout upon retirement or disability. Professional staff members who, at the time of disability or service retirement, have ten or more years of service to the state of Ohio shall be compensated in an amount not to exceed one-fourth the value of accrued but unused sick leave credit up to two hundred forty hours based on their rate of compensation at the time of retirement.

(5) Payout upon death. In the event of death, the university shall pay out one-fourth the value of accrued but unused sick leave credit up to two hundred forty hours based on the staff member's rate of compensation at the time of death.

(6) Maximum payout and cancellation of credit. Payment for sick leave under this rule eliminates all sick leave credit of the staff member at the time of retirement, disability or death. Payment shall be made only once to any staff member. The maximum sick leave payout upon retirement, disability or death shall be two hundred forty hours.

(G) Reporting procedures. Utilization of time should be reported in accordance with the university's payroll procedures.

(H) Annual military reserve duty. Professional staff members who participate in military reserve programs are entitled to leaves of absence for a period not to exceed thirty one days per calendar year. Staff members may receive pay for no more than one hundred seventy six hours of military reserve duty leave in a calendar year.

(I) Court leave. Leave with pay is granted when a professional staff member is called for jury duty or is subpoenaed to testify as a witness before any court or governmental hearing body. Service as an expert witness shall be considered to be in the same category as consulting and will be subject to the limitations thereon specified in rule 3344-61-13 of the Administrative Code.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-13

(A) Request for approval. The university recognizes the value for its personnel, for the university, and for the community of the many types of consulting and other external employment experiences that enhance the professional competency of individual staff members and bring credit to those staff members and the university. As a result, external service, that may render valuable services to business, industry, government, and the professions are permitted with appropriate approval.

(B) Written permission. Professional staff members who render professional counsel or services that fulfills a responsibility of the university to the community at large and provide valuable professional experience to the professional staff member may do so only with prior written permission and the approval of the staff member's supervisor and of the appropriate vice president or the provost. Such approval shall be forwarded to the department of human resources to be placed in the staff member's personnel file.

(C) Conflict with university responsibilities. No professional staff member shall be permitted, without prior supervisory approval, to undertake any extramural employment during scheduled hours of employment or shall undertake any employment that shall interfere with the reasonable demands of their job at the university.

(D) Use of university resources. Under no circumstances shall the professional staff member use the name, symbol, or address of Cleveland state university in any extramural employment agreement. University staff, facilities, equipment, and materials may be used for such purposes only with the express written consent of the university and according to explicit terms for reimbursement.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-10 Leaves of absence without pay.

(A) Professional staff members may apply for the following leaves of absence without pay. Requests for leave without pay for illness are subject to medical verification. Certain university benefits may continue during a period of leave without pay that is not covered by the Family Medical Leave Act consistent with the provisions of the consolidated omnibus budget reconciliation act of 1986 (COBRA) provided that the professional staff member on leave makes timely premium payments.

Medical leave. Professional staff who are injured, physically incapacitated, or unable to work for other reasons of a medical nature may apply for and shall be granted an unpaid medical leave of absence the duration of which is based on medical necessity as determined by the university's leave administrator. The university shall require proof of illness or injury. Medical leave may not exceed six months inclusive of medical leave protected by the Family and Medical Leave Act.

(B) Disability. If disability due to illness or injury is expected to extend beyond three months, the staff member may apply for disability benefit through the university's disability administrator and state retirement systems.

(C) Family and medical leave. The university complies with the requirements of the Family Medical Leave Act. The university retains the right to implement regulatory technical corrections as necessary to comply with the law.

(D) The Family Medical Leave Act provides eligible staff members with up to twelve weeks (four hundred eighty hours) of unpaid leave for certain family and medical reasons. After accrued sick leave, vacation leave and compensatory time are exhausted, the balance of the twelve week FMLA leave period shall be unpaid.

(E) Extended leave of absence. Professional staff may request additional leave of absence to continue leave beyond the twelve week FMLA leave period not to exceed six months from the date sick leave is exhausted or medical leave period as conditions or obligations related to personal or family illness or injury, child care after birth, or placements for adoption.

(F) Applications for leaves described in this rule must be requested from the department of human resources. Completed applications must be approved by the supervisor, unit head, vice president or provost and returned to the department of human resources. Leave may be granted at the discretion of the assistant vice president department of human resources or designee.

(G) Special leaves. Leave without pay may be granted in extraordinary circumstances for study, research, election or appointment to public office, or for other personal or professional reasons subject to appropriate approvals. The board of trustees upon recommendation of the president has the authority to grant special leaves without pay. Applications must have recommendation for approval from supervisor, unit head, assistant vice president of human resources, and vice president or provost, prior to being submitted to the president.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-11 Educational assistance benefit for employees and their qualified dependents.

(A) Overview

(1) Cleveland state university understands that investing in employee learning and development benefits both the employee and the university. Learning and development opportunities attract new talent, retain existing employees, boost employee engagement and job satisfaction, develop leaders and promote a value-based campus culture.

(2) In addition to investing in our employees, Cleveland state university also supports investing in employees' eligible dependents.

(B) Eligibility

(1) Both full- and part-time employees are eligible for educational assistance.

(a) Full-time employee. For purposes of this policy, a full-time employee is defined as an employee in a regular or funds available position who is regularly scheduled to work forty hours per week.

(b) Part-time employee. For purposes of this policy, a part-time employee is defined as an employee in a regular or funds available position who is regularly scheduled to work twenty or more, but less than forty hours a week.

(c) Both full- and part-time employees are eligible for educational assistance the semester following their hire date.

(2) Employee eligible dependents. Both full- and part-time employees' dependents are eligible for educational assistance.

(a) Dependent. For purposes of this policy, dependent is defined as an employee's legal spouse and an employee or spouse's natural or adopted children who are age twenty-six or younger.

(b) Employees' eligible dependents are eligible for educational assistance the semester following the employees' completion of twelve months of continuous service.

(C) Educational assistance benefit overview for full- and part-time employees.

(1) The university shall cover one hundred per cent of the in-state portion of all instructional and general fees up to eight credit hours of undergraduate or graduate courses per semester or for continuing education courses up to the equivalent cost of eight undergraduate credit hours per semester, for courses offered by CSU. The executive MBA and accelerated MBA programs are reimbursed at the normal graduate rate.

(2) Maximum benefit. There is no lifetime maximum benefit for eligible employees. Eligible employees are limited to educational assistance benefits for up to eight undergraduate or graduate credit hours per semester, or the equivalent of the cost of eight standard undergraduate credit hours for continuing education programs per semester.

(D) Educational assistance benefit overview for employee's eligible dependents.

(1) Educational assistance benefit overview for full-time employees' eligible dependents. The university shall cover one hundred per cent of the in-state portion of all instructional and general fees for undergraduate courses and fifty per cent of all instructional and general fees charged for graduate and professional courses. Continuing education courses are excluded from coverage under this benefit.

(2) Educational assistance benefit overview for part-time employees' eligible dependents. The university shall cover seventy-five per cent of the in-state portion of all instructional and general fees for undergraduate students and fifty per cent of all instructional and general fees charged for graduate and professional students. Continuing education courses are excluded from coverage under this benefit.

(3) Educational assistance benefits are available to each eligible dependent for the lesser of one hundred forty-four semester credit hours including undergraduate and graduate credits or two academic degrees. Determination of the maximum benefit limit of one hundred forty-four semester credit hours or two academic degrees shall be made by the registrar based on credit hours attempted.

(4) Eligibility for an ex-spouse of an eligible employee is continued for a period up to two years from the date of the divorce if the employee remains continuously employed at Cleveland state university and the benefit limit has not been reached. Benefits shall be determined based on the employee's then-current status in an active full-time or part-time position.

(E) Changes in employment status.

(1) Retirement of an eligible employee. Eligible employees and dependents of eligible employees who have at least ten years of continuous service at Cleveland state university and retire under an Ohio pension program (i.e., OPERS or STRS) or are age sixty and retire under the alternative retirement program (ARP) at the time of separation from Cleveland state university will remain eligible for educational assistance benefits regardless of registration status at the time of the employee's retirement.

(2) Permanent disability of an eligible employee. Eligible employees and dependents of eligible employees who become permanently disabled who have at least ten years of continuous service at Cleveland state university will remain eligible for educational assistance benefits regardless of registration status at the time of the employee's disability. An employee will be considered permanently disabled if they apply for and are approved for disability benefits under the social security administration.

(3) Death of an eligible employee. Eligible dependents remain eligible for educational assistance benefits regardless of registration status at the time of the employee's death. In the event of death of an eligible employee who is a single parent, the deceased employee's eligible dependent remains eligible to age twenty-three.

(4) Extended military leave of absence of an eligible employee. In the event of an eligible employee's extended military leave of absence due to a call to active duty by an act of congress or the president of the United States, eligible dependent(s) of the employee shall retain eligibility to receive educational assistance benefits during the entire duration of the approved military leave.

(5) Reduction of hours and unpaid leaves of absence. If an appointment is continued at less than full-time or part-time 0.50 FTE, or if a leave of absence without pay is granted, eligible employees and dependents of eligible employees remain eligible for educational assistance benefits regardless of registration status at the time of the employee's status change for two full semesters following the date of the change in status and eligibility at the time.

(6) Layoff of an eligible employee. If an appointment of an eligible employee is terminated because of a reduction in workforce (i.e., layoff), eligible employees and their dependents remain eligible for educational assistance benefits for two full semesters immediately following layoff. Eligible employees and dependents of eligible employees must have attended Cleveland state university during the last two academic semesters immediately preceding layoff to be eligible. If the eligible employee is recalled, eligible employees and their eligible dependents are immediately eligible for educational assistance benefits if the employee was eligible when the layoff occurred.

(7) Termination of employment. Eligible employees and dependents of eligible employees who terminate from active employment with the university for any reason not cited within this policy are not eligible for educational assistance benefits. If an employee terminates in the middle of a semester, they will be responsible for paying the full cost, including fees appearing on the fee statement.

(F) Complete educational assistance benefits guidelines and applications may be obtained from the department of human resources.

Last updated April 15, 2025 at 7:53 AM

History

• Effective: April 12, 2025
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-14 Candidacy for public office.

A professional staff member may run for public office under the following conditions:

(A) Notice requirement. The staff member shall submit a full statement of any proposed campaign activities and of the responsibilities of the office to the staff member's immediate supervisor.

(B) Employment status. When, in the judgment of the university, those activities and responsibilities will conflict with the staff member's professional obligations, a written application for reduced levels of employment and compensation, or for special leave without pay, will be submitted to the vice president of business affairs and finance or the provost at least ninety days before the assumption of said activities. The Cleveland state university board of trustees shall consider and vote upon such a request.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-15 Conflict of interest.

No professional staff member shall have any unlawful interest in a public contract prohibited by section 2921.42 of the Revised Code.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-17 Associate of the university status.

(A) Qualifications. Appointment to associate of the university status may be granted to distinguished retiring professional staff members, exclusive of those eligible for emeriti faculty rank, pursuant to the procedures set forth in this rule. Associate of the university status will be granted only with a showing of exceptional service to the university.

(B) Procedures for appointment/nomination. Any member of the university community may make nominations/applications. Appointment is contingent upon the following criteria:

(1) Nominations/applications are submitted to the university's assistant vice president for human resources. The assistant vice president may request additional supporting materials and information.

(2) If the assistant vice president for human resources concurs that associate of the university status be granted, the assistant vice president shall forward the recommendation to the president, who shall recommend to the board of trustees all nominees whom the president deems acceptable.

(C) Privileges. Associates of the university will be issued a current identification card and will be entitled to listings in the Cleveland state university bulletin and telephone directory, mailings of appropriate materials, use of such university facilities at staff rates where applicable, university e-mail account, internet access and such other privileges as the president may designate.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-18 Recommendations to prospective employers.

In cases where prospective employers request official recommendations from the university (either oral or in writing or both) regarding current or former professional staff of the university, only the president and the assistant vice president for human resources or designee are authorized to respond to such requests.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-19 Severability.

If any rule, section, paragraph, subdivision, clause, sentence or phrase of this chapter will for any reason be held illegal or unenforceable, such decision will not affect the validity of the remaining portions of the chapter. If any provision of this chapter contains ambiguity, which may be construed as either valid or invalid, the valid construction will prevail.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-61-20 Review of personnel policies.

(A) Individuals, departments, units, committees or campus organizations interested in matters concerning professional staff may submit recommendations for revision of these policies in writing to the assistant vice president for human resources for review and possible action.

(B) The assistant vice president for human resources may direct that an overall review of these personnel policies be undertaken periodically, but at least every three years.

History

• Effective: July 1, 2015
• Promulgated Under: 111.15

Chapter 3344-62 University Librarians Personnel Policies

Ohio Adm.Code 3344-62-01 University librarians' personnel policies.

The librarians' personnel policies apply to all librarians as defined in paragraph (A) of this rule.

(A) Definitions

The following are definitions of key words and phrases used in this document.

(1) "Librarians"

All persons who have been granted full-time appointments in the university library by the board of trustees to any librarian rank as described in paragraph (N) of rule 3344-62-03 of the Administrative Code.

(2) "Bargaining unit librarians"

Librarians who are represented by the SEIU, district 1199. As indicated in this rule in the relevant paragraphs, the bargaining unit librarians are covered by the provisions of the union contracts for those areas included in the SEIU labor agreements.

(3) "Administrative librarians"

Librarians who hold management or confidential positions and are not represented by the SEIU, district 1199.

(4) "Director of the university library"

The director of the university library is the administrative officer of the university library and reports to the provost.

(5) "Appointment"

The original admission to librarian rank and status at Cleveland state university achieved by appropriate action of the board of trustees. An appointment is in effect throughout a librarian's continuous service in the university.

(6) "Librarians' meetings"

One of the mechanisms through which the librarians as a professional group discuss academic and professional matters relating to librarianship and the university library, maintain currency on university library affairs, and participate in the decision-making processes of the library.

(7) "Personnel action"

Any decision or recommendation made by a person or persons with authority under the rules of the university and the SEIU district 1199 union in respect to librarian appointment, dismissal or continuance of appointment, evaluation, or promotion.

(8) "Personnel action committees (PACS)"

The mechanism through which the librarians participate in personnel actions by making recommendations to the director of the university library. The various types of personnel actions may be performed by one or several standing or ad hoc committees as the librarians shall determine.

(9) "Librarian review committee (LRC)"

A committee elected by faculty senate to consist of two administrative librarians from the two highest librarian ranks and three tenured faculty members from three different colleges, not including the college of law. The LRC deals with appeals by administrative librarians concerning denial of promotion pursuant to paragraph (L) of rule 3344-62-03 of the Administrative Code and dismissal proceedings pursuant to rule 3344-62-08 of the Administrative Code.

History

• Effective: May 28, 1982
• Promulgated Under: 111.15

Ohio Adm.Code 3344-62-03

(A) When there is a vacancy to fill in a librarian position it is the responsibility of the director of the university library and the librarians to work together to consider how the vacancy might best be used to advance the mission of the Library. They shall also examine the qualifications appropriate for the position, the type of search (local, regional, national) required, and the appropriate salary range for the position. After these discussions, the director is responsible for creating a job description and receiving authorization from the university to begin the search. The personnel action committee for searches (PAC-S) shall then be elected. At the first meeting, the director and the PAC-S shall review strategies for a successful search. If during the process of the search, the director or the PAC-S has major concerns over the progress of the search, the pool of candidates, or the qualifications of the candidates, there may be additional meetings of the director and the PAC-S before the committee begins to deliberate on its recommendation.

(B) Recommendations for appointments and promotions shall be made to the president and then to the board of trustees, and shall be accompanied by the academic and personal qualifications of nominees, including relevant biographical data, evidence of professional degrees and honors, a statement of professional achievements, and recommendations from at least three responsible academic or professional sources.

(C) Procedures for appointment to all librarian ranks

These procedures shall be followed for appointment to librarian ranks:

(1) The personnel action committee for searches (PAC-S) serves as the personnel action committee in all matters pertaining to the selection and appointment of personnel to all permanent librarian positions except for the directorship.

(D) Membership:

(1) The PAC-S shall consist of four librarians.

(2) At least one librarian shall be from the highest two librarian ranks.

(3) There shall be at least one bargaining unit and one administrative librarian on each PAC-S.

(4) The administrator of the unit in which the vacancy occurs shall be a member of the committee, unless this person is the director of the university library.

(5) One person, not a librarian, from the university library or university faculty or staff shall be elected as a voting member.

(6) The director of the university library is ineligible to serve.

(E) Election:

(1) The PAC-S shall be elected by the librarians at the time a vacancy is to be filled.

(2) There will be a separate PAC-S for each search.

(3) The members of the PAC-S shall elect their chair.

(F) Functions and procedures:

(1) The PAC-S shall base searches on the position description for the vacancy as written by the library administration. The director of the university library shall consult the viewpoints of the librarians at a meeting on the appropriateness of the position description.

(2) The PAC-S shall conduct searches in accordance with the applicable librarian personnel policies, university policies, the SEIU district 1199 contract, and affirmative action guidelines.

(3) The PAC-S shall invite comments and evaluations of the candidates from all interested parties before determining its recommendation.

(4) The librarian members of PAC-S shall constitute a personnel action committee for the purpose of recommending a librarian rank and salary for each candidate that the PAC-S recommends to fill the vacant position.

(5) The PAC-S shall present its recommendations for the vacancy, including rank and salary, to the librarians for approval. A special meeting may be scheduled for this purpose. This meeting is an occasion for the librarians and the director of the university library to discuss the recommendation. Possible actions by the librarians might include stating reservations or objections, offering amendments, accepting, rejecting or returning the recommendation to the PAC-S.

(6) The recommendation(s) as approved by the librarians shall be submitted to the director of the university library.

(7) Searches for temporary librarians do not require a PAC-S. The director of the university library appoints search committees for such positions.

(8) If the director of the university library and the PAC-S are in agreement concerning the search, the director shall forward the name of the recommended candidate, including a recommended salary and rank, to the provost. If there is a disagreement over salary or rank, both recommendations shall be submitted to the provost for the provost's determination. If the director of the university library and the PAC-S are unable to agree on an appointment recommendation, both recommendations shall be submitted to the provost. In such case, the provost or representative shall meet with the director of the university library and the PACS to pursue a mutually agreed solution. If the provost decides to recommend the appointment of a candidate that the PAC-S does not support, the provost shall state the reasons to the PAC-S. Before a disagreement is forwarded to the provost, an additional meeting shall be called by the director of the university library to seek agreement with the librarians.

(9) The director of the university library may make reasonable adjustments to the recommended salary in negotiating with candidates. The final salary shall be reported to the librarians.

(10) The name of each candidate proposed by the provost shall be forwarded to the president, accompanied by statements from the appropriate PAC-S, the director of the university library, and the provost.

(11) From such candidates, the president shall recommend to the board of trustees those acceptable for appointment.

(G) Procedures for promotion in rank

These policies provide ranks for librarians appropriate to their education, skill, performance, and level of responsibility. The purpose of ranks is to ensure recognition of merit and to provide advancement when warranted. The personnel action committee for promotion (PAC-P) shall be responsible for making recommendations on candidates applying for promotion.

(H) Membership:

(1) There shall be a separate PAC-P for each candidate applying for promotion.

(2) Each PAC-P shall consist of three librarians.

(3) Only librarians shall serve on a PAC-P.

(4) A majority of members of each PAC-P shall be of the same or higher rank as the rank requested by the candidate.

(5) Each PAC-P shall include both administrative and bargaining unit librarians.

(6) Each university library PAC-P shall be composed of two members from the university library and one from the Cleveland-marshall college of law library.

(7) The direct supervisors of the candidate for promotion shall not be eligible to serve on the PAC-P considering that candidate.

(8) The director of the university library is not eligible to serve on a PAC-P.

(I) Election:

(1) A PAC-P shall be established only when there are candidates seeking promotion.

(2) The university library shall elect its two members first.

(3) After the university library elects two PAC-P members, the director of the university library shall request from the law library director that the third member of the PAC-P be elected from among the law librarians. The director of the university library shall specify to the law library director the rank and bargaining unit status of the PAC-P member to be elected by the law library so that the membership of the entire PAC-P shall meet the criteria specified in paragraph (H) of this rule.

(4) The PAC-P members shall be elected from the eligible librarians.

(5) In the event of conflict of interest or schedule conflicts due to vacation or sick leave, an alternate shall be elected.

(6) Upon election, the members of the PAC-P shall elect a chair and receive the promotion dossier with supporting materials from the director of the university library.

(7) In the event that there are no eligible candidates from the law library who are able to serve, the balance of the PAC-P members shall be elected from the university library.

(J) Recommendations:

(1) The PAC-P shall receive the candidate's promotion dossier with supporting material from the director of the university library after the election of the PAC-P. Each candidate's dossier shall include a resume, self-evaluation, and administrative evaluations. Letters of reference are optional. Other supporting documentation may be included.

(2) The PAC-P shall review the candidate's promotion dossier and supporting material and make a decision by majority vote to recommend promotion or not. The PAC-P may request additional letters of reference or supporting documentation. The PAC-P's recommendation with rationale shall be forwarded to the director of the university library for evaluation. A minority opinion with rationale may also be provided.

(3) The director of the university library shall forward the promotion dossier with supporting materials, the PAC-P's recommendation and rationale, and recommendation and rationale to the provost.

(4) If the director of the university library and the PAC-P are not in agreement, the recommendations are submitted to the provost for the provost's determination. In such case, the provost or representative shall meet with the director of the university library and PAC-P to pursue a mutually agreed solution. If the provost decides the promotion request in a manner not supported by the PAC-P, the provost shall state the reasons to the committee. In the case of a decision by the provost resulting in no promotion, the provost shall provide in writing, a rational for this denial to the director of the university library.

(5) Copies of the recommendations with rationales shall be supplied to the candidate at every step of the procedure.

(6) Candidates for promotion may withdraw their application at any step in the procedure.

(K) Timeline:

(1) By October first: Notification by candidates of their application for promotion to the director of the university library. A promotion dossier with supporting materials shall accompany notification.

(2) By October eighth: Election of PAC-Ps.

(3) By October fifteenth: Election of PAC-P chairs by PAC-P members.

(4) By October sixteenth: The director of the university library shall submit promotion dossiers with supporting material to PAC-P chairs.

(5) By October twentieth: Each PAC-P will begin review of candidates' applications for promotion.

(6) By December first: Each PAC-P will forward recommendations with rationales to the director of the university library.

(7) By January twenty-fifth: The director of the university library shall forward recommendations with rationales and dossiers to the provost.

(8) By February fifteenth: Provost shall forward recommendations to university president. From candidates who have been reviewed in accordance with the procedures outlined above, the president shall subsequently recommend to the board of trustees acceptable candidates for promotion.

(9) By April fifteenth: Appropriate administrative officials shall notify the candidates of the final decision with respect to promotion.

(10) Should any of the above dates in a given year fall on a university holiday, emergency closure, or a weekend, the due date shall be the next immediate business day.

(L) Grievance and disagreements:

(1) For bargaining unit librarians:

(a) Within ten working days of receipt of the final decision, the candidate for promotion may initiate at Step three the CSU/SEIU district 1199 grievance procedure (article eight) on the basis that the denial of promotion was demonstrably arbitrary, discriminatory, and capricious or in violation of procedures established in the CSU/SEIU district 1199 agreement.

(2) For administrative librarians:

(a) Within ten working days of receipt of the final decision, the candidate for promotion may request a hearing from the librarians review committee on the basis that the denial of promotion was demonstrably arbitrary, discriminatory, capricious, or in violation of established standards for promotion, or in violation of academic freedom.

(M) Qualifications for librarian ranks

(1) Appointment to or promotion within librarian ranks shall be on the basis of merit and without regard to race, color, religion, national origin, sex, age, sexual orientation, handicap or disability, employee organization, veteran status or political organization. Librarians are expected to perform according to the highest standards of ethics and responsibility. The primary mission of librarians includes the selection, organization, management, and provision of information resources and services, as well as performing research and providing instruction on the use of these resources. Assignments also include the management of human, fiscal, and technological resources. Duties assigned to each librarian are found in individual position descriptions. Good performance of these assigned duties is the threshold for promotion. In addition, each librarian is expected to participate in a combination of scholarly, professional, and service activities of the librarian's choice. The cumulative effect of the performance of assigned duties and of scholarly, professional and service activities shall be used to develop the recommendation of the PAC-P.

(a) Assigned duties may include:

(i) Collection development and management

(ii) Reference & information service and research support

(iii) Cataloging, database management, and organization of information resources

(iv) Instruction on library use, resources, and research

(v) Management of library units/activities and supervision of personnel

(vi) Contributions to library planning and decision-making

(vii) Application of current advances in librarianship and information technology

(viii) Library systems, hardware, software and information technology

(ix) Liaison activities with individual faculty or assigned departments

(2) Scholarly, professional, and service activities may include:

(a) Academic coursework and degrees

(b) Awards/honors

(c) Attendance at conferences and workshops

(d) Participation in professional organizations

(e) Consultantships

(f) University service

(g) Publications

(h) Community service

(i) Presentations

(j) Mentoring of colleagues

(k) Teaching

(N) Librarian ranks

(1) Assistant librarian

Assistant librarian is an entry-level rank. An assistant librarian is appointed to this rank upon evidence that they holds a master's degree in library science from a school accredited by the American library association or its equivalent, exhibits good promise as a librarian, and potential for achievement in scholarly, professional, or service activities.

(2) Senior assistant librarian

Appointment or promotion to the rank of senior assistant librarian shall be based on evidence of full competence in performing assigned duties. The librarian shall have demonstrated an exploration of scholarly, professional, or service activities and the ability to incorporate these activities into the work experience to enrich performance. Librarians shall normally have at least two years of professional experience before being appointed or promoted to this rank.

(3) Associate librarian

Appointment or promotion to the rank of associate librarian shall be based on superior performance of assigned duties. The librarian shall have a record of significant participation in scholarly, professional or service activities and shall have demonstrated the ability to incorporate these activities into the work experience. Librarians shall normally have at least five years of professional experience before being appointed or promoted to this rank.

(4) Librarian

Appointment or promotion to the rank of librarian shall be based on evidence of sustained excellence in the performance of assigned duties. The librarian shall have a record of significant contribution in scholarly, professional or service activities such that the cumulative effect of these contributions shall reflect a leadership role at the regional or national level. Librarians shall normally have at least eight years of professional experience before being appointed or promoted to this rank.

(5) Director of the university library

(a) Duties

(i) The director of the university library:

(ii) Shall have general administrative responsibility for the program and budget of the university library, subject to approval by the provost;

(iii) Shall recommend through the provost to the president all appointments, promotions, salary adjustments, dismissals, and other personnel actions with regard to librarians;

(iv) Shall encourage and promote morale, the highest standards of professionalism, scholarship, and professional achievement within the university library;

(v) Shall annually discuss with each librarian the objectives and achievements of that librarian with respect to the standards stated in paragraph (M) of this rule;

(vi) Shall cultivate democratic management by sharing information on all matters of library interest with all librarians at regularly scheduled librarians' meetings, and by consulting their viewpoints on all significant actions; and

(vii) Shall be assisted in the performance of the director's responsibilities by an advisory committee.

(O) Method of selection

(1) The search committee shall consist of four librarians at the highest two ranks (to the extent possible) elected by the librarians, and three members of the university faculty appointed by the provost. A non-voting student member should then be added. The search committee may request the services of one or more consultants. The committee shall solicit recommendations and interview candidates. The committee shall recommend to the provost and the president the names of individuals considered acceptable for appointment.

(2) Librarian rank for the director of the university library

On appointment, the director of the university library shall receive the rank of librarian or associate librarian. Only candidates that meet the qualifications of these ranks shall be appointed. The librarian members of the search committee for director shall form an ad hoc PAC to recommend a rank to the provost. The PAC will base its recommendation on the qualifications for librarian ranks outlined paragraph (M) of this rule.

(P) Appointment of acting director of the university library

The appointment of an acting director shall be made by the Provost after consultation with the academic steering committee of the faculty senate and an ad hoc personnel action committee (PAC-A) elected by the librarians. The PAC-A shall have three members with at least one bargaining unit librarian and one administrative librarian.

(Q) Review and continuance of the director of the university library

Evaluation of the director of the university library is the responsibility of the provost. Objectives against which the director shall be evaluated shall be developed by an ad hoc personnel action committee (PAC-E) elected by the librarians. It shall have three members with at least one bargaining unit librarian and one administrative librarian. The objectives shall have the approval of the provost and the library committee of the faculty senate.

(R) Forms for the evaluation shall be developed by the PAC-E with the approval of the provost. Formal evaluation shall be conducted every three years.

(S) Forms shall be distributed to the librarians. All evaluations shall be received by the provost. The provost shall consult with the library committee of the faculty senate and other faculty members as the provost considers appropriate. The director of the university library may be removed from office at the end of a contract year by the president of the university. If after three successive negative evaluations the president chooses not to remove the director from office, the president shall discuss this decision with the PAC-E.

(T) For the purposes of this section, a negative evaluation requires an absolute majority of the librarians voting "unsatisfactory."

History

• Effective: May 28, 1982
• Promulgated Under: 111.15

Ohio Adm.Code 3344-62-08

Dismissal is an action that results in the ending of university employment of a librarian. It is clearly differentiated from layoff described in rule 3344-62-05 of the Administrative Code.

(A) For bargaining unit librarians:

Bargaining unit librarians are covered by articles eight and nine of the CSU/SEIU, district 1199 agreement. There is also a probationary period, article ten, for bargaining unit librarians.

(B) For administrative librarians:

Dismissal of an administrative librarian may be effected only according to procedures set forth in paragraph (B)(2) of this rule and only for reasons set forth in paragraph (B)(1) of this rule or a relevant provision of the Revised Code.

(1) Causes of dismissal based on charges

(a) Professional incompetence

(b) Substantial, willful and persistent neglect, without justification or excuse, of an essential institutional duty, validly prescribed by the university

(c) Conviction of a crime involving moral turpitude

(d) Proscribed behavior under paragraph (A)(1) of rule 3344-62-06 of the Administrative Code

(e) Fraudulent credentials

(2) Dismissal procedures

(a) Dismissal procedures against a librarian shall be initiated by notification by registered mail of intent to dismiss with supporting reasons sent to the librarian by the university president's delegate, hereinafter, referred to as the administration.

(b) The affected librarian shall have the right to appeal the intended dismissal before a formal hearing committee. The committee for this appeal shall be the librarian review committee (LRC) that shall be created in the event that a case arises. Such a request for appeal shall be made in writing to the administration by the affected librarian within ten working days after notification of intent to dismiss.

(c) If the librarian does request a hearing, the librarian shall respond to the reasons stated for the intended dismissal in writing within ten working days after making the request for the hearing or the right to a hearing is waived.

(d) If the librarian does request a hearing, the LRC, in consultation with the administration and the librarian, will exercise its judgment as to whether the hearing should be public or private.

(e) During the proceedings the librarian shall be permitted to have an adviser of the librarian's own choice.

(f) The burden of proof that adequate cause exists rests with the university and shall be satisfied by a preponderance of the evidence in the record considered as a whole.

(g) The LRC may grant adjournments to enable either party to investigate evidence to which a valid claim of surprise is made.

(h) The LRC shall have access to all documentation and witnesses that will be of benefit to it in formulating its recommendation.

(i) The librarian will be afforded the opportunity to obtain necessary witnesses and documentary or other evidence, and the administration will, insofar as it is possible with due regard for confidentiality and privileged information, secure the cooperation of such witnesses and make available necessary documents and other evidence within its control.

(j) The librarian and the administration shall have the right to confront and cross-examine all witnesses insofar as possible. Where a witness cannot or will not appear, and the LRC determines that the interests of justice require admission of the witnesses statement, the committee will identify the witness and disclose the witnesses statement.

(k) In the hearing of an appeal of intended dismissal for professional incompetence, the testimony may include that of qualified librarians from the university or other libraries.

(l) The LRC will not be bound by the jury trial rules of evidence and may admit any evidence that is of probative value in determining the issues involved. Every possible effort will be made to obtain the most reliable evidence available.

(m) The LRC's findings of fact and decision shall be based solely on the hearing record.

(n) Except for such simple announcements as may be required covering the time of the hearing and similar matters, public statements and publicity about the case by either the librarian or the administration will be avoided as far as possible until the proceedings have been completed.

(o) The administration and the librarian shall be notified of the decision in writing.

(p) If the LRC concludes that adequate cause for dismissal has not been established by the evidence in the record, it will so report to the administration. If the LRC concludes that dismissal is not appropriate in a particular case, it may recommend a lesser penalty to the administration with supporting reasons. If the administration rejects the report, it will state the reasons for doing so, in writing, to the LRC and to the librarian and provide an opportunity for response.

(q) Until the final decision upon dismissal has been reached, the librarian may be suspended or assigned to other duties in lieu of suspension, if no immediate harm to the librarian or others is threatened by the continuance of service, and the librarian is able to render effective service during the duration of the proceedings. Salary will continue during a period of suspension.

History

• Effective: May 28, 1982
• Promulgated Under: 111.15

Ohio Adm.Code 3344-62-02 Librarians' meetings.

(A) The librarians shall meet monthly at a regular day and time. Scheduled meetings may be cancelled or postponed by the chair with the agreement of the librarians.

(B) Special meetings may be called by the chair or whenever one-fourth of the librarians request such a meeting.

(C) Meetings shall be conducted informally in accordance with generally accepted parliamentary practice. In case of any disagreement, any librarian may move the use of "Robert's Rules of Order." If this request is approved by a majority of the librarians present, they shall be used for the determination of the matter under consideration.

(D) The chair shall be the director of the university library.

(E) A secretary shall be elected to provide agendas before meetings and to keep and distribute the minutes of the meetings.

History

• Effective: September 28, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-62-04 Review.

(A) Regular review of librarians

Each librarian shall be given a regular annual review by the personnel action committee for peer review (PAC-PR) and the director to determine if the librarian is making satisfactory progress.

(B) Personnel action committee for peer review (PAC-PR)

The PAC-PR shall be responsible for making recommendations on the performance of all librarians under review.

(1) Membership:

(a) The PAC-PR shall consist of four librarians.

(b) Two members of the PAC-PR must be at the highest two librarian ranks.

(c) When bargaining unit librarians are reviewed, two members of the PAC-PR shall be bargaining unit members and one member shall be an administrative librarian.

(d) When administrative librarians are reviewed, two members of the PAC-PR shall be administrative librarians and one member shall be a bargaining unit librarian.

(e) The administrative supervisor of the librarian under review shall not be eligible to serve on the PAC-PR reviewing that librarian.

(f) The director of the university library shall not be eligible to serve on the PAC-PR.

(2) Election:

(a) The PAC-PR shall be elected annually at a meeting of the librarians.

(b) The librarians shall first elect one bargaining unit librarian and one administrative librarian who shall participate in the PAC-PR review of all librarians. These members shall be from the highest two librarian ranks.

(c) The librarians shall then elect one administrative librarian and one bargaining unit librarian who shall rotate in service on the PAC-PR in compliance with paragraphs (B)(1)(c) and (B)(1)(d) of this rule.

(d) In the event that one of the elected members of the PAC-PR is the administrative supervisor of a librarian under review, an alternate administrative librarian shall be elected for the purpose of substituting for the administrative supervisor for the review of that librarian.

(3) Procedure:

(a) The associate director of the university library shall annually send the PAC-PR:

(i) Statements of accomplishments prepared by the librarians under review

(ii) Final draft evaluations prepared by the librarians' administrative supervisor

(iii) Assigned goals for each librarian

(b) If, in the PAC-PR's judgment, the written documentation is incomplete or inadequate to enable the PAC-PR to reach a clear recommendation, the PAC-PR shall solicit additional information through the associate director.

(c) After the PAC-PR reviews all the dossiers, including the librarians' statements of accomplishments and the evaluators' ratings and remarks, the PAC-PR shall make its recommendations regarding each librarian's annual performance to the director of the university library. The PAC-PR's recommendation becomes part of the evaluation documentation given to each librarian.

(4) Recommendation:

(a) The PAC-PR's recommendations shall be based upon established standards.

(b) The PAC-PR may make recommendations on a librarian's performance of specific assignments, goals, or personal attributes when it wishes to highlight the performance of these matters or when its findings differ from those of the supervisor.

(c) The PAC-PR shall make a summary recommendation for each librarian reviewed.

(d) If the recommendation of the PAC-PR and the administrative supervisor vary considerably for any librarian, the director of the university library shall write a final summary evaluative statement. This statement shall be given to the librarian under evaluation, the PAC-PR, and the administrative supervisor.

(5) Librarian's comment:

A librarian may make a written response to the PAC-PR's recommendation that shall become part of the evaluation documentation.

History

• Effective: May 28, 1982
• Promulgated Under: 111.15

Ohio Adm.Code 3344-62-05 Layoff based upon financial exigency or university reorganization.

(A) For bargaining unit librarians: see, "Layoff, Bumping, Recall," article twenty-eight of the SEIU district 1199 contract.

(B) For administrative librarians:

(1) Layoff may be effected in case of financial exigency or academic reorganization. Librarians affected shall be given notice as soon as possible. Librarians with up to seven years of service to the university shall be given at least six months' notice; librarians with seven or more years of service to the university shall be given at least nine months' notice.

(2) Before layoff under this section, the university shall make a good faith effort to place affected librarians in other suitable positions in the university. If financial reasons require a reduction in librarians within the university library, the needs of the university and individual performance shall be considered in the decision. When layoff is based on financial reasons, the released librarian's position shall not be filled by a replacement within two years, unless the released librarian has been offered reappointment and a reasonable time within which to accept or decline it. Librarians shall be kept informed of changes in program in instructional departments or changes in the internal structure of the university library's departments that would have an effect on staffing. Whenever possible, librarians shall be provided ample opportunity to develop the mutually acceptable level of competence to fill another position agreeable to the individual and the university. A librarian who believes that their layoff is based upon financial exigency or that the university reorganization is arbitrary, discriminatory, or in violation of their academic freedom may request a hearing within ten working days from the notice of layoff from the librarian review committee. The committee shall promptly forward its report and recommendation to the provost.

History

• Effective: May 28, 1982
• Promulgated Under: 111.15

Ohio Adm.Code 3344-62-06 Academic freedom.

(A) The right to demonstrate and protest on university property

(1) It is recognized that free speech is essential in a democratic society. As individuals or groups, librarians are permitted to demonstrate and protest on university property in opposition to university, city, state, national, or international policy provided they do not violate any applicable local, state, or federal law, and no acts are performed that:

(a) Cause damage to personal or university property;

(b) Cause injury to an individual;

(c) Prevent any student from attending class, entering or leaving any university facility, or attending any special program on university property;

(d) Prevent administrative officers, faculty, librarians, students, employees, or invited guests of the university from performing duties that they are authorized to perform;

(e) Block the normal business of the university, particularly classroom or laboratory instruction; and

(f) Block pedestrian or vehicular traffic.

(2) Librarians are subject to the limitations imputed by law in the exercise of their rights of freedom of speech, protest, and demonstration in support of or opposition to public or university policy.

(B) Academic freedom in performance of responsibilities:

The university recognizes the academic freedom of librarians in the performance of their academic responsibilities to select materials to create an appropriate academic library collection, to provide instruction in its use, and to create websites, displays, and other academic resources.

History

• Effective: May 28, 1982
• Promulgated Under: 111.15

Ohio Adm.Code 3344-62-07 Institutional due process.

As a principle, the university will operate in such a way that librarians enjoy freedom from arbitrary or discriminatory treatment. The director of the university library shall establish reasonable criteria and fair procedures regarding decisions significantly affecting librarians, including the assignment of responsibilities and the scheduling of assignments.

(A) Grievance procedure

The purpose of grievance procedures is to secure prompt resolution of complaints by librarians regarding the terms and conditions of employment. These procedures shall be followed:

(1) For bargaining unit librarians:

Bargaining unit librarians are covered by article eight of the CSU/SEIU district 1199 agreement.

(2) For administrative librarians:

(a) Direction of complaints

When a complaint arises, the librarian shall attempt to resolve the issue with the administrator of the librarian's immediate unit through discussion, mutual understanding, and documentation if appropriate. If the complaint is not resolved, either the grievant or the library administrator(s) involved may refer the grievance to the PAC-PR that will constitute a special PAC for addressing the issue.

(b) Response to complaints

If the grievance is submitted to the PAC-PR, it will examine the grievance, prepare a finding of fact, and recommend a basis for resolution to the concerned parties. This recommendation shall thereafter accompany the grievance until it is resolved. This recommendation is made to the director of the university library who shall present a written decision to the librarian and the PAC-PR within ten working days of receiving the PAC-PR recommendation.

(c) Appeal to the provost

If the decision of the director of the university library is not satisfactory to the librarian, it may be appealed in writing to the provost within five working days. The provost or the provost's designee shall promptly meet and discuss the grievance with the librarian and any representative of the university community of the librarian's choice and reply in writing within fifteen working days.

History

• Effective: September 28, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-62-09 Vacation and sick leave.

(A) Vacation leave

(1) Accrual. Full-time librarians earn vacation leave at the rate of 1.83 days a month, or a total of twenty-two workdays per year, prorated for the nine month or ten month academic year. Librarians appointed to a part-time position of one half time or more will earn vacation leave on a prorated basis. Full-time librarians on a nine or ten month academic year who are issued a supplemental summer contract are not required to use vacation during the summer semester.

(2) Scheduling. Vacation leave shall be available to librarians to the extent earned. Librarians shall schedule their vacations after consultation with and approval by their supervisor. Whenever possible, vacations shall be scheduled at the preference of the librarians.

(3) Holidays. When an official university holiday occurs while a librarian is on vacation leave, the librarian shall receive holiday pay.

(4) Maximum accumulation. Vacation leave accumulation may not exceed forty-four days at any time within a fiscal year. On June thirtieth of each year, librarians may carry over a maximum of thirty days, two hundred forty hours, of accumulated vacation leave to the next fiscal year. The vice president for business administration and finance or designee may grant exceptions to the vacation leave carryover limitation at their discretion.

(5) Termination. Upon termination of employment, librarians are entitled to pay for up to a maximum of twenty-two days.

(6) Balance tracking. The university shall continue to provide a statement of a librarian's accumulated vacation.

(B) Sick leave

Sick leave with pay is a benefit available during absence due to personal illness; injury; medical confinement or disability; medical, dental or optical examinations; for the illness of or medical attention for a member of the immediate family; to cover a period of quarantine required by exposure to a contagious disease; or for the death of a member of the immediate family. For the purpose of this policy immediate family includes mother, father, sister, brother, spouse, daughter, son, mother-in-law, father-in-law, sister-in-law, brother-in law, daughter-in-law, son-in-law, grandparent, grandchild, stepparent, stepchild, legal guardian, registered same sex domestic partner, or other person who stands in place of a parent.

(1) Accrual. Sick leave will accumulate at the rate of 1.25 days, ten hours, for each month of service, without limit, including periods of vacation and sick and other paid leave. Sick leave accumulation is pro-rated for nine and ten month academic year appointments. Librarians on less than full-time status shall receive sick leave credits proportionate to the percent of time or hours worked as compared to full-time librarians.

(2) Notification and certification. For planned absences consistent with this policy, a librarian shall notify the appropriate supervisor and gain prior approval. For unanticipated absences consistent with this policy, sick leave with pay shall be granted provided the librarian has reported the absence to the supervisor prior to the beginning of duty or as soon as practicable, except in case of an emergency. Librarians failing to comply with sick leave notification procedures or who abuse sick leave may be subject to discipline.

(3) Medical certification. The university reserves the right to require medical certification in cases of planned or unanticipated absence and prolonged or repeated absence. The university ordinarily will not require such a certificate in the case of illness or injury of less than three days duration. The university may also require medical certification as evidence of the librarian's fitness to return to work.

(4) Transfers/other public service. If a librarian transfers from one department of the university to another, from the university to another Ohio public agency, or from another state of Ohio agency to Cleveland state university, accumulated sick leave credits will transfer insofar as allowed by law. Proof of sick leave credits shall be furnished in writing to the university by the former employer of the librarian transferring credits from another state of Ohio employer.

(5) Holidays. When a holiday occurs during a period of paid sick leave, the librarian receives regular holiday pay; the time is not charged to sick leave.

(6) Exhaustion of sick leave balance. If an absence is due to sickness and extends beyond accumulated sick leave, the librarian may request vacation with the supervisor's approval. Bargaining unit librarians may also be eligible for the sick leave bank as provided for in the CSU/SEIU district 1199 agreement. Leave without compensation may be requested in accordance with the provisions for unpaid leaves.

(7) Disability. If the disability due to sickness extends beyond three months, eligible librarians may apply for disability benefits.

(8) Balance tracking. The university shall continue to provide a statement of accumulated sick leave.

(9) Record keeping. The university shall establish and maintain procedures for recording the use of sick leave.

(10) Retirement. Upon retirement librarians with ten or more years of service with the state of Ohio, at least five years of which have been at Cleveland state university, shall be compensated in an amount not to exceed one-fourth of the value of accrued but unused sick leave credit based on the rate of compensation at the time of retirement insofar as is allowed by law. The maximum payment shall be for two hundred forty hours based on an eight-hour working day.

History

• Effective: May 28, 1982
• Promulgated Under: 111.15

Ohio Adm.Code 3344-62-10 Leaves of absence.

Short leaves ranging from a day to a week, which are sought for professional purposes, such as to attend a professional convention, require written notification of and authorization by the director of the university library or designee. The librarian may be required to demonstrate that the absence will not unduly inconvenience or burden colleagues and that adequate library services will be maintained during the absence. For extended leaves of more than one week, a written request must be submitted sufficiently in advance to allow adequate consideration and response by the director of the university library or designee.

(A) Leaves with pay

(1) Military reserve leave

As a general rule, librarians who participate in military reserve programs should take their training during the summer months. Leave with pay shall be granted, however, to members of the national guard and other armed forces for up to thirty-one days each contract year.

(2) Judicial leave

Leave with pay is granted when a librarian is called for jury duty or is subpoenaed to testify as a witness before any court or governmental hearing body.

(B) Leaves without pay

(1) Military service leave

The provisions of state and federal law shall prevail for all aspects of military leave, including request for and return from such leave.

(2) Special leave

Librarians may apply for and may be granted a leave of absence without pay for reasons such as study, research, professional employment, vacation, or other personal or professional reasons not specified in these policies. Bargaining unit librarians continue accruing seniority while on special leave of absence. Periods of leave without pay may be credited as professional service in consideration of promotion and increments. University benefits shall continue during a period of special leave as permitted by law and with approval of the president, provided that the librarian on leave makes proper arrangements to pay any premiums on all continuing benefit programs.

(3) Family and Medical Leave Act (FMLA)

The university library shall meet and comply with the requirements of the Family and Medical Leave Act of 1993 (FMLA) and all regulations issued pertaining to it.

History

• Effective: May 28, 1982
• Promulgated Under: 111.15

Ohio Adm.Code 3344-62-11 Resignation.

A librarian has the obligation to give notice of the intention to resign in the form of a written notice of intent to resign to the director of the university library at the earliest date possible, but not less than thirty days before termination of service.

History

• Effective: May 28, 1982
• Promulgated Under: 111.15

Ohio Adm.Code 3344-62-12 Retirement.

A librarian planning to retire should give written notice of intent to retire to the director of the university library at the earliest date possible, but not less than thirty days before termination of service.

History

• Effective: May 28, 1982
• Promulgated Under: 111.15

Ohio Adm.Code 3344-62-13 Consulting and extramural employment.

(A) The university recognizes the value for librarians, the university, and the community of many types of consulting and other external employment experiences that enhance the professional competency of the individual and bring credit, not only to the librarian, but to the university as well. Therefore, with appropriate approval, activities are permitted that may render valuable service to business, industry, and professional groups, and to local, state, and federal governments.

(B) No librarian shall be permitted to undertake any extramural employment during scheduled hours of employment without prior written approval.

(C) No librarian shall use the name, symbol, or address of Cleveland state university in any extramural employment agreement. University staff, facilities, equipment, and material may be used for such purposes only with the express written consent of the university and according to explicit terms for reimbursement.

History

• Effective: May 20, 1985
• Promulgated Under: 111.15

Ohio Adm.Code 3344-62-14 Candidacy for public office.

A librarian may run for or accept public office under the following conditions:

(A) The librarian shall in all cases submit a full statement of any proposed campaign activities and of the responsibilities of the office that may be assumed to the vice president for business administration and finance.

(B) When, in the judgment of the university, those activities and responsibilities will conflict with the professional obligations of the librarian, a written application for reduced levels of employment and compensation or for special leave without pay shall be submitted to the vice president for business administration & finance at least ninety days before assumption of said activities or responsibilities.

History

• Effective: May 28, 1982
• Promulgated Under: 111.15

Ohio Adm.Code 3344-62-15 Emeritus status.

(A) Appointment to the status of librarian emeritus or associate librarian emeritus shall be conferred upon request. To be eligible for emeritus status, a retiring librarian must have served at the university library for at least ten years and have attained the rank of librarian or associate librarian. A request for appointment may be made by any retiring librarian to the secretary of the librarians' meetings. Requests approved as eligible by the librarians shall be submitted to the director of the university library for submission to the provost.

(B) Emeritus librarians shall be issued a current identification card and shall be entitled to listings in the CSU bulletin and telephone directory, mailings of appropriate materials, use of such university facilities as the gym and library, access to the university's internet provider, and such other privileges as the president may designate.

History

• Effective: May 20, 1985
• Promulgated Under: 111.15

Ohio Adm.Code 3344-62-16 Bylaws.

The librarians may by majority vote at librarians' meetings adopt bylaws to implement the librarians' personnel policies.

Last updated October 3, 2024 at 2:13 PM

History

• Effective: September 28, 2014
• Promulgated Under: 111.15

Chapter 3344-63 Classified Employees Personnel Policies

Ohio Adm.Code 3344-63-01 Classified employee personnel policies.

(A) Scope.

This chapter of the Administrative Code applies to non-bargaining classified employees. Classified employees represented by a union are subject to the applicable collective bargaining agreements. This chapter applies to represented employees to the extent that the relevant collective bargaining agreement does not address an issue.

(B) Authority.

The Cleveland state university department of human resources is responsible for all phases of the personnel program for classified staff members. This includes the administration and interpretation of laws and regulations pertaining to the state of Ohio civil service system, as well as the establishment and interpretation of university human resources policies. The associate vice president/chief human resources officer shall adopt procedures to implement this rule.

(C) Equal employment opportunity.

Cleveland state university is committed to the principle of equal opportunity in employment and education. No person will be denied opportunity for employment or education or be subject to discrimination in any project, program or activity because of race, sex (including pregnancy), religion, color, age, national origin, veteran and/or military status, genetic information, disability, sexual orientation, gender identity or expression, marital status or parental status. Complaints of unlawful discrimination are filed with the office for institutional equity.

(D) Safety.

The university and its employees have a mutual interest in maintaining a safe working environment. The university promotes safe work practices on the job, and employees must observe safety rules and report unsafe conditions to supervisors. An employee who is involved in an accident, or who is injured on the job, is required to report the incident to the supervisor as soon as possible.

(E) Drug-free workplace.

(1) In an effort to protect the safety and well-being of the members of the campus community, Cleveland state university addresses substance abuse incidents in accord with the federal Drug Free Workplace Act. The university is committed to providing a rehabilitative and supportive approach for employees with substance abuse issues and when appropriate, to permit continued employment while received treatment for substance abuse issues.

(2) Possession, use, offering or being under the influence of alcohol or drugs, as defined in the university's substance abuse testing procedures, is prohibited. Violations will result in sanctions against the employee up to and including employment termination.

(3) Any employee who tests positive for drugs or a blood alcohol level of 0.02 or greater will be terminated unless the university decides in its sole discretion that it is appropriate to offer the employee a last chance agreement (LCA) and the employee agrees to comply with its terms.

(4) Refusal by an employee to submit to a substance test and/or to authorize disclosure of the test results to the university as required by these protocols shall be deemed to have tested positive. As such, the employee will not be eligible for an LCA and may be subject to immediate employment termination.

(5) An employee who refuses, evades, or delays testing, or tampers with the testing devices or samples, including dilution of samples, will be subject to immediate employment termination. The full description of the university's substance abuse testing procedures can be found on the human resources department website.

History

• Effective: April 5, 2018
• Promulgated Under: 111.15

Ohio Adm.Code 3344-63-02 Employment at Cleveland state university.

(A) Selection procedures

(1) Classified positions at the university are filled through a competitive process. The process may include a written examination, test of skills, or an interview in the department of human resources or the hiring department. The process is designed to measure the knowledge, fitness, skills, abilities and worker characteristics necessary for successful performance on the job.

(2) The procedures at CSU have been established to provide equal employment opportunity. Because each applicant must be ranked according to the same basis of comparison, it is essential that each applicant undergo all of the processes currently required for a particular position.

(B) Job change or promotion

(1) Employees who seek advancement are encouraged to do so through available the competitive selection process at the university. In order to be considered for a vacant position, employees must apply for posted vacancies in the online position management and recruitment system.

(2) When a position becomes available, human resources recruitment will post the notice of position vacancy. A current CSU employee can apply for listed positions during the application period. Employees who apply for the vacancy, meet the minimum education, training, and experience requirements, and pass all criteria within the recruitment process, will be considered for the vacancy. Employees must have a current, satisfactory performance evaluation on file in human resources, indicating that the employee's overall performance meets standards.

(3) A current employee may be allowed necessary time off the job for interviews at CSU, without loss of pay, when an interview is scheduled during the workday (up to two interviews during any one calendar year). Employees may use vacation or compensatory time if needed for additional interviews at CSU. The employee's supervisor must approve the release time.

(4) If an employee is selected for a new position, it is the employee's responsibility to notify his or her current supervisor. The department of human resources will coordinate the date of transfer.

(5) Promotion compensation. A promotion constitutes advancement to a job with greater duties and responsibilities in a higher pay grade. An employee who is promoted shall receive an increase of five per cent in base pay, but not less than the minimum of the new pay range, whichever is greater.

(C) Lateral transfer.

A lateral transfer is movement of an employee from one classified position to another in the same pay grade through position audit or the competitive selection process. An employee who transfers from one position to another in the same pay grade shall suffer no loss in pay due to the transfer.

(D) Demotion.

A demotion is the movement of an employee from a position in one classification to a position in a classification with a lower pay range through position audit or the competitive selection process. When an employee is demoted, the employee will receive a five per cent decrease in pay rate. If the top of the new pay range is less than the five per cent decrease, the maximum pay rate of the new pay range will be applied.

(E) Probationary period.

(1) When an external applicant is hired, or when a non-bargaining unit employee successfully competes for a promotion, a probationary period of one hundred and eighty days must be completed before such appointment is considered final. In most cases the probationary period is computed in calendar days beginning on the date of hire. Intermittent employees (those who are not assigned a regular, fixed schedule) serve a probationary period, which is computed on an "hours worked" basis.

(2) The probationary period provides employees with the opportunity to learn the duties of the new position and to demonstrate that the duties and responsibilities of the position can be undertaken satisfactorily. The employee's job performance is evaluated twice prior to completion of the probationary period. However, if a new employee receives an unsatisfactory performance rating, the department may request a probationary separation prior to the completion of the probationary period. If within thirty days of starting in the new position, an employee who has been promoted is unable to fulfill the responsibilities of the new classification, a demotion to the former position or similar classification may be allowed, at management's sole discretion.

(3) Probationary evaluations must be conducted at the midpoint of the probationary period and one month prior to the end. An employee who receives a probationary separation is not eligible for consideration for rehire for one year unless deemed eligible by the department of human resources.

(F) Position duties and classification.

(1) The duties of a classified position are determined and assigned by the supervisor or department head. A summary of these duties and the recommended classification are contained in the most recent audit report prepared by the department of human resources. However, over a period of time, these duties may change.

(2) Changes in the regular job duties of a position sometimes result in a change in the recommended classification of the position. On other occasions the changes involve duties which fall within the scope of the current classification.

(3) Few positions require the entire variety of job duties appropriate to their classifications. Likewise, many positions require some duties which are also contained in other classifications. On occasion, temporary job duties will be assigned for such reasons as a shortage of staff, a reduction of regular duties, or a temporary increase in workload. Such changes do not affect the classification of a position. A classification is not reduced when temporary duties appropriate to a lower classification are assigned. Similarly, a classification is not increased when temporary duties appropriate to a higher classification are assigned.

(4) An employee who is temporarily assigned to all the duties of a position with a higher pay range than their own is eligible for a temporary pay adjustment. Entitlement to the temporary pay adjustment depends upon the amount of continuous time the employee performs the temporary duties. The employee will receive a five per cent adjustment above the current base pay rate, or an adjustment to the minimum rate of the pay range of the temporary position, whichever is greater. An employee temporarily assuming a professional staff classification will receive a five per cent adjustment above their current base rate of pay, or an adjustment to the minimum rate of the professional staff position wage scale, whichever is greater.

(G) Performance evaluation.

(1) Performance evaluations are a part of employees' permanent record. Performance evaluations are completed twice during employees' probationary period and annually thereafter.

(2) An evaluation contains an assessment of an employee's performance in specific areas of responsibility and conduct, and includes a portion for employee self-evaluation. The supervisor completes their evaluation of the employee's performance. Their comments are reviewed by the next level supervisor. The employee and supervisor then meet to discuss the evaluation.

(3) The evaluation serves the following purposes:

(a) It serves as a means of communication between employee and supervisor to establish annual goals, clarify standards of expected job performance, and the employee's continued development;

(b) It gives the supervisor and the employee an opportunity to discuss specific performance accomplishment problems and to set goals for improvement;

(c) It serves as the basis for merit increase eligibility.

(d) It forms a basis for a determination of promotion eligibility for an employee who wishes to participate in the university's internal promotion procedure. An overall rating of "2" or below makes an employee ineligible to be considered for other positions.

(H) Position audit.

(1) A position audit, also called a reclassification review, is a review of a classified employee's regularly assigned duties and responsibilities to determine whether the position is properly classified. To be eligible for a reclassification review, changes in duties must be significant, and they must be continuous or recurring. An employee must perform the new duties for a period of four months to be eligible for the reclassification review. An audit is not conducted for assignments of a temporary nature. A request for an audit of a position may be made not more than once in a twelve month period or by employees in probationary status.

(2) This review may be requested by the employee, or the employe''s supervisor, by submitting a completed position audit/reclassification request form.

(3) A human resources staff member will conduct a job audit interview and prepare a draft job description for review by the employee and supervisor. Once all parties agree to the job description, human resources will evaluate the position. The job classification which most accurately describes the duties performed shall be assigned to the position.

(4) Potential outcomes of the reclassification process are: promotion to a higher grade, with a promotional increase; a lateral change (new title but no change in grade or pay); denial of request; or demotion. Any changes resulting from a reclassification request is effective the first pay of the period following the date of submission.

(5) The decision rendered on position audits for non-bargaining unit positions may be appealed to the state personnel board of review. Bargaining unit position decisions may be appealed through the grievance procedure.

(I) Pay rate adjustments.

Changes in the rate of pay for employees who are members of bargaining units are set through the collective bargaining process. The university's board of trustees authorizes compensation rates for employees who not members of a bargaining unit. Any pay rate adjustment shall only be given to individuals who are employed at the time the adjustment is made.

(1) Wage increases. The total salary pool for wage increases is distributed as a combination of across the board and merit increases. Merit increases are given at the sole discretion of the university and directly tied to the performance evaluation process. Employees must have completed at least six months of employment to be eligible for a merit increase, and the performance evaluation must have an overall rating of "Exceptional Performance" or "Excellent Performance" for an employee to receive a merit increase.

(2) Market adjustments. In order to maintain market competitiveness, or to aid in the recruitment or retention of employees, it may be necessary for the university to adjust pay rates. Such adjustments will be based on survey data or other facts documenting retention issues or the inability to recruit a qualified pool of applicants at current pay rates.

(3) Equity adjustments. An equity adjustment is a special salary action to correct an inequity that cannot be corrected within normal wage administration guidelines. This adjustment is used to react to sudden changes in the competitive market where the hiring rate of a new candidate may cause an internal inequity. An equity adjustment may be applied to an individual employee or a specific classification affected by the inequity.

(J) Resignation/retirement.

An employee planning to resign or retire shall provide a written notice of intent to the employee's immediate supervisor at least thirty days before the end of service. Fewer than thirty days' notice may be given with approval from her/his supervisor and human resources.

(K) Lay off and recall.

(1) The provisions concerning layoff and recall for bargaining unit represented employees are specified in the applicable collective bargaining agreements.

(2) For non-bargaining represented employees, procedures shall conform to the provisions set forth in the Revised Code.

(3) A layoff can occur for reasons such as lack of work, lack of funds, reorganization, efficiency of operation, or any other legitimate reason as determined by the university.

(4) Probationary employees shall be laid off first, followed by part-time employees, and then full-time regular employees.

The order of lay-off is based on retention points (length of service within classification). An employee to be laid off may choose instead to displace (bump) an employee with fewer retention points in the same or a lower classification of the same series. Employees who have been laid off retain reinstatement rights for a period of one year from separation date.

(L) Progressive corrective action and discipline.

(1) Each university staff member is responsible for constructive self-awareness and self-discipline. These traits contribute to a cooperative working atmosphere in which employees can and do perform their duties efficiently.

(2) When an employee's performance or behavior requires correction, progressive action should be taken. Progressive corrective action may include verbal and written warnings, suspension, or termination of employment. Nothing limits the right of the university to bypass progressive corrective action and suspend or terminate an employee for any offense that, in the university's sole discretion, is of such a nature that use of progressive corrective action is not appropriate or warranted.

(3) Dismissal for cause: Employees may be dismissed for cause. The following list includes, but is not intended to be an all-inclusive list, of examples of cause that justify accelerated disciplinary action. Cause shall include, but is not limited to the following examples:

(a) Unsatisfactory performance or neglect of assigned duties and responsibilities;

(b) Violation of recognized standards of professional conduct or performance;

(c) Personal conduct that impedes the individual's proper fulfillment of assigned duties and responsibilities;

(d) Personal conduct that violates state or federal law including, but not limited to:

(i) The use of illegal substances or abuse of prescribed medications.

(ii) Possession of illegal substances, the illegal possession of drugs and medication for the purpose of the sale of those substances or drugs.

(iii) Sexual, ethnic, racial, or religious harassment, or any other harassment prohibited by law or university policy.

(e) Personal conduct that interferes with the operations of the university;

(f) Conviction of a crime as defined in section 2901.01 of the Revised Code, or a substantially equivalent offense under a municipal ordinance, which is committed on or affects persons or property of the university.

(g) Conviction of an infraction or crime which affects persons or property on the university campus, or any other infraction or crime that adversely affects performance of job duties and responsibilities.

(h) Concealing, falsifying, altering or removing university records, including electronic data records.

(i) Viewing, recording, copying, or otherwise using university records for which the individual does not have a business purpose to do so.

(j) Producing fraudulent or falsified credentials.

(4) Employees subject to potential disciplinary action at the suspension and termination levels will be offered an opportunity for a pre-disciplinary review hearing, to be conducted by the senior vice president for business affairs and finance, or designee. Suspensions and terminations must be authorized by the senior vice president for business affairs and finance, or designee.

(M) Appeal of disciplinary actions.

Bargaining unit employees may appeal an action through the grievance procedure, as specified in the applicable collective bargaining agreement. Non-bargaining unit employees may appeal certain disciplinary actions, in accordance with the procedures set forth by the state of Ohio state personnel board of review.

(N) Complaints.

(1) The university seeks to respond promptly to employee complaints in the interest of sound employee relations. Any employee who has a complaint on the job should first discuss the matter with the immediate supervisor. If the problem is not resolved, the employee may consult with the department of human resources, or may proceed under the appropriate complaint resolution procedure.

(2) Any claims of unlawful discrimination or harassment under federal and state civil rights laws, regulations, executive orders or university policy shall not be processed through this complaint resolution procedure. Such claims will follow the procedures of the office for institutional equity.

(3) Complaint resolution procedures. A complaint processed through this resolution procedure is defined as a dispute or disagreement concerning the alleged misapplication, misinterpretation, or failure to comply with provision(s) of this policy document.

(4) Complaint resolution steps and process. The complaint resolution process is an internal fact finding procedure. As a result, parties may not have legal representation present at any step in the complaint process. The staff member may invite a support person (e.g., relative or friend) of his/her choice to attend meetings, but the person may not act as the staff member's representative or present argument on the member's behalf. The support person may only consult with the complainant.

(5) When complaints arise, the following procedure shall be followed.

(a) Pre-step: The staff member and his/her immediate supervisor shall meet to attempt to work out the complaint on an informal basis. If the complaint is not resolved under this informal method, the staff member shall proceed as follows.

(b) Step one. The staff member shall first present a written complaint to the staff member's department head, or designee, within ten working days of the event upon which the complaint is based. Within ten working days after receipt of the complaint, the department head, or designee, will schedule a meeting with the aggrieved classified staff member to discuss the complaint and listen to the complainant's explanation. Following the meeting, the department head, or designee, shall issue a written response to the complaint within ten working days.

(c) Step two. If the complaint is not satisfactorily resolved in step one, the aggrieved employee may file a written appeal with the assistant vice president for human resources, or designee, within ten working days after the receipt of the step one decision. The assistant vice president for human resources, or designee, will schedule a meeting with the aggrieved staff member, supervisor, department head and/or other appropriate University personnel within ten working days after the receipt of the appeal and will render a written decision within ten working days after the close of the meeting. A copy of the written decision will be sent to the complainant. Such decision will be final.

(d) Step two of the complaint resolution procedures is the final step of the internal appeals process.

(O) Nepotism.

(1) Appointment, classification and promotion is based solely on appropriate qualifications and performance. Relationship by family, marriage, or partnership shall constitute neither an advantage nor a deterrent to appointment in the university, provided the individual meets and fulfills the appropriate appointment standards. It is not the intent of this policy to encourage the employment of relatives within the same unit, but rather to reemphasize the concept that the selection of personnel shall be solely on the basis of merit in accordance with the state of Ohio conflict of interest statutes.

(2) The university, on a full-time or part-time basis, may employ members of the same immediate family so long as neither family member is responsible for the decision to hire, supervise, direct, evaluate or make recommendation to merit increases for the other, or is in a position to influence those decisions.

(P) Uniforms.

An employee who is required to wear a uniform is provided uniforms. Generally, five uniforms remain in the possession of the employee during the period of active university employment. It is the responsibility of the employee to provide for the cleaning and repair of uniforms. Unserviceable uniforms are replaced at the discretion of the university. Uniforms must be returned upon the employee's termination of employment.

History

• Effective: April 5, 2018
• Promulgated Under: 111.15

Ohio Adm.Code 3344-63-03 Pay procedures and hours of work.

(A) Pay periods.

The university's pay period consists of two weeks starting on Sunday and ending on the second Saturday; paydays occur on alternate Fridays following the end of the pay period.

(B) Paychecks.

All employees are required to have their paychecks automatically deposited directly into their bank account.

(C) Payroll deductions.

There are certain deductions which, by law, the university must withhold from a paycheck. These deductions are for federal, state, and municipal income taxes, Medicare tax and for the Ohio public employees retirement system. As an added service, other deductions are possible, in accordance with university policy.

(D) Working hours.

The standard work week for full-time employees is forty hours with an unpaid lunch. Work schedules are determined by management and based upon university requirements.

(E) Breaks and lunch periods.

Typically, employees working a shift of eight hours or more should receive two paid fifteen minute breaks to be taken at times chosen by the employee's supervisor. Employees working a shift of eight hours or more shall be entitled to an unpaid lunch period of not less than thirty minutes to be taken at a time scheduled by the employee's supervisor. No employee may skip his/her lunch period without prior supervisor approval.

(F) Overtime.

(1) When necessary, a full-time classified employee may be required to work more than forty hours during a work week (Sunday through Saturday). Each department determines procedures regarding the advance assignment and approval of overtime hours. All hours in active pay status in excess of forty within a work week shall be paid at the rate of time and one-half the employee's regular rate of pay or in the form of compensatory time. The selection of compensatory time or overtime premium pay shall be determined by the employee's supervisor based on the operational needs of the department, unit, or college.

(2) An employee may accumulate no more than two hundred and forty hours of compensatory time (four hundred and eighty hours for police officers). When an employee's compensatory time balance exceeds the limit, the employee is entitled to receive payment for any additional hours of overtime accumulated. There is a one hundred and eighty day time limit to use compensatory time. The use of accumulated compensatory time shall be used at a time which is mutually convenient to the employee and his/her supervisor. Such a request may be denied where use of the accrued compensatory time would unduly burden the department. An employee's use of compensatory time shall not be used in calculating overtime compensation.

History

• Effective: April 5, 2018
• Promulgated Under: 111.15

Ohio Adm.Code 3344-63-04 Types of leave.

(A) Holiday observance.

(1) The ten paid holidays granted university employees are:

(a) New Year's day

(b) Martin Luther King day

(c) Presidents' day

(d) Memorial day

(e) Independence day

(f) Labor day

(g) Columbus day

(h) Veterans' day

(i) Thanksgiving day

(j) Christmas day

(k) A holiday falling on Sunday will be observed on the following Monday, and a holiday falling on Saturday will be observed on the preceding Friday. Employees will be notified if any changes occur.

(l) The administration may establish alternative days or observance for the following holidays: Martin Luther King day, President's day, and Columbus day.

(m) Full-time employees with work schedules other than Monday through Friday are entitled to receive pay for any holiday, which is observed on their day off.

(2) Holiday compensation. Full-time employees, regardless of their work shift or schedule, are automatically entitled to eight hours of holiday pay whether they work on the holiday or not, provided they are in active pay status for the entire shift on the scheduled work day immediately preceding and following the holiday. Part-time employees are entitled to holiday pay for that portion of any holiday for which they would normally have been scheduled to work, provided they are in active pay status for their entire shift on the scheduled work day immediately preceding and following the holiday.

(3) Compensation for working on a holiday will be at the time-and-one-half rate and will be in addition to their holiday pay. Compensatory time off may be mutually agreed to by the supervisor and employee as the method of compensation for work performed on a holiday.

(4) Holiday overtime calculation. When calculating overtime for a calendar week that includes a holiday, the automatic hours of holiday pay will be used in the calculation of overtime. However, any hours actually worked on the holiday will not be included in the calculation for overtime because these hours will already be paid at the premium holiday rate.

(5) Holidays during leave. If a holiday occurs during a period of paid sick or vacation leave, the employee will receive holiday pay and will not be charged for sick leave or vacation. Payment will not be made for a holiday that occurs during an unpaid leave of absence. A leave of absence should neither start nor end on a holiday.

(6) An employee who is absent without leave on a workday immediately preceding and following a holiday is denied the holiday pay.

(B) Vacation leave.

(1) Full-time classified non-bargaining staff members are eligible to use earned vacation leave after completing one year of service at CSU. Upon completing the one year service requirement, eighty hours are added to the employee's vacation accrual. The staff member continues to earn vacation leave at a rate that is based on years of service at the university. Full-time staff who have unpaid hours within a pay period earn vacation on a pro-rated basis. Classified part-time staff appointed to a position of one-half time or more will earn vacation leave on a prorated basis. Staff members appointed at less than one-half time will not earn vacation leave.

(2) Full-time classified staff earn vacation leave based on their years of paid public service with Cleveland state university, the state of Ohio, or one of its political subdivisions, as follows:

| Completed Service years: | Weeks (Hours): | Accrual per 80 hours active pay status | | --- | --- | --- | | 1 through 7 | 2 weeks (80 hours) | 3.1 hours | | 8 through 14 | 3 weeks (120 hours) | 4.6 hours | | 15 through 24 | 4 weeks (160 hours) | 6.2 hours | | 25 and over | 5 weeks (200 hours) | 7.7 hours |

(3) After completion of the eighth year of service, an additional forty hours of vacation is entered into the vacation accrual. Then employees begin to accrue at the higher rate, 4.6 hours. Upon completion of fifteen and twenty- five years of service, an additional forty hours of vacation is entered into the vacation accrual, and employees accrue at the rate of 6.2 and 7.7 hours, respectively.

(4) Vacation requests. Vacation leave should be scheduled at a time mutually convenient to the employee and the supervisor. Leave shall be available to the employee to the extent earned, provided that the employee's supervisor or unit head approves the dates for such leave in advance. When a holiday occurs during vacation leave, employees receive their normal pay for the holiday; the pay is not charged to vacation leave.

(5) Annual carryover limit. Classified non-bargaining staff members may carry over from the last full pay period in the month of June to the beginning of the succeeding pay period, a maximum of thirty days (two hundred and forty hours) of accumulated vacation leave. This vacation leave carryover limitation does not apply to employees who, as of June 30, 1995 had more than eighteen years of continuous service at Cleveland state university. A carryover exemption does not apply to the accrual limits for unused vacation throughout the upcoming fiscal year, or payout of unused vacation hours at separation or retirement.

(6) Non-bargaining unit members may accrue up to the maximum amount earned in three years, subject to the thirty-day maximum carry over. At no time may the number of accumulated vacation hours exceed the number of hours earned in a three-year period.

(7) Payout upon termination or retirement. Upon termination of employment, employees who have completed one year of service at Cleveland state university are entitled to payment for earned but unused vacation time to a maximum of three years of vacation accrual. Vacation time may not be taken to exhaust accrued vacation hours subsequent to notice of resignation or retirement of employment from the university.

(C) Sick leave.

(1) Sick leave with pay is a benefit available during absence due to personal routine medical care, illness, injury, or exposure to contagious disease; for the illness or medical attention of a member of the immediate family; or death of a member of the immediate family. The immediate family includes mother, father, brother, sister, spouse, daughter, son, mother-in-law, father-in-law, brother-in-law, sister-in-law, daughter-in-law, son-in-law, grandparent, grandchild, registered same-sex domestic partner/spouse, dependents of a registered same-sex domestic partner/spouse legal guardian, stepparent, stepchild or other person who stands in place of a parent.

(2) Bereavement leave: Up to five days of accumulated sick leave may be used for bereavement in the event of the death of a member of the immediate family.

(3) Accrual and utilization. The provisions for normal accrual and utilization of sick leave benefits are:

(a) Accrual: Sick leave credit will accumulate at a rate of 4.6 hours per eighty hours of service without limit, and including periods of vacation and sick and other paid leave. Staff on less than full-time appointments shall receive sick leave credits proportionate to the percent of time or hours worked.

(b) Transfer of sick credit from other public or state employers: If a staff member transfers from another state of Ohio agency to Cleveland state university, accumulated sick leave credits will transfer to the extent allowed by law. The former employer of the staff member transferring credits from another state of Ohio agency or public employer must furnish proof to the university, in writing, of sick leave credits.

(c) Approval of sick leave requests: For planned absences, the staff member must notify the appropriate supervisor and gain prior approval. For unplanned absences, the payment of sick leave will be made with the approval of the appropriate supervisor. Sick leave may be used in tenths of an hour. Employees need to report their absences daily and in accordance with their departments' call off procedures. Sick leave may not be used for vacation purposes or for personal business. Falsification of the reason for sick leave usage may be grounds for disciplinary action including dismissal.

(d) The university reserves the right to require proper evidence of illness in cases of planned and unplanned absence and prolonged or repeated absence. The university will ordinarily not require such evidence in the case of illness or injury of less than five days' duration except in the case of employees who frequently take sick leave for one to five days and the employee has been so notified in writing.

(4) Exhaustion of paid sick leave: If the absence due to the employee's illness or injury or immediate family member extends beyond the availability of accrued sick leave, the staff member may request the use of accrued vacation leave and compensatory time.

(5) Sick leave may not be taken to exhaust accrued sick leave hours subsequent to notice of resignation or retirement of employment from the university.

(D) Medical leaves of absence.

(1) Family and Medical Leave Act. The university complies with the requirements of the Family and Medical Leave Act of 1993 (FMLA). The university retains the right to implement regulatory technical corrections as necessary. The department of human resources shall develop guidelines for eligibility and the use of FMLA leave.

(a) The Family and Medical Leave Act provides eligible employees with up to twelve weeks (four hundred and eighty hours) of leave for certain family and medical reasons. Cleveland state university requires employees to substitute any available accrued sick leave, accrued vacation leave, or compensatory time (comp time) in this stated order of priority, for any unpaid FMLA leave. Substitution of paid leave for unpaid FMLA leave does not extend the length of FMLA leave. Paid leave will run concurrently with the employee's FMLA entitlement.

(b) Extension of leave beyond FMLA: Staff may request additional leave of absence to continue leave beyond the twelve week FMLA leave period not to exceed six months from the date sick leave is exhausted.

(2) Non-FMLA medical leave. Staff members who do not qualify for FMLA may apply for the following continuous leaves of absence for their own medical needs:

(a) Medical leave: Employees who are injured, physically incapacitated, or unable to work for other medical reasons may apply for and shall be granted a medical leave of absence, the duration of which is based on medical necessity as determined by the university's leave administrator. The University will require certification of the medical necessity for the leave. Medical leave may not exceed six months.

(b) Timely application for leave: Whenever possible a written request for the leave should be made at least thirty days prior to commencement of the leave, although in emergency situations, leave can be approved retroactively.

(c) Leave request: Employees must notify their supervisor of their intent to apply for leave. An employee's request for a leave of absence should be submitted in writing to the department of human resources benefits accompanied by medical certification.

(d) Paid leave: Staff members must use accrued sick leave to the extent that it is available. Once accrued sick leave is exhausted, accrued vacation leave and compensatory time (comp time) must be used if available.

(e) Non-paid leave: Unpaid leave may be taken if accrued sick leave, vacation leave, and comp time are not available or exhausted.

(E) Personal leave

(1) Non-paid leave. An employee who has completed one full year of service may request an unpaid leave of absence up to six months for personal reasons. Such a leave may be granted by the department of human resources upon recommendation by the employee's department head.

(2) Military leave. Cleveland state university will comply with the appropriate federal and state statutes, codes, and regulations pertaining to military leave and the return to work.

(3) Jury duty. An employee who is subpoenaed to attend court proceedings as a witness (not as a party) or to serve on jury duty for the United States, the state of Ohio, or a political subdivision will receive full pay from the university for regular work hours.

History

• Effective: April 5, 2018
• Promulgated Under: 111.15

Ohio Adm.Code 3344-63-05 Benefits.

(A) Retirement plans (mandatory plans).

All Cleveland state university employees must contribute to a program of the Ohio public employees retirement system (OPERS) or the alternative retirement plan (ARP) for eligible full-time classified staff. Employee and employer contribution percentages are determined by the state of Ohio.

(1) OPERS Benefits

The OPERS plan in which employees participate and the contribution rates to those plans are determined by employees' classifications at CSU and state legislation. OPERS provides detailed information for their plans on their website.

(2) Ohio alternative retirement plan (ARP)

(a) The ARP is a 401(a) defined contribution plan. Under a defined contribution plan, retirement contributions are directed to a personal account. Eligible full-time staff members choosing the ARP must establish a CSU ARP account selected from companies approved by the Ohio department of higher education and contracted by CSU. Employees decide how to invest the funds in those accounts. The benefit is determined by the value of the account balance (contributions plus earnings, gains, or losses) and the payment option selected at retirement. Employees are vested after one year of service.

(b) Upon leaving the university, employees may take their vested account balance, either by receiving it in cash, keeping the funds in the account, or rolling the funds into another tax-advantaged plan or individual retirement account.

(B) Tax deferred retirement savings plans (voluntary plans).

(1) Federal and state tax provisions allow non-profit educational institutions and public employers to offer voluntary retirement savings plans (403(b) or 457 plan). These tax-deferred retirement savings plans allow employees to voluntarily contribute pre-tax pay to an account established with one of the university's approved retirement plan investment providers. Because these programs provide pre-tax retirement savings, the IRS has established rules as to when the funds can be withdrawn from the plan prior to retirement age.

(2) Each tax year, the IRS establishes annual contribution limits for both the 403(b) and 457 retirement savings plans. Employees may start or stop participation in these programs at any time during the year.

(3) Representatives of prospective and approved investment providers of the university are not permitted to solicit business by phone, in person, email or mail at the university, or contact employees during scheduled work hours.

(C) Disability. If a staff member experiences a disabling condition due to illness or injury for a period that is expected to extend beyond ninety days, the staff member may apply for disability benefit through the university's disability administrator or the state retirement system.

(D) Disability separation and disability retirement. An employee who becomes incapable of performing the duties of his or her position may be granted disability benefits through the state of Ohio retirement system and/or the University's disability administrator. University paid life insurance will be continued for up to three years while the employee is on a disability separation. Medical, dental, and vision coverage (if enrolled on the date of separation) may be available for purchase through COBRA continuation coverage provisions.

(E) Vikehealth and well-being program.

(1) Cleveland state university believes that health and well-being are important priorities in helping the university community enjoy a better quality of life at work, at home, and when retired. The university's vikehealth and well-being program provides the university community with tools and resources to accomplish their personal wellness goals through a wide range of resources.

(2) The university offers incentives to faculty and staff for voluntary participation in the vikehealth and well-being program. Faculty and staff must work at least twenty hours per week, with an appointment of six months or longer, to qualify for the vikehealth and well-being incentives.

(F) Staff development programs and policies. The staff development program at Cleveland state university is an educational assistance program for full-time and part-time employees. The department of human resources shall develop guidelines for eligibility and the implementation of the staff development program.

(G) Student fee authorization program for dependents. The student fee authorization program at Cleveland state university is an educational assistance program available for dependents of eligible full-time and part-time classified staff. The department of human resources shall develop guidelines for the implementation of the student fee authorization program.

(H) Sick leave payout.

(1) Payout upon retirement. Classified non-bargaining staff members who, at the time of service retirement or disability retirement, have ten or more years of service with Cleveland state university and any other Ohio public employer shall be compensated in an amount not to exceed one-fourth the value of accrued but unused sick leave credit up to two hundred forty hours based on their rate of hourly pay at the time of retirement. Requests for payout must be made prior to the employee's last day worked.

(2) Payout upon death: In the event of death, the university shall pay out one-fourth the value of accrued but unused sick leave credit up to two hundred forty hours based on the employee's hourly rate of pay at the time of death.

(3) Maximum payout and cancellation of credit: The maximum sick leave payout upon retirement, disability, or death shall be one quarter of the unused sick leave balance up to two hundred and forty hours. Payment for sick leave under this policy reduces the employee's sick leave credit balance to zero. Individuals may receive only one payout as a result of their public employment.

History

• Effective: April 5, 2018
• Promulgated Under: 111.15

Chapter 3344-64 Investment Fund

Ohio Adm.Code 3344-64-01 Statement of investment policy.

The board of trustees of Cleveland state university (the university) is vested by state statute with responsibility for the oversight of the university. The responsibility of the university's board of trustees, through its committee on financial affairs, development and physical facilities (the committee), is to establish broad guidelines for the university's liquidity and investment funds, recommend investment managers, determine or approve asset allocation, and to monitor performance of investment managers on a regular basis. The investment managers are responsible for optimizing the return on the assets within the guidelines that have been established.

History

• Effective: March 30, 2006
• Promulgated Under: 111.15

Ohio Adm.Code 3344-64-02 Liquidity fund.

(A) Investment objectives. The primary objectives for the university's liquidity fund activities shall be:

(1) Safety. Investments of the university shall be undertaken in a manner that ensures, over time, the preservation of capital in the overall portfolio. The prospect of credit risk or risk of permanent loss shall be minimized.

(2) Liquidity. The university's liquidity fund portfolio will remain sufficiently liquid to enable the university to meet all operating requirements. Portfolio liquidity is defined as the maturity or ability to sell an investment on short notice near the purchase price of the investment. To help retain the desired liquidity, no investment shall be purchased that is likely to have few market makers or poor market bids. Additionally, liquidity shall be assured by keeping an adequate amount of short-term investments to accommodate the cash needs of the university.

(3) Return on investments. The university's liquidity fund portfolio shall be structured with the objective of attaining the highest possible total return for the portfolio while avoiding risk.

(4) Compliance with state of Ohio guidelines. Investments shall be made only in publicly traded securities or bank certificates of deposit. In addition, an amount equal to twenty-five per cent of the average of the university's total investment portfolio, which includes the university's liquidity fund and the university's investment fund over the course of the previous fiscal year, shall be invested in short term, liquid securities.

(B) Asset allocation

(1) The liquidity fund may be managed internally or by one or more fixed income investment managers provided that sufficient liquidity is maintained to meet the objectives of the pool.

(2) Assets in the liquidity fund may be invested in securities of the United States (U.S.) government or of its agencies or instrumentalities, the treasurer of the state of Ohio's pooled investment program, obligation of the state of Ohio or any political subdivision of the state of Ohio, certificates of deposit of any national bank located in the state of Ohio, 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, bankers acceptances maturing in two hundred seventy days or less which are eligible for purchase by the federal reserve system, commercial paper issued by a for-profit corporation rated in the highest classification established by at least two rating services, and mutual funds that invest exclusively in obligations described in this paragraph.

(3) The liquidity fund is expected to normally represent approximately thirty per cent of the non-endowment funds, which would include both the liquidity fund and the investment fund of the university. The university's chief investment officer will monitor the liquidity fund and will attempt to stay at or near the thirty per cent of the total combined assets of the liquidity fund and the investment fund. If the portfolio exceeds the maximum or goes below the minimum guidelines set forth in this policy, the chief investment officer will develop a plan of action, either for immediate rebalancing of the portfolio or a rebalancing that will occur over a reasonable time period.

(4) Fixed income and cash

(a) Minimum; twenty-five per cent

(b) Preferred; thirty per cent

(c) Maximum; thirty-five per cent

(C) Monitoring of objectives and results. The university's manager, cash management and banking will monitor the total return of the liquidity fund, which will be measured against six-month U.S. treasury bills.

(D) Equity investment managers review process.

(1) Failure to follow the Cleveland state university's investment policy statement may be grounds for removal. Written notification from the finance affairs committee may be sent to the investment manager establishing the violation with a specific time frame to comply with the policy; non-conformance may result in termination.

(2) Failure to consistently meet investment benchmarks, as established within a reconciled performance monitor, over an extended period of time may result in a manager being placed on "watch" and may eventually lead to termination. Specifically, if a manager trails their respective index or bogey by two hundred basis points over three years and the manager is in the fifty percentile ranking or below of a comparable manager universe then the manager is immediately placed on "watch."

(3) Failure to comply with investment restrictions as provided by the finance affairs committee may be grounds for removal.

(4) Substantive changes in an investment manager's philosophy, process, people or fees may result in that manager being placed on "watch" and may result in termination.

History

• Effective: September 3, 2012
• Promulgated Under: 111.15

Ohio Adm.Code 3344-64-03 Investment fund.

(A) The university's investment fund will have disciplined investment objectives and consistent management strategies that can accommodate relevant, reasonable, or probable events.

(B) The purpose of this investment policy statement is to establish a clear understanding of the investment objectives of the university's investment fund and will be utilized by the university in monitoring the investment on a continuing basis.

(C) Objectives. The primary objective for the investments of the university's investment fund pool is the preservation of capital while providing for the long-term growth of principal with limited exposure to risk. The objectives shall be accomplished by utilizing a strategy of equities, fixed income, and cash equivalents; in a mix which is conducive to participation in a rising market while allowing for adequate protection in a falling market. The investment manager(s) greatest concern should be total return with consistency of investment performance. Due to the inevitability of short-term market fluctuations, which may cause variations in the investment performance, it is intended that the following objectives will be achieved by the investment manager(s) over three and five year moving periods.

(1) The investment objectives of the plan shall be as follows:

(a) The total return on the assets, net of investment manager fees, shall strive to exceed the consumer price index plus four per cent over a three and five year moving period. In addition, the total return on the assets, net of fees, shall strive to achieve a six seven per cent nominal rate of return annually.

(b) The total fund shall be diversified both by asset class (e.g., equities, bonds, multi class investment and cash equivalents) and within equities by economic sector, industry, quality, size, investment style, etc. However, this should not imply that assets must be diversified to the extent required to become an index of either the economy or any stock/bond exchange. The purpose of diversification is to provide reasonable assurance that no single security or class of securities will have a disproportionate impact on the total fund.

(c) The purpose of the fixed income fund (bonds and cash equivalents) is to provide a deflation hedge, to reduce the overall volatility of the fund, and to produce current income in support of the needs of the university.

(d) The fixed income fund should normally represent approximately twenty-five per cent to thirty-five per cent of total fund assets at market value, although the actual percentage of fixed income and fixed reserves will fluctuate with market conditions. The committee may change any of the ratios at their discretion, but it is anticipated that such changes will be infrequent.

(e) The purpose of the equity portion is to provide a total return that will simultaneously provide for growth in principal and current income sufficient to support university payment requirements, while at the same time preserve the purchasing power of the fund's assets. It is recognized that the equity fund entails the assumption of greater market variability and risk.

(f) The equity fund should normally represent approximately fifty per cent to sixty per cent of total fund assets at market value, although the actual percentage of equities and equity reserves will vary with market conditions. The committee may change any of the ratios at their discretion, but it is anticipated that such changes will be infrequent.

(g) Multi class investments should normally represent ten per cent of the total fund assets at market value. The actual percentage of multi class investments will vary with market conditions. Multi class investments may include; real estate investments, hedge funds, private equity, managed futures, commodities and other multi class strategies that the finance committee approves. The investments in multi class strategies must be made in a fund of funds investment vehicle registered under the forty's act that is transparent and liquid. A fund of funds approach multi class investing provides broader exposure to the multi class strategy being used allowing for diversification of risk associated with a single investment fund.

(h) Additions to principal shall be allocated by the committee. As a general rule, unless funds are allocated to a balanced manager, new cash will be used to rebalance the total fund in the direction of the fifty-five-thirty-fifteen equity/fixed/ multi class investment policy ratio.

(i) Each manager will also be evaluated versus a universe of managers with similar asset mixes and will be expected to consistently rank favorably over three and five year moving periods.

(j) The risk adjusted performance (alpha) for each manager will be expected to be greater that zero over each three and five year moving period.

(D) Asset allocation.

(1) The committee will review the asset allocation quarterly and will consider reallocation based on the guidelines below when significant differences occur:

(a) Equities

(b) Minimum; fifty per cent

(c) Preferred; fifty-five per cent

(d) Maximum; sixty per cent

(2) Fixed income and cash

(a) Minimum; twenty-five per cent

(b) Preferred; thirty per cent

(c) Maximum; thirty-five per cent

(3) Large cap growth

(a) Minimum; nine per cent

(b) Preferred; eleven per cent

(c) Maximum; thirteen per cent

(4) Large cap value

(a) Minimum; nine per cent

(b) Preferred; eleven per cent

(c) Maximum; thirteen per cent

(5) Small/midcap growth

(a) Minimum; five per cent

(b) Preferred; seven per cent

(c) Maximum; nine per cent

(6) Small/midcap value

(a) Minimum; five per cent

(b) Preferred; seven per cent

(c) Maximum; nine per cent

(7) International growth

(a) Minimum; seven per cent

(b) Preferred; nine and a half per cent

(c) Maximum; twelve per cent

(8) International value

(a) Minimum; seven per cent

(b) Preferred; nine and a half per cent

(c) Maximum; twelve per cent

(9) Changes in the asset allocation parameters are to be approved by the committee.

(10) The committee is given full discretion relating to asset allocation within the above specifications.

(E) Guidelines for the equity fund

(1) The objective for the equity fund is to outperform the "S & P" five hundred stock index over a full market cycle. The fund will be compared to equity manager means. Performance will be monitored on a quarterly basis and evaluated over rolling three and five year periods. In addition, the equity portion of the fund shall strive to exceed the consumer price index plus five per cent over three and five year moving periods.

(2) The equity fund will be broadly diversified according to economic sector, industry, number of holdings, and other investment characteristics. However, it is recognized that in order to achieve its investment objective, the equity fund must be actively managed and therefore cannot be fully diversified. Several complementary investment styles will be used to reduce portfolio risk.

(3) Equity investment style is expected to be a criterion of manager selection, within the context of a diversified manager structure. Decisions as to individual security selection, security size and quality, number of industries and holdings, turnover and other tools employed by active managers are to be defined as individual manager standards and applied subject to the usual standards of fiduciary prudence. However, managers are expected to invest consistently in the style for which they were hired.

(4) Unless otherwise instructed, an equity manager may at their discretion hold investment reserves of either cash equivalents or bonds, but with the understanding that performance will be measured against stock indexes described in their investment guidelines.

(5) Each equity investment manager shall vote proxies for those securities under management absent any specific directive to the contrary by the investment committee.

(F) Guidelines for the fixed income

(1) The objective of the core fixed income fund is to perform at or near the Barclays intermediate government/credit bond index (net of fees). Performance will be monitored on a quarterly basis and evaluated over rolling three and five year periods.

(2) The core fixed income manager is expected to employ active management techniques, but changes in average maturity should be moderate and incremental. Planned changes in overall average maturity should be communicated to the investment committee.

(3) For the core fixed income segment of the university's investment fund, the bonds purchased must be rated A or better by Moody's or "Standard & Poor's" rating services. If the rating of any bond is lowered below A, the investment manager shall notify the investment committee with an explanation of the credit downgrade and any recommended action. The prospect of credit risk or risk of permanent loss shall be avoided.

(4) In general, the portfolio shall be well diversified with respect to type, industry, and issuer in order to minimize risk exposure. However, obligations carrying the full faith and credit of the U.S. government or government agency may be held without limitation. Generally, other than investments in the U.S. government or government agency, no single debt issue will be allowed to exceed five per cent market value of the debt portfolio.

(5) Approximately twenty per cent of the fixed income portfolio may be allocated to non-core or opportunistic fixed income strategies with the prior consent of the investment committee. These strategies may include, but are not limited to international fixed income, emerging market-fixed income, high yield fixed income and preferred securities. The purpose of including opportunistic fixed income in the portfolio is to enhance the overall risk return characteristics of the fund while allowing for flexibility during turbulent fixed income or interest rate cycles.

(G) Risk guidelines

(1) It is recognized by the committee that a certain amount of volatility will be incurred in order to meet the secondary objective of long-term growth of capital. However, the annualized standard deviation of the total portfolio shall not exceed the comparable balanced index by more than six per cent.

(2) Because the growth of the portfolio is largely dependent of the equity portion, a level of volatility (beta) for the equity portion of 1.15 to that of the "Standard & Poor's" five hundred index of 1.00 is tolerable if necessary. However, the goal of the level of volatility (beta) of the total portfolio is to not exceed .65 to that of the "Standard & Poor's" five hundred index of 1.00.

(3) The intent of the fixed income and cash portions is to reduce the overall volatility of the portfolio. Therefore, the goal of the standard deviation of the fixed income portion is to not be significantly higher than that of the Barclays intermediate government/credit bond index.

(H) Investment manager restrictions

(1) There shall be no short selling, securities lending, financial futures, margins, options without the approval of the committee.

(2) Each investment manager will be instructed that at cost, an individual common stock will not represent more than five per cent of that manager's portfolio, with the exceptions of those securities issued by the U.S. government and its agencies. Furthermore, no position of any one issue should exceed ten per cent of a manager's portfolio, with the exception of those securities issued by the U.S. government and its agencies.

(3) No equity manager shall purchase any security when that manager's current position exceeds five per cent of the total shares outstanding without prior permission of the investment committee.

(4) If any major management or personnel changes occur within the investment manager's firm, the committee is to be immediately notified. Furthermore, it is expected that all managers send their ADV to the university on an annual basis.

(I) Guidelines for transactions

(1) The chief financial officer of the university will bring to the committee for their review, all objectives and policies, at least annually, for their continued pertinence. They shall remain in effect until modified.

(2) If a manager believes that a policy guideline inhibits their investment performance, it is their responsibility to communicate their views to the committee.

(3) The fund portfolios will be monitored on a continual basis for consistency in investment philosophy, return relative to objectives, and investment risk as measured by asset concentrations, exposure to extreme economic conditions, and market volatility. Portfolios will be reviewed by the committee on a quarterly basis, but results will be evaluated over rolling three-to-five year periods. The committee will regularly review each manager to confirm that factors underlying performance expectations remain in place.

(4) The custodian will provide a monthly transaction journal and investment position for each investment manager.

(5) Each investment manager will report total return net of all commissions and fees on a quarterly basis. Regular communication concerning specific investments, investment strategy and outlook is expected. Investment managers are required to inform the investment committee of any change in firm ownership, organization structure, professional personnel, account structure (e.g., number, asset size, and account minimum), or fundamental investment philosophy.

(6) All investment management fees will be paid directly by the custodian. Transaction costs will be invoiced as part of the purchase/confirmation advice to the custodian who will handle all payments/receipts of investment funds. It is expected that all managers for the university will make every effort to obtain the best transaction cost and execution price possible and will avoid all conflicts of interest.

(J) Investment manager review. This statement of investment policy shall be reviewed annually. The investment performance will be reviewed on a quarterly basis, and the report will be provided by an independent third party. Each investment manager will be initially expected to meet with the investment committee on an annual basis or as deemed necessary by the committee. However, quarterly communication in the form of telephone calls or correspondence is encouraged.

(K) Management of investments.

(1) The committee is appointed the authority to act as and perform the functions of the investment committee. That function involves oversight and review of management's implementation of this investment policy. Management will be responsible for implementing investment strategy, hiring and firing of investment managers as approved by the committee, monitoring performance of the investment portfolio, and bringing those results to the committee on a quarterly basis.

(2) The board of trustees may authorize the university to retain the services of an investment advisor. The investment advisor must meet the following qualification:

(a) The advisor is either:

(i) Licensed by the division of securities under section 1707.141 of the Revised Code; or

(ii) Registered with the securities and exchange commission.

(b) The advisor either:

(i) Has experience in the management of investments of public funds, especially in the investment of state government investment portfolios; or

(ii) Is an eligible institution referenced in section 135.03 of the Revised Code.

(L) Administrative notes.

(1) It is the intent of the university to have the flexibility to loan university funds on a temporary basis to one or more of it's colleges or constituent units. These loans shall be considered, for asset allocation purposes, as a portion of fixed income & cash section of the investment fund. The college or constituent unit shall pay interest, at a rate equal to the (federal funds rate plus one per cent) calculated at the date of the loan and recalculated on March thirty-first of each year.

(2) Changed trustees to investment committee in investment policy February 2011, added number five paragraph under guidelines for the fixed income and added core to fixed income.

History

• Effective: July 20, 2015
• Promulgated Under: 111.15

Chapter 3344-65 Uniform Purchasing Policies

Ohio Adm.Code 3344-65-01 General scope and procurement authority.

(A) It is essential to follow uniform purchasing policies throughout the university in order to maintain standards of efficient business practice and good relationships within the university as well as with outside vendors and suppliers. Furthermore, a public educational institution has a responsibility to the taxpaying public, as well as to its students, faculty, and staff. It shall conduct its business fairly, in accordance with state regulations and university policy.

(B) Purchasing services is responsible for approving all quotations, selecting suppliers, and placing all purchase orders for any division, department, or office of the university. Purchasing services has delegated authority to the law library and main library to directly purchase books and periodicals only (up to the current bid threshold). Failure to follow university purchasing policies and procedures may result in revocation of this delegated authority. MagnusMart will also verify availability of funds, via its electronic budget checking function, for any purchase prior to issuance of a purchase order. To avoid delays, please ensure that sufficient funds are available for the purchase or another arrangement has been made with the controller's office, before submitting the requisitions.

(C) MagnusMart is the university's primary purchasing system. Purchasing activity outside of MagnusMart must be approved by the senior vice president for business affairs and finance.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-02 Definitions for procurement terms.

(A) "Bid" is defined as a prospective vendor's sealed submission to the university, including specifications of the product(s) (or construction project) to be delivered, and the cost for which the prospective vendor would agree to deliver it.

(B) "Proposal" is a prospective vendor's description of the professional services it would provide in response to the university's request (request for proposal), including supporting information such as the prospective vendor's qualifications, previous experience, the ways in which the proposed solution would satisfy the university's needs, and (for services other than professional design for construction) the proposed fee structure.

(C) "Competitive bidding" is the process of obtaining sealed bids for contract award, either through adherence to the process defined in Chapter 153. of the Revised Code (for public improvements), or through the competitive bidding process set forth in rule 3344-65-16 of the Adminstrative Code.

(D) "Competitive selection" is the process of selecting a service provider through advertising and receipt of proposals. This is done either through adherence to the process defined in Chapter 153. of the Revised Code (for public improvements), or through the competitive selection process set forth in rule 3344-65-16 of the Adminstrative Code (invitation to bid)..

(E) "Request for quotation" is a formal request to vendors for specific items or a small project. The format typically covers defined item(s) to be purchased, number of items and per unit cost. A request for quotation is similar to bid terms, but applicable to purchases below bid threshold.

(F) "Request for qualifications (RFQ)" is a formal request to vendors to submit their qualifications for a particular service or project.

(G) "Minority business enterprise" (MBE) is a for-profit company that has been in business for longer than one year and is at least fifty-one per cent owned and controlled by a minority person(s) as defined by the state of Ohio, certified by the equal opportunity coordinator of the state of Ohio.

(H) "MagnusMart" is the electronic purchasing system used by the university.

(I) "Purchaser" means an employee authorized by their department to make purchases on the department's behalf.

(J) "Bid threshold" is the value of a purchase above which a competitive bidding or competitive selection process is required pursuant to rule 3344-65-16 of the Administrative Code. The bid threshold for goods, supplies and services is forty-nine thousand nine hundred ninety-nine dollars.

(K) "Responsive vendor" is a vendor whose solicited bid or proposal is in substantial conformance with the conditions, requirements and specifications detailed in the invitation to bid or request for proposal.

(L) "Responsible vendor" is a vendor qualified on the basis that it has adequate resources to perform a contract; is able to comply with associated legal or regulatory requirements; is able to deliver according to the contract schedule; has a history of satisfactory performance; has a good reputation regarding integrity; has or is able to obtain necessary resources to fulfill the contract; and is otherwise eligible and qualified to be awarded the contract.

(M) "Purchasing agent" is an employee in purchasing services that assists in the selection and purchase of goods and services by gathering information about products, prices and vendors. Also, distributes invitations to bid and requests for proposals and receives responses from vendors in the form of bids and proposals.

(N) "Vendor" is a person doing business with the university or seeking to do business with the university.

History

• Effective: October 5, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-16

(A) This rule applies to all purchases over the bid threshold except:

(1) The procurement of goods and services related to construction and design are governed by rules 3344-65-25, 3344-65-26 and 3344-65-27 of the Administrative Code.

(2) Sole source purchases governed by rule 3344-65-23 of the Administrative Code; and

(3) Emergency procurement governed by rule 3344-65-24 of the Administrative Code.

(B) Prior to issuing an invitation to bid or request for proposal, purchasers are required to consult with purchasing services to discuss the best method of handling specific needs. The purchasing agent is familiar with the various contracts, price practices and discount levels of various vendors. Failure to contact purchasing services will not eliminate the requirement for the formal solicitation and may result in unnecessary delays.

(C) Purchases that exceed the bid threshold, or are expected to do so during the year, require a formal solicitation process. Purchasing services may require a formal solicitation on any requisition when it considers it advantageous to the university. The breaking up of a purchase into individual requisitions to avoid a formal solicitation (pyramiding) is prohibited.

(D) All invitations to bid and requests for proposals shall be publicly displayed on a bulletin board located directly outside of the purchasing services office and on the purchasing services website. Invitation to bids and request for proposals shall be formally advertised at the discretion of purchasing services and/or departments concerned. Invitations to bid and requests for proposals may also be sent directly to prospective vendors.

(E) Invitations to bid and requests for proposals require a minimum of at least fifteen days from the date the bid or proposal is solicited until the date of the opening. Re-bids, if necessary, require a shorter time period. Invitations to bid and requests for proposals will be solicited from, if possible, at least three vendors.

(F) Bids and proposals shall be in writing and received by the specified date and time in the specified location set forth in the invitation to bid or request for proposal. Late responses will not be accepted.

(G) Unless the university elects to reject all bids or cancel the invitation to bid, a contract will be awarded to the lowest responsive and responsible vendor. Purchases pursuant to an RFP will be awarded to the responsive and responsible vendor whose proposal, in the sole discretion of the university, represents the best value and is most advantageous to the university.

(H) If purchases are made through a cooperative purchase agreement of which the university is a part or a state contract, the formal solicitation requirement is considered satisfied.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-03 BuyOhio.

(A) In accordance with sections 125.09 and 125.11 of the Revised Code, the university shall give preference to Ohio vendors, vendors from a "border state," and vendors that qualify as having a significant Ohio economic presence.

(B) A "border state" means any state that is contiguous to Ohio and that does not impose a restriction greater than Ohio imposes pursuant to sections 125.09 and 125.11 of the Revised Code on persons located in Ohio selling product or services to agencies of that state. The Ohio department of administrative services current recognizes the following "border states": Michigan, Kentucky, Pennsylvania, Indiana, and New York.

(C) "Significant Ohio economic presence" means business organizations that: 1) pay required taxes to the state of Ohio; 2) are registered and licensed to do business in the state of Ohio with the office of secretary of state; and 3) have ten or more employees based in Ohio, or seventy-five per cent or more of their employees based in Ohio.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-04 Tax exempt status.

Cleveland state university is exempt from paying Ohio sales tax under section 5739.02 of the Revised Code (there is no specific exemption number) and the purchaser should inform the supplier of that fact. In the event the vendor requires a tax exemption certificate, it is obtainable from purchasing services.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-05 Purchases below bid threshold.

(A) Small purchases

Small purchases valued at ten thousand dollars or below are exempt from the competitive process.

(B) Goods below bid threshold

For goods to be purchased between ten thousand one dollars and forty nine thousand nine hundred ninety-nine dollars, a minimum of two quotes, one from an MBE, shall be acquired, when possible. If not possible, a brief written explanation shall accompany the requisition. One or more quote(s) are provided by the department and the others by purchasing, with the lowest, responsive vendor becoming the vendor of choice. The process of selecting the lowest quote is subject to a procedural override at the vice president level, if determined to be in the best interests of the University.

(C) Services below bid threshold

For purchase of services between ten thousand one dollars and forty-nine thousand nine hundred ninety-nine dollars, the department should supply a minimum of two quotes, one from an MBE, where possible, for the identical scope of work, reviewable by purchasing. If not possible, a brief written explanation shall accompany the requisition. The most advantageous quote becoming the vendor of choice.

(D) Purchases above the bid threshold require competitive bidding or competitive selection in accordance with rule 3344-65-16 of the Administrative Code.

History

• Effective: October 5, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-06 Procurement of microcomputers.

(A) Purchasing services has the authority to join cooperative purchasing organizations, defined as an arrangement to aggregate purchases to get lower prices from suppliers, provided, that such cooperative purchasing organizations use contracts that conform to the legal requirements for contracting with the state of Ohio. A list of contracts available to the university through cooperative purchasing groups is available from purchasing services.

(B) Contracts established by the state of Ohio, office of purchasing, are also available to the university. A list of state of Ohio contracts is available on the state of Ohio website at http://procure.ohio.gov/proc/currentContracts.asp.

(C) Prior to issuing an invitation to bid or a request for proposal, purchasers must review whether a cooperative purchasing contract or state contract exists for the goods or services to be purchased. Purchasers must use such available contracts when it is advantageous to the university to do so.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-07 Mandated vendors.

(A) Purchasing services may enter into price agreements with vendors for commonly-purchased goods and services.

(B) In situations where a price agreement exists and the controller has determined that significant savings may be realized by the use of such price agreement, the controller may require that all purchases of certain goods and services be made from certain mandated vendors.

(C) Exceptions to the requirement to purchase from mandated vendors pursuant to this rule may be approved by purchasing services when it is demonstrated that another vendor provides goods and services that are more advantageous to the university than those offered by the mandated vendor.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-08 Equipment purchases.

(A) All requests for purchases of equipment, defined as non-expendable, tangible, personal property having a useful life of more than one year and an acquisition cost of five thousand dollars or more shall be initiated by a purchase requisition. The university is required to maintain an inventory of all equipment and the utilization of the purchase requisition ensures that the property control department is automatically notified of such acquisitions.

(B) Equipment improvements that increase non-expendable value to five thousand dollars or more shall be added to that valuation when identifiable. Increases to valuation can include costs such as shipping/delivery/installation charges (example: a server that has memory added.) These are considered assets that shall be maintained by property control, as stated in paragraph (A) of this rule.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-09 Additional approval for certain purchases.

(A) Certain purchases require additional approval. Guidance describing the additional approvals required is set forth in the following table.

| Purchase | Guidance | | --- | --- | | Furniture | http://www.csuohio.edu/offices/architect/furniture/ | | Outsource services / external hosting | http://www.csuohio.edu/offices/ist/technologypolicies/outsourcing-hosting services_security_checklist.pdf | | Signage | https://www.csuohio.edu/architect/signage-standards | | Microcomputers | https://www.csuohio.edu/hardware-software/ist-hardware-procurement-procedure | | Environmental, health & safety items | http://www.csuohio.edu/ehs/ehs |

(B) Electronic and information technology purchases

(1) Cleveland state university has a responsibility to make our programs and services accessible to persons with disabilities in accordance with the Americans with Disabilities Act of 1990, the Rehabilitation Act of 1973 and related regulations and state law.

(2) Software and hardware considered electronic and information technology (EIT) must be evaluated for access to persons with disabilities before purchase of such technology may commence.

(3) The information services and technology department shall issue purchasing guidelines for the acquisition of EIT. All parties purchasing EIT must comply with those purchasing guidelines.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-10 Personal purchases.

No purchaser may make a purchase for the personal benefit of university employees or other private persons, whether or not the university is reimbursed for the purchase. Those found in violation of this rule may be subject to disciplinary action.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-11 Contracts.

(A) No university employee outside of purchasing services has the authority to enter into purchase contracts, or in any way to obligate Cleveland state university for procurement indebtedness unless specifically authorized to do so by the board of trustees, either by general policy or specific resolution. Any such actions shall be considered an unauthorized purchase and the individual could be personally liable for the purchase in accordance with section 3.12 of the Revised Code.

(B) Any and all contracts shall be reviewed and approved as to legal form by the office of general counsel. Contracts executed without review may be deemed outside the employee`s authority and result in personal liability for the contract.

(C) For the purposes of this section contract is defined to include but not be limited to contracts, agreements, vendor terms and conditions and memorandums of understanding,

(D) Execution of contracts for purchases are governed by rule 3344-66-01 of the Administrative Code.

History

• Effective: January 28, 2017
• Promulgated Under: 111.15

Ohio Adm.Code 3344-66-01

(A) Purpose.

The purpose of this rule is to establish authorization for the execution of university documents.

(B) Policy.

(1) The president of Cleveland state university and those administrative officers or employees that the president designates shall have the authority to approve and execute all contracts, grants, affiliation agreements, purchase orders, and modifications thereof, in the amount of or which require the expenditure by the university of up to one million dollars, subject to the availability of budgeted funds, except as set forth in paragraph (B)(2) of this rule.

(2) The following transactions must be approved by the board of trustees prior to their execution, after which the appropriate documents shall be executed by the president or by those administrative officers or employees that the president designates, irrespective of the amount of the transaction:

(a) All contracts for real estate purchases;

(b) All real estate leases for twenty-four months or longer or that have a value of two million dollars or based on the undiscounted cash flows over the term of the lease, excluding renewal options;

(c) Consortium agreements; and

(d) Non-sponsored contracts and purchase orders in the amount of or which require an expenditure by the university of one million dollars or greater.

(3) The president of Cleveland state university and those administrative officers and employees that the president may so designate shall have the authority to approve and execute all employment contracts, appointment letters and renewals thereof involving faculty and professional staff provided that current and/or permanent budgetary funds are available to fund such compensation, except that the appointment of the provost shall come to the board for ratification.

Last updated December 19, 2022 at 11:42 AM

History

• Effective: December 19, 2022
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-12 Gifts and gratuities.

Both state law and university policy prohibit the receipt of gifts or gratuities from vendors or others who do business with the university. State law forbids a public servant to "solicit or accept ... anything of value that is of such a character as to manifest a substantial and improper influence upon the public official or employee with respect to that person's duties," division (E) of section 102.03 of the Revised Code.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-13 Uniform policies regardless of fund source.

All funds deposited with the university, regardless of source, are university funds and shall be handled consistently in accordance with university policy. All funds shall be administered by purchasing services in a uniform manner and in conformance with university procurement policies and procedure.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-14 Major purchases.

(A) The early involvement of purchasing services in the initial stages of a contemplated major purchase, defined as having an estimated value above the bid threshold, is required. When a major purchase is under consideration, the purchaser shall provide purchasing services the basic requirements and potential vendors and sources. Purchasing services staff shall research state contracts or cooperative purchasing organization agreements vendors and suggest the use of any such available contracts. The purchasing agent shall work with the purchaser to further define needs and develop an evaluation process. With input from purchasing services, the purchaser shall determine whether the acquisition will be made utilizing an existing contract or whether a formal solicitation must be initiated.

(B) Major purchases related to construction are governed by rules 3344-65-25, 3344-65-26 and 3344-65-27 of the Administrative Code.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-25

All university procurement of facility planning, design and construction services shall originate with the office of the university architect (OUA).

(A) Definitions:

(1) "Public improvement" means any construction, reconstruction, improvement, enlargement, alteration, demolition, or repair of a building, highway and any other structure or work of any nature by a public authority, (section 1311.25 of the Revised Code). All projects requiring the services of a professional engineer and/or licensed architect, or requiring a building permit constitute a public improvement. Also included are painting, carpeting, signage and other changes to the building interior or exterior.

(2) "Estimated project cost" - in developing a project budget, be aware that budget costs are categorized into several cost groupings. The most basic of these shall include:

(a) "Soft" costs, which include items directly related to construction (e.g., all architect and engineering fees, permits, quality assurance testing, etc.).

(b) "Firm" costs, which include related expenses, but not necessarily actual construction (e.g., land, independent studies, furnishings, equipment, etc.).

(c) "Hard" costs, which include bricks and mortar (construction contracts, construction contingency, etc.).

(B) Owner reserves, which include funds for the unexpected, shall also include a "bid reserve contingency" of not less than ten per cent of the construction budget, unless approved by the university architect.

(C) Chapter 153. of the Revised Code is state law presiding over contracting for both design and construction services for public improvements. The statutory code may be found at the following website: http://codes.ohio.gov/orc/153. The application of this chapter is detailed in the state architect's office manual http://das.ohio.gov/divisions/generalservices/statearchitectsoffice/saomManual.aspx).

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-26

(A) The university's bid process for public improvements will follow the state of Ohio's process as described in the Ohio facilities construction commission manual. The OUA reserves the right to use Chapter 153. of the Revised Code, competitive bidding procedures, if there is reasonable concern as to whether the aggregate cost could exceed the threshold.

(B) Estimated project cost below fifty thousand dollars: The OUA project manager shall:

(1) Obtain quotes from three contractors, when possible.

(2) Prepare a purchase requisition in MagnusMart for the contractor with the lowest cost.

(3) Submit request along with the two unused quotes or non-responses.

(C) Estimated project cost over fifty thousand dollars, but below two hundred thousand dollars: the OUA project manager shall:

(1) Prepare a work scope defined in a request for quotation.

(2) Issue the request for quotation to the selected contractors and publically post the request for quotation.

(3) Review responses to request for quotations and determine apparent lowest responsive and responsible party.

(4) Create a purchase requisition in MagnusMart.

(D) Estimated project cost over two hundred thousand dollars shall be competitively bid per Chapter 153. of the Revised Code, and, as such, a public bid advertisement is required.

(E) See the Ohio facilities construction commission manual for details on process: http://ofcc.ohio.gov/.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-27

(A) Definitions:

(1) "Professional design firm" means any person legally engaged in rendering professional design services.

(2) "Professional design services" means services within the scope of practice of an architect or landscape architect registered under Chapter 4703. of the Revised Code or a professional engineer or surveyor registered under Chapter 4733. of the Revised Code.

(3) "Qualifications" means all of the following:

(a) For a professional design firm, competence to perform the required professional design services as indicated by the technical training, education, and experience of the firm's personnel, especially the technical training, education, and experience of the employees within the firm who would be assigned to perform the services;

(b) Ability of the firm in terms of its workload and the availability of qualified personnel, equipment, and facilities to perform the required professional design services or design-build services competently and expeditiously;

(c) Past performance of the firm as reflected by the evaluations of previous clients with respect to such factors as control of costs, quality of work, and meeting of deadlines;

(d) Any other relevant factors as determined by the university.

(B) Procurement process for projects with an estimate professional design fee of less than fifty thousand dollars:

(1) For projects with an estimated professional design fee of less than fifty thousand dollars, the following procurement process shall be followed:

(a) The OUA project manager shall select a single design professional or firm from among those that have submitted a current statement of qualifications within the immediately preceding fiscal year based upon OUA's determination that the selected design professional or firm is ranked the most qualified to perform the required professional design services using the definition of "qualifications" set forth in paragraph (A)(3) of this policy; and

(b) The university and the selected design professional or firm negotiate a contract at a compensation determined in writing to be fair and reasonable to the university; and

(c) Contract negotiations are directed toward: (i) ensuring that the professional design firm and the university have a mutual understanding of the essential requirements involved in providing the required services; (ii) determining that the professional design firm will make available the necessary personnel, equipment, and facilities to perform the services within the required time; and (iii) agreeing upon compensation that is fair and reasonable, taking into account the estimated value, scope, complexity, and nature of the services.

(2) The university shall not contract with any one professional design professional or firm for more than fifty thousand dollars of services in any one fiscal year using this policy.

(C) For projects with an estimated professional design fee of over fifty thousand dollars, procurement shall follow sections 153.66 to 153.70 of the Revised Code.

History

• Effective: August 16, 2018
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-15 Conflict of interest and ethics.

(A) All employees of Cleveland state university, as public servants, shall observe the highest ethical standard in discharging their responsibilities. Employees shall avoid any activity or interest that might reflect unfavorably on an individual's, or the university's, stewardship of public resources, and shall observe those provisions of the Ohio ethics laws that apply to them including, but not limited to, its conflict of interest restrictions.

(B) Any purchase transaction of the university is a public contract. Rule 3344-2-04 of the Administrative Code constitutes the university's conflict of interest statement. That statement sets forth ethical standards for purchasing, including the circumstances in which an employee or other university official may sell goods or services to the university.

(C) The university also subscribes to the following national association of educational buyers code of ethics:

(1) To decline personal gifts or gratuities.

(2) To give first consideration to the objectives and policies of our institution.

(3) To cooperate with trade and industrial associations, governmental and private agencies engaged in the promotion and development of sound business methods.

(4) To demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the products.

(5) To grant all competitive bidders equal consideration; to regard each transaction on its own merits; to foster and promote fair, ethical, and legal trade practices.

(6) To use only by consent original ideas and designs devised by one or more vendor for competitive purchasing purposes, or to pay them for services as a consultant.

(7) To accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-2-04

Trustees, faculty and staff of Cleveland state university shall abide by Ohio's ethics laws, and avoid any situation that creates a real or perceived conflict between their personal interests and interests of the university. This rule applies to all trustees, faculty and staff and is supplemented by other conflict of interest policies that address specific circumstances, such as sponsored research or procurement activities.

(A) Definitions. For the purpose of this rule:

(1) "Anything of substantial value" includes anything that has a substantial monetary value, including, but not limited to, any of the following, or the promise or offer of any of the following: money, gifts, food or beverages, social event tickets and expenses, travel expenses, consulting fees, employment compensation, stocks, or interests in property.

(2) "Appropriate university authority" means the board of trustees when the official is a trustee or the president and means the official's supervisor for all other faculty and staff members.

(3) "Business associate" means a person with whom an official is engaged in an on-going business enterprise, such as a partner in a partnership, a co-owner of a business or an outside private employer.

(4) "Family member" means spouse, parent, grandparent, child, grandchild, brother or sister.

(5) "Honoraria" means 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. It does not include ceremonial gifts or awards or other items of insignificant monetary value.

(6) "Official" means any trustee, faculty member or staff person.

(7) "Public agency" means any state or local governmental entity, including the general assembly, the courts and state retirement systems.

(B) No official shall:

(1) Solicit or accept anything of substantial value from anyone doing business with the university;

(2) Use the official's authority or influence with the university to obtain anything of substantial value for the official or for a family member or business associate of the official;

(3) Use the official's authority or influence with the university to hire or secure the hiring of a family member of the official;

(4) Solicit or accept employment from anyone doing business with the university, unless the official completely withdraws from all matters related to the employer and the appropriate university authority provides prior documented approval of the withdrawal;

(5) During the official's service to the university and for a year thereafter, hold an ownership interest of more than five per cent in a private corporation that has a contract with the university, unless the contract meets the conditions set forth in paragraph (B)(6) of this rule.

(6) Sell goods or services to the university, unless all of the following are true:

(a) The university purchasing agent determines that the purchase is necessary;

(b) The goods or services are unobtainable elsewhere for the same or lower cost, or are furnished pursuant to a contract entered into prior to the official's service to the university;

(c) The services provided to the university are the same as or better than the services provided to other clients or customers;

(d) The official does not participate in the decision to enter into the contract and the contract is an arms' length transaction; and

(e) The appropriate university authority is aware of the official's interest in the contract.

(7) Sell goods or services to any other public agency, except through competitive bidding, unless, prior to making such sale, the official files a statement with the Ohio ethics commission, the university and the other public agency and, with the approval of the appropriate university authority, withdraws from university business related to the other public agency;

(8) Personally provide services to any person (other than the university) in a matter before any other public agency unless, prior to providing such services, the official files a statement with the Ohio ethics commission, the university and the other public agency and, with the approval of the appropriate university authority, withdraws from university business related to the other public agency;

(9) During or after the official's service to the university, represent any person, in any fashion, before any public agency, with respect to a matter in which the official personally participated as part of the official's service to the university;

(10) Solicit or accept honoraria, except as expressly authorized pursuant to division (H) of section 102.03 of the Revised Code. Officials may accept travel, meals, lodging or expenses in connection with conferences, seminars and similar events so long as such travel, meals, lodging or expenses are not of such nature that they could create a substantial or improper influence over the official; and

(11) Use or disclose any confidential information obtained during the official's service to the university, unless authorized to do so by the office of general counsel.

(C) Standard. In any situation not described in paragraph (B) of this rule, if reasonable observers, having knowledge of all the relevant circumstances, would conclude that an official has an actual or apparent conflict of interest in a matter related to the university, the conflicted official should not participate on behalf of the university in that matter.

(D) Guidance. Any official with a concern about whether a conflict of interest exists shall contact the office of university compliance or the office of general counsel prior to engaging in any activity related to the potential conflict. Officials may also contact the Ohio ethics commission, www.ethics.ohio.gov.

(E) Penalties. Violations of this rule may result in disciplinary action, as well as civil or criminal penalties.

History

• Effective: June 2, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-23

(A) Under unusual and infrequent circumstances, purchasing services is authorized to purchase goods without competitive bidding as a sole source purchase.

(B) A sole source purchase is an order for a commodity that can only be purchased from one supplier, usually because of its technology or its proprietary and unique nature.

(C) In the event that an item is considered for sole source purchase by the purchaser, a waiver of competitive bidding form must be completed in MagnusMart. A written explanation is required with the waiver of competitive bidding form stating the reasons that a sole source purchase is justified, including a list of all vendors who have been contacted in an effort to find a compatible item. Services are considered sole source purchases only under the rarest of circumstances and requests shall be subject to additional scrutiny by the office of general counsel.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-24

(A) Emergency procurement is authorized when the goods or services to be purchased are required to correct or prevent an emergency health, environmental or safety hazard and/or enable the emergency repair or replacement of existing equipment essential for daily operations.

(B) In the event a purchase is needed in an emergency situation, purchasing services will authorize the purchase with approval of the following, based on area affected:

(1) Director of facilities management

(2) Director of public safety

(3) Director of environmental, health and safety

(4) Associate director of purchasing services

(C) Purchases of goods or services of fifty thousand dollars or more require the approval of the associate vice president for facilities and operations or designee, or the controller in the absence of the associate vice president or designee.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-17 Printing and printed materials.

(A) All printed materials shall comply with the current university brand standard. This includes business stationery (letterhead), envelopes, business cards, brochures, pamphlets, bulletins, posters, programs, self-mailers and other direct mail pieces, invitations, news releases, promotional material, advertisements, etc. The university marketing department assists members of the university community by reviewing layouts and designs, and suggesting how the layout may need to be changed to reflect the desired brand standard. Layouts can be hand- delivered, e-mailed, or sent through campus mail to the university marketing department for review. Design services are available free of charge.

(B) Contracts for printing must comply with section 3345.10 of the Revised Code, which requires the university to evaluate all bids received for all contracts for the purchase of printed materials in accordance with section 125.09 of the Revised Code for determining whether bidders will produce the printed material at manufacturing facilities within the state of Ohio or in accordance with the criteria and procedures established for determining whether bidders are otherwise qualified.

(C) Printed material that will be mailed must comply with United States postal standards, as provided by the mail department.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-18 Bidding requirements.

(A) Under section 125.081 of the Revised Code and accompanying administrative regulations, fifteen per cent of the annual total aggregate purchases of goods and services are to be set aside for bidding only to MBEs. The cooperation of all departments is required and expected in support of the university's supplier diversity initiative, when possible. A list of MBE vendors is available on purchasing services web page or by contacting purchasing services. A list of MBE certified contractors and vendors is available at: http://eodreporting.oit.ohio.gov/searcheodreporting.aspx

(B) The senior vice president for business affairs and finance or designee (SVPBAF) may override the lowest cost quote or bid in favor of selecting the MBE vendor if the SVPBAF determines that the university is falling short of its fifteen per cent MBE spend The procedural override is allowed if selecting the MBE assists in the university meeting the state of Ohio set-aside requirement.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-19 Printing and printed materials.

(A) Under section 123.152 of the Revised Code, five per cent of the annual total aggregate purchases of goods and services are to be targeted for EDGE certified vendors, certified by the equal opportunity department of the state of Ohio. The cooperation of all departments is required and expected in support of this effort.

(B) A list of EDGE certified contractors and vendors is available at: http://das.ohio.gov/divisions/equalopportunity/mbeedgecertification.aspx.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-20 Minority business enterprise (MBE) set-aside.

All university contracts shall include a provision stating that the contractor will not discriminate on the basis of race, sex (including pregnancy), religion, color, age, national origin, veteran and/or military status, genetic information, sexual orientation, gender identity and/or expression, marital status, parental status, ancestry, or disability, against any citizen of this state in the employment of any person qualified and available to perform work and shall not, in any manner, discriminate against, intimidate, or retaliate against any employee hired on account of race, color, religion, sex (including pregnancy) sexual orientation, gender identity and/or expression, marital status, parental status, age, disability, veteran and/or military status, genetic information, national origin or ancestry or any other basis prohibited by law or university policy. Federal subcontracts and federally assisted construction contracts must include additional language pursuant to 41 CFR 60-1.4.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-21 Approval of purchase orders and change orders.

(A) Purchase orders are evaluated and approved by project, by vendor. Purchases over the bid threshold require a competitive bidding or selection process pursuant to rule 3344-65-16 of the Administrative Code.

(B) Purchase orders, including modifications, require the following approvals:

| $99,999 or less | associate director of purchasing operations or if position is vacant, an employee in purchasing services designated by the controller | | --- | --- | | $100,000 - $200,000 | Controller | | $200,001 - $649,999 | senior vice president for business affairs and finance | | $650,000 - $999,999 | university president | | $1,000,000 or more | board of trustees |

(C) Approval authority is based on the total amount of the purchase.

(D) Execution of contracts for purchases are governed by rule 3344-66-01 of the Administrative Code.

History

• Effective: October 5, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-22 Changes to purchase order.

If a department needs to increase an existing purchase order, the request for change order form shall be completed and routed through MagnusMart to purchasing services. Purchasing services shall provide the department a revised purchase order noting the change. If a competitive bid or selection process under rule 3344-65-16 of the Administrative Code was not used, all requested increases may not result in a total purchase order value exceeding the bid thresholds.

Last updated October 3, 2024 at 2:33 PM

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-28 Purchasing card.

(A) Purchasing services and users authorized by the controller have the authority to use a university purchasing card or power card to pay vendors.

(B) The controller shall develop rules related to purchasing cards that govern which employees are authorized to use purchasing cards and how credit limits are established.

(C) University purchasing cards may not be used to make cash withdrawals, nor may they be used for personal purchases.

(D) Violations of the rules related to purchasing cards may lead to discipline up to and including termination of employment.

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Ohio Adm.Code 3344-65-29 Debarment.

This rule was filed with the Legislative Service Commission in PDF format and is presented here as filed.

View Rule Text

History

• Effective: October 10, 2016
• Promulgated Under: 111.15

Chapter 3344-66 Execution of Documents

Ohio Adm.Code 3344-66-01 Execution of documents.

(A) Purpose.

The purpose of this rule is to establish authorization for the execution of university documents.

(B) Policy.

(1) The president of Cleveland state university and those administrative officers or employees that the president designates shall have the authority to approve and execute all contracts, grants, affiliation agreements, purchase orders, and modifications thereof, in the amount of or which require the expenditure by the university of up to one million dollars, subject to the availability of budgeted funds, except as set forth in paragraph (B)(2) of this rule.

(2) The following transactions must be approved by the board of trustees prior to their execution, after which the appropriate documents shall be executed by the president or by those administrative officers or employees that the president designates, irrespective of the amount of the transaction:

(a) All contracts for real estate purchases;

(b) All real estate leases for twenty-four months or longer or that have a value of two million dollars or based on the undiscounted cash flows over the term of the lease, excluding renewal options;

(c) Consortium agreements; and

(d) Non-sponsored contracts and purchase orders in the amount of or which require an expenditure by the university of one million dollars or greater.

(3) The president of Cleveland state university and those administrative officers and employees that the president may so designate shall have the authority to approve and execute all employment contracts, appointment letters and renewals thereof involving faculty and professional staff provided that current and/or permanent budgetary funds are available to fund such compensation, except that the appointment of the provost shall come to the board for ratification.

Last updated December 19, 2022 at 11:42 AM

History

• Effective: December 19, 2022
• Promulgated Under: 111.15

Chapter 3344-67 Miscellaneous Fees

Ohio Adm.Code 3344-67-01 Guidelines for establishing miscellaneous fees.

(A) Fees for non-instructional service and applied music instruction should be fixed at a level designed to recover for the university the cost of providing the service. In areas funded by the general fee, charges will be made to students only for exceptional services. Examples of such exceptional services are general physical examination for insurance purposes or psychological testing for employment.

(B) Charges to university personnel should cover the direct expense of providing the service. Charges to persons outside the university shall cover the direct expense of providing the service and in addition, may include indirect expenses for overhead.

(C) In determining costs for professional services, departments should use a figure of thirty dollars per hour for professional staff time and fifteen dollars per hour for graduate student time, in assessing.

(D) All university fees and charges, for whatever purposes, shall be collected through the cashier's office.

(E) All fees and other charges requested to be charged by any organizational unit of the university shall be referred to the university budget committee by the appropriate vice president in advance of any assessment. The committee will make its recommendation to the president for approval and authorization of the assessment.

(F) A complete list of miscellaneous fees and charges is to be distributed to the board of trustees annually.

History

• Effective: March 1, 1994
• Promulgated Under: 111.15

Chapter 3344-69 Travel Policies

Ohio Adm.Code 3344-69-01 Purpose.

The purpose of the university travel policy is to facilitate travel of faculty, staff and students by the most expedient means and at the most reasonable cost.

History

• Effective: August 20, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-69-02 Basic policy.

(A) With prior approval, the university will pay all or a prearranged portion of reimbursable expenses for travel to attend an important meeting for one or more of the following purposes:

(1) To represent the university on official business;

(2) To present a professional paper;

(3) To chair a national or regional committee meeting; or

(4) To participate in professional development activities.

(B) This policy applies to all university travel regardless of the source of funding.

(C) Reimbursements for travel outside the USA will be made at the appropriate US currency rate of exchange.

History

• Effective: August 20, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-69-03 Authorization of travel.

To obtain authorization for travel for which reimbursement is expected, the top portion of the travel approval and expense report must be completed indicating the purpose, date, and duration of the trip, estimated total expense, portion to be paid by the university, and bear the appropriate supervisory approval signature.

History

• Effective: August 20, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-69-04 Prepayment of expenses.

(A) To request prepayment of common carrier transportation, either:

(1) Contact one of the authorized travel agencies and make your travel arrangements. Instruct the travel agency to deliver your tickets to your department along with an invoice. Attach the original invoice to a small order form or to a purchase requisition (if the amount of the invoice exceeds the maximum limit for a small order form). Forward small order forms to accounts payable; purchase requisitions should be sent to purchasing services. Use of a pcard is also permitted.

(2) Purchase your tickets directly (from the carrier, from a web site, or from a travel agent) and obtain a receipt showing proof of payment. Attach the receipt to a small order form or to a purchase requisition (if the amount of the invoice exceeds the maximum limit for a small order form). Forward small order forms to accounts payable; purchase requisitions should be sent to purchasing services. Use of a pcard is also permitted.

(B) To request prepayment of conference registration fees, the traveler shall submit a completed small order form or a purchase requisition (if the amount of the registration fee exceeds the maximum limit for a small order form), along with the original registration form and a copy of the registration form. Forward small order forms to accounts payable; purchase requisitions should be sent to purchasing services. Accounts payable will submit the registration form along with a check. Use of a pcard is also permitted.

(C) When airfare and lodging are purchased as a package from a travel-related web site, lodging may be reimbursed in advance of travel, provided that the traveler demonstrates that booking lodging in this manner has saved the university money.

(D) All other travel expenses shall be paid for by the traveler and original receipts submitted for reimbursement on the travel approval and expense report.

(E) Faculty and staff who are traveling out of the country for an extended period may, with the approval of the appropriate vice president, receive a travel advance.

(F) Lodging for students may be prepaid by submitting either a purchase requisition or a small order form.

History

• Effective: August 20, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-69-05 Allowable Transportation.

(A) Common carrier

(1) Reimbursement for travel by air, rail, bus, or other common carrier shall not exceed the cost of coach fare or the economy rate in the chosen method of travel.

(2) The traveler shall be personally liable for any charges assessed due to his/her failure to cancel reservations within the time limit specified by carriers, unless the failure is due to circumstances beyond his/her control.

(3) Expenses claimed under this rule must be supported by an original receipt.

(B) Personal automobile

A traveler may be reimbursed for the use of a privately owned automobile at the federal government rate then in effect. The current mileage rate can be found on the university's web site.

(1) Reimbursement for use of a privately owned automobile shall not exceed the round trip coach air fare of all persons traveling in the car or the mileage allowance, whichever is the lesser.

(2) Mileage is payable to only one of two or more persons traveling on the same trip in the same vehicle. The names of all persons traveling on the same trip and in the same vehicle must be listed in the designated section of the travel and expense report.

(3) The mileage rate provided for in paragraph (B)(1) of this rule is meant to cover all expenses incurred in using a privately owned vehicle for university business except those covered under paragraph (D)(1) of this rule.

(4) Mileage while commuting to and from work will not be reimbursed. Mileage while commuting from home to an off-campus location may be reimbursed, but only to the extent that it exceeds mileage from the employee's home to CSU's campus.

(5) No traveler may be reimbursed for expenses on the mileage basis unless he/she carries motor vehicle liability insurance with coverage equal to or greater than that required by section 4509.51 of the Revised Code.

(C) Rented automobile

(1) With prior approval, the traveler may be reimbursed for the rental of an automobile used for official university business; and for gasoline purchased for the rented automobile. Original receipts must be submitted.

(2) The traveler must read and comply with the rental agreement's provisions covering driver eligibility, use of seat belts, and other restrictions.

(3) Reimbursement for use of a rented automobile shall not exceed the round trip coach air fare for all persons traveling in the car.

(4) Insurance requirements for rented vehicles vary based on vendor and location. Refer to the university's driving and motor vehicle policy for more information.

(5) The university has an exclusive agreement with Enterprise for rentals made in northeast Ohio. Under this agreement, Enterprise provides vehicles at discounted rates that include liability insurance. The traveler should visit the department of risk management's web site for more information.

(D) Other transportation expenses

(1) Reimbursement may be claimed for parking charges, ferry and taxi fares, bridge, highway and tunnel tolls, seat assignment and the first item of luggage charges. Excess baggage expenses are reimbursable in any of the following circumstances:

(a) Traveler is transporting university materials;

(b) Traveler is on an approved extended period of travel;

(c) Each item of expense claimed under this section must be listed on the travel approval and expense report. An original receipt is required for each item of expense greater than five dollars.

(E) Membership rewards programs

Frequent flyer and hotel reward program credits earned by university employees for travel on university business cannot be used for personal travel. These credits must be applied towards future university travel.

History

• Effective: August 20, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-69-06 Allowable Lodging Expense.

(A) The employee will be reimbursed for the actual reasonable expense for lodging in a hotel or motel. Reimbursement is for room and applicable taxes only. Reasonableness is determined by the appropriate supervisor. Use of a pcard is permitted.

(B) Original itemized receipts are required to support the reimbursement claim for the expense of lodging.

(C) Cost of lodging of members of the traveler's family is not reimbursable.

(D) Tips associated with lodging are incidental expenses as defined in paragraph (G) of rule 3344-69-07 of the Administrative Code.

History

• Effective: August 20, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-69-07

(A) The traveler will be reimbursed for meals and incidental expenses according to the federal standard meal allowance (F.S.M.A.) then in effect. Receipts are not required. When one or more meals are provided, the F.S.M.A. reimbursement must be adjusted accordingly.

(B) Allowable reimbursements vary by city. Rates for most major cities can be accessed from the university's web site.

(C) Generally, there will be no reimbursement for meals unless the traveler is away from home over night. However, with supervisory approval, when the traveler is away from home for more than twelve hours and lunch is not provided, the traveler may be reimbursed for the lunch portion of the applicable F.S.M.A. (indicate times of departure and return on the travel approval and expense report).

(D) Reimbursement for the day of departure and the day of return is equal to seventy-five per cent of the F.S.M.A.

(E) If the travel is to more than one location in one day, use the F.S.M.A. for the city where the traveler has overnight accommodations.

(F) There will be no reimbursement for alcoholic beverages.

(G) Tips and gratuities are included in the F.S.M.A.

(H) Actual and reasonable expenses for a qualified business meal may be claimed for the traveler and non-university guest(s). The traveler must submit an original itemized receipt along with an explanation of the business purpose of the expense. An overnight stay is not required.

History

• Effective: August 20, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-69-08 Miscellaneous Expenses.

(A) Expenses incurred for conference registration fees, stenographic fees, storage of baggage, fax or telephone calls for official university business, and rental of equipment or temporary meeting facilities necessary for the conduct of official university business may be reimbursed.

(B) Miscellaneous expenses must be itemized separately on the travel approval and expense report. Original receipts must be submitted for all miscellaneous expenses.

History

• Effective: August 20, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-69-09 Reporting and documenting of expenses.

(A) All requests for reimbursement of travel should be made on the standard university travel approval and expense report. If additional space is required, a supplementary schedule may be attached.

(B) The travel approval and expense report must be submitted after completion of travel unless prepayment of registration by the university is the only expense incurred.

(C) The travel approval and expense report should be completed and filed with the appropriate supervisor within two weeks of the travel completion date.

(D) The travel approval and expense report must be signed by the traveler and the expenses approved in accordance with rule 3344-69-03 of the Administrative Code. The approvals received prior to the trip were intended only to authorize the travel. The travel approval and expense report is then forwarded to accounts payable.

(E) If the trip is cancelled and there has been any prepayment of fees by the university, the department will be charged for these expenses. If Cleveland state university is due a refund, it is the responsibility of the department to follow-up with the vendor and ensure that credit is received.

(F) If a receipt is lost, the traveler must provide a written statement indicating that it was lost. This statement must be signed by the traveler.

(G) If the traveler received a travel advance, original receipts must be submitted and remaining funds returned to the university within two weeks of the travel completion date. If funds are not returned within a reasonable time, the full amount of the travel advance will be taxed to the traveler and included on his/her W-2. Subjecting the advance to taxation does not relieve the traveler from the responsibility of accounting for the advance and returning any unused funds.

History

• Effective: August 20, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-69-10 Audits of Travel Expenses.

The department of audits will periodically audit a sample of travel approval and expense reports. Violation of travel policies could lead to suspension of reimbursement for travel expenses by the university and to disciplinary action.

History

• Effective: August 20, 2015
• Promulgated Under: 111.15

Chapter 3344-70 Family and Medical Leave Policies

Ohio Adm.Code 3344-70-01 Paid parental leave policy.

(A) Purpose

Cleveland state university (CSU) is proud to support employees in caring for and bonding with their newborn or newly adopted child/children by offering six work weeks of paid parental leave (PPL). Paid parental leave will run concurrently with CSU's family medical leave act (FMLA) leave policy, as applicable.

(B) Eligibility

Employees are eligible for PPL when:

(1) Have given birth to a child, or

(2) Are a spouse of someone who has given birth to a child, or

(3) Have adopted a child age seventeen or younger, excluding the adoption of a spouse's child, and

(a) Are a regular employee (temporary, adjunct faculty, graduate assistant, intern and student worker are not eligible for PPL), and

(b) Have worked at least 1,250 hours during the twelve consecutive months immediately preceding the date the leave would begin.

(C) Amount, time frame and duration of PPL

(1) Eligible employees will receive a maximum of six weeks of PPL per birth or adoption of a child/children. The fact that a multiple birth or multiple child adoption occurs (e.g., the birth of twins or adoption of siblings at the same time) does not increase the six-week total amount of PPL granted for that event. In addition, in no case will an employee receive more than twelve weeks of PPL in a rolling twelve-month period, regardless of whether more than one birth or adoption event occurs within that twelve-month time frame.

(2) Spouses employed with CSU are limited to an aggregate of twelve weeks, when all other eligibility criteria are met.

(3) Each week of PPL is compensated at one hundred per cent of an employee's regular, straight time pay. Paid parental leave will be paid in accordance with an employee's regular pay schedule.

(4) Approved PPL may be taken at any time during the twelve-month period immediately following the birth or adoption of a child, however it must be taken in one continuous period of leave. Paid parental leave may not be used or extended beyond this twelve-month time frame. Any unused PPL will be forfeited at the end of the twelve-month time frame.

(D) Coordination with other policies

(1) If eligible for FMLA leave, PPL taken under this policy will run concurrently with leave under CSU's FMLA policy, thus any leave taken under this policy will be counted towards the employee's available FMLA leave. All other requirements and provisions under FMLA will apply. In no case will the total amount of leave whether paid or unpaid granted to an employee under CSU's FMLA policy exceed twelve weeks during the twelve-month FMLA period.

(2) After PPL is exhausted, the balance of FMLA leave (if applicable) may be compensated through an employee's accrued sick, vacation or compensatory time in that order, and/or as per applicable CSU FMLA leave policy or union contract. Upon exhaustion of accrued sick, vacation or compensatory time, any remaining leave will be unpaid.

(3) Cleveland state university will maintain all benefits for employees during the PPL period just as if they were taking any other CSU paid leave.

(4) If a CSU holiday occurs while an employee is on PPL, such day(s) will be charged to holiday pay.

(5) An employee who takes PPL and not covered by FMLA leave will be afforded the same level of job protection for the period that the employee is on PPL as if an employee were on an FMLA qualifying leave.

(E) Request for paid parental leave

An employee must provide their supervisor and the human resources department with notice of requested leave at least thirty days prior to the proposed date of the leave (or if the leave was not foreseeable, as soon as possible). An employee must complete the necessary human resources forms and provide all documentation as required by the human resources department to substantiate the request.

Last updated April 20, 2026 at 10:03 AM

History

• Effective: February 10, 2022
• Promulgated Under: 111.15

Chapter 3344-71 Compensation for Unused Sick Leave

Ohio Adm.Code 3344-71-01 Compensation of classified employees for unused sick leave.

It shall be the policy of this board that classified university employees upon retirement with ten or more years of service with the state, shall be compensated in an amount not to exceed one-fourth the value of accrued, but unused, sick leave credit based on the employee's rate of compensation at the time of retirement. The maximum payment for any employee shall be for two hundred and forty hours. The payment for sick leave under this policy eliminates all sick leave credit of the employee at the time of retirement and payment shall be made only once to any employee.

History

• Effective: November 4, 1977
• Promulgated Under: 111.15

Chapter 3344-74 Professional and Classified Staff Contract Options

Ohio Adm.Code 3344-74-01 Nine and ten month contract option for professional and classified staff.

(A) In addition to twelve-month full-time positions, Cleveland state provides nine- and ten-month full-time professional and classified staff contracts to some of its staff. Under this option the following general policies and specific issues for professional and classified staff shall apply.

(B) Policy

(1) Nine and ten-month full-time positions ("nine/ten positions") shall be available to both classified and professional staff. Part-time nine/ten positions shall not be available under the policies and conditions noted in this rule.

(2) A nine/ten employee working one hundred per cent time (forty hours per week) shall be considered a full-time employee ("nine/ten employee").

(3) CSU shall provide the full complement of fringe benefits to employees in nine/ten positions. Waiting periods for vision/dental coverage and fee waiver benefits apply to nine/ten employees.

(4) Current fee waiver/staff development policy requires that the employee be actively employed to receive benefits. If a nine/ten employee has received a contract for the following academic year, the employee may utilize the fee waiver/staff development program in the summer.

(5) No PERS service credit shall be earned during the summer by a nine/ten employee, unless the employee has a supplemental contract earning at least two hundred fifty dollars per month.

(C) Full-time professional staff employees

(1) Nine/ten month employees shall accrue vacation at the rate of 7.4 hours per pay period, but shall only accrue vacation for the length of their nine/ten contract. If a nine/ten employee has an additional assignment over the summer, the employee shall accrue additional vacation on a pro-rated basis (based on full-time employment stated in contract) for the length of the additional assignment.

(2) Vacation may only be used during the time the nine/ten employee is scheduled to work during the term of the primary employment contract.

(3) The maximum vacation accrual that may be carried over beyond June thirtieth by nine/ten employees shall be the same as for all other full-time contract employees. That limit is currently thirty days.

(4) Nine/ten employees shall accrue sick leave at their current rate of 5.0 hours per pay period, but shall only accrue sick leave for the length of their nine/ten contract. If a nine/ten employee has an additional assignment over the summer, the employee shall accrue additional sick leave on a prorated basis (based on the fte stated in the contract) for the length of the additional assignment.

(5) There is no limit to the amount of carry-forward sick leave for nine/ten employees.

(6) Nine/ten employees shall have the option of having their salary paid over nine, ten, or twelve months.

(D) Full-time classified employees

(1) After the first year of employment, nine/ten employees shall earn vacation at the full-time rate, but shall only accrue vacation for the length of their nine/ten assignment. If a nine/ten employee has an additional assignment over the summer, the employee shall accrue additional vacation on a pro-rated basis based on hours in paid status for the length of the additional assignment.

(2) Vacation may only be used during the time the employee is scheduled to work during the term of the primary assignment.

(3) The maximum vacation accrual that may be carried over beyond June thirtieth by nine/ten employees shall be the same as for all other classified full-time employees, that limit is thirty days.

(4) Nine/ten employees shall accrue sick leave at their current rate, 4.6 hours per pay period, but shall only accrue sick leave for the length of their nine/ten assignment. If a nine/ten employee has an additional assignment over the summer, the employee shall accrue additional sick leave on a prorated basis based on hours in paid status for the length of the additional assignment.

(5) There is no limit to the amount of carry-forward sick leave for nine/ten employees.

(6) Nine/ten classified employees shall not have the option of having their earnings paid over twelve months.

(7) Nine/ten employees who earn their step or longevity increase during the summer shall have that step or longevity count incremented during the summer. Upon return to work in the fall, they shall be paid at their new rate of pay.

History

• Effective: August 8, 1996
• Promulgated Under: 111.15

Chapter 3344-76 Closed Circuit Television Security

Ohio Adm.Code 3344-76-01 Closed circuit television.

(A) Purpose

(1) Cleveland state university (CSU) holds the security and safety of individuals on campus as one of the utmost concerns. Closed circuit television (CCTV) security surveillance is an important tool to assist keeping individuals, property, and research as safe as possible.

(2) This rule regulates CCTV use and related systems for necessary system compatibility, standardization, image quality, restrictions, and responsibility.

(3) The access control and security systems department (AC&SS) may issue procedures, protocols, manuals, forms, and other detailed operational processes to implement this rule.

(4) This rule applies to all faculty, staff, students, affiliates, auxiliary organizations, contractors, and suppliers who are or become involved with a CCTV device or related need at CSU.

(B) Rescission of other guidance

This rule replaces and supersedes any previous CCTV-related guidelines, protocols, understandings, and/or similarly intended documents or practices.

(C) Compliance

(1) All members of the university community (students, faculty, staff, affiliates, etc.), those doing business with or at the university, and those on university-controlled property must fully comply with this rule. Failure to comply could result in discipline, loss of CCTV access privileges, or legal action.

(2) Any company contracted to manage a CSU-related facility, including a residence hall(s), must abide by this rule, maintain university AC&SS CCTV standards, contractual agreements, and any written or verbal instructions from the AC&SS department related to CCTV.

(3) Any perceived use of CCTV systems not in accordance with this rule must be reported to the manager of AC&SS for compliance correction.

(D) Responsibilities

(1) The manager of AC&SS has the responsibility for determining proper security-related measures, hardware, and software for any CSU-related facility, including the documentation and licenses for the systems and equipment needed to maintain AC&SS standards. All aspects of CCTV (equipment, maintenance, system design, placement, views, installation, pre-sets, use, etc.) are under the direction and authority of the AC&SS department.

(2) After a device or system is online and functional, AC&SS is responsible for the transmission of images from the camera to the local recording device (DVR, NVR, SVR, etc.). The CSU information services and technology (IS&T) department is responsible for secure transmission of images/data from the local recording device to the mass storage device and other approved locations.

(E) Coverage

(1) The intent of CCTV coverage on campus is as a security tool to deter crime and provide a historical record of covered incidents. Security technologies and personnel may not be used for other purposes, such as the intentional monitoring of students or employees.

(2) During the design phase for new CCTV installations, the manager of AC&SS will meet with the building's representative or funding sponsor and a designated university police representative to explain the CCTV design and obtain feedback for any potential adjustment the manager of AC&SS deems appropriate. Once a plan is approved by the manager of AC&SS, any deviations from the plan must be approved by the manager of AC&SS and updated on the construction plans by the contractor.

(3) The manager of AC&SS will select camera positions, angles, views, and pre-sets with the ability to change a view based on a change in environment or need. At least once a year, the chief of police will designate a representative to review existing camera views for potential need for adjustment.

(4) CCTV installation will not occur in areas where there is a reasonable expectation of privacy, such as: inside restrooms, inside locker rooms, inside dressing rooms, and similarly situated spaces.

(5) Covert camera use and recordings will only be used to aid in criminal investigations by the university police department. Approval of such use must be approved by the university police through the manager of AC&SS.

(F) Image and footage availability

(1) Generally, security camera images and feeds are not live-monitored by any individual, but all camera images are intended to be recorded on a twenty-four hour basis every day of the year. Lighting conditions, equipment quality, and a camera's custom trigger parameters may affect image availability. Live and recorded images are available to the university police and AC&SS. Access by others to any camera image or feed must be approved by the manager of AC&SS.

(2) Unauthorized access or distribution of any camera image is strictly prohibited without the express written permission of the manager of AC&SS. Any violation is considered a serious violation of university policy, and is subject to the full extent of university discipline, potential criminal charges and legal action.

(3) The university's goal is to retain recorded images for thirty days; however, there are numerous factors that can limit the retention significantly on a specific camera's recorded history. Requests to review or be provided recorded CCTV images should be made immediately upon identifying the potential need.

(4) Requests for access to review or release CCTV images that are not required for university business or law enforcement purposes shall be made to the office of general counsel in accordance with CSU's public records request procedures.

(5) Review of footage to investigate potential employee misconduct requires pre-approval from the assistant vice president of human resources; any use of CCTV footage specifically for the purpose of investigating employee misconduct must conform with applicable CSU policies and, for employees who are members of a collective bargaining unit, the terms of any applicable collective bargaining agreement.

(6) Video or images used for criminal investigation purposes by the CSU police or requested by other law enforcement agencies having jurisdiction is not subject to the CSU public records request procedures. AC&SS staff will make every effort to assist the requesting agency in quickly obtaining video as needed to aid in the apprehension of a person who has committed a crime or the prosecution of criminal activity. In circumstances where, based on a determination by the director of campus safety in consultation with the office of general counsel, an immediate threat to health or safety of the campus community exists, video shall be made available to law enforcement immediately.

(7) For a major security or safety incident, the manager of AC&SS will take all actions necessary to preserve related CCTV footage.

(G) Fees

(1) AC&SS will provide at no cost to university entities regular maintenance and reasonable repair (excluding abuse) of existing CCTV equipment and systems as funding and staffing allow.

(2) For non-maintenance related service, costs will be payable by the requesting or responsible entity based on the actual cost of the item (if any) and labor. Non-maintenance items or service may include, but is not limited to:

(a) Upgrading equipment

(b) Extensive repairs

(c) Replacement of outdated equipment

(d) Installation of new equipment

(e) Projects

(3) In relation to a public records request, provision to a requestor of CCTV images or footage on a removable medium will be provided at the cost of the medium. The manager of AC&SS will provide an approximate estimate of costs prior to fulfilling an approved request.

(H) Code of practice

Authorized viewers of CCTV images or feeds will adhere to the following "Code of Practice":

(1) Viewers will not monitor individuals solely based on characteristics of race, gender, ethnicity, sexual orientation, gender identity, gender expression, disability, or other classifications protected by the university's non-discrimination policy.

(2) Viewers will not zoom-in or continuously view people becoming intimate in public areas.

(3) Viewers will not zoom-in on any portion of a person other than for purposes of determining an action taking place, identification, training, or testing of equipment.

(4) Viewers will not zoom-in into offices or residential rooms unless a potential incident is in development and such camera control is authorized by the university police officer-in-charge (OIC) or senior campus safety management.

(5) A violation of the code of practice is subject to disciplinary action consistent with the rules and regulations governing members of the university community.

(6) The manager of AC&SS will maintain a list of all authorized viewers of any camera.

(I) Installation

(1) It is the responsibility of the manager of AC&SS and the university architect's office to ensure that this rule and the university's master security plan are provided and accepted by any general contractor or project principal that will be involved in the installation of CCTV-related equipment or systems. Any suspected non-compliance must be reported to the manager of AC&SS for corrective action.

(2) Installation or repair of any camera or image recording device must be performed by a qualified individual that has been approved by the manager of AC&SS. Contractors shall schedule service with the AC&SS video unit prior to doing work on campus.

(3) For a contracted installation, AC&SS staff is neither the project managers, nor expected to supervise an installation. As the customer representing the university, AC&SS will pre-approve of the design, equipment, installation locations, and operation of the device/system, with the expectation that the contractor/installer will deliver a turn-key fully operational device and/or system with a fully functional tie-in to the university's existing enterprise-level video system. The manager of AC&SS, university architect's office and information services and technology will ensure that university standards are complied with.

(4) Individuals having knowledge of the installation details and operation of CCTV equipment and systems shall keep the information confidential. Any questions or concerns regarding installation work or operations must be directed to the manager of AC&SS.

(5) Regardless of the intended use, unauthorized fixed-mounted or stationary cameras, pan-tilt-zoom cameras, webcams, or other image capturing devices for personal or work-related use may not operate on CSU property without the written consent of the manager of AC&SS. Violators are subject to university discipline and legal action.

(6) Non-security related video equipment that may be approved at the discretion of the manager of AC&SS include, but are not limited to:

(a) Construction project progress

(b) CCTV system for research or academic purposes

(c) Training purposes

(d) Distance learning labs

(7) For CCTV equipment approved for use, the manager of AC&SS may require appropriate signage be publically posted notifying of the potential use of live or recorded video and/or audio.

(J) Plans and drawings

(1) All installed equipment and its related parts will be compatible with the existing enterprise-level security/video system at CSU, and plans/drawings will be provided by the contractor to the manager of AC&SS for approval before work begins. In the design phase, AC&SS will denote specific equipment placement and type. No plan deviation, alterations, or substitutions may be made without the consent of the manager of AC&SS.

(2) AC&SS will maintain a log of all camera equipment on campus. New installations by a contractor require pre-installation prints approved by AC&SS, and "as built" prints to AC&SS within ten days of project completion.

(3) For security purposes, all plans, drawings, and related information are designated confidential. No release of information is allowed without the consent of the manager of AC&SS. Violators are subject to university discipline, potential criminal charges and legal action.

(K) Equipment selection

(1) All new installations will utilize AC&SS-specified cameras and AC&SS-specified recording devices.

(2) This equipment is defined in the standards published by the office of the university architect. With the growth of the industry, specific equipment brand/model may be updated by the AC&SS video unit during the design/planning phase of the specific project.

(L) Tests

(1) An installer is expected to deliver a turn-key fully operational device and/or system with a fully functional tie-in to the university's existing enterprise-level system. The contractor/installer must be present during a scheduled final acceptance test by the AC&SS department. The manager of AC&SS must approve and sign-off on any device/system prior to its acceptance.

(2) For existing equipment, the AC&SS department will maintain a log indicating the last test of each camera and recorder.

(M) General prohibitions

General prohibitions include, but are not limited to:

(1) Disabling or tampering with any university security device or security monitoring device, including CCTV equipment.

(2) Unauthorized access or use of CCTV software or systems.

(3) Physically relocating or re-positioning a fixed-lens camera.

(4) Covering or otherwise obstructing the lens of any camera.

(5) Installation or use of CCTV or any type video-capture equipment not pre-approved by AC&SS.

(6) Failure to comply with the university's master security plan relating to CCTV.

(7) Authorizing or utilizing non-AC&SS staff for any type of service related to CCTV security equipment or systems.

(N) Exceptions and appeals

(1) If an individual or entity believes that application of this rule will adversely impact the individual or entity, they must submit a written request for a specific exception to the manager of AC&SS within fifteen days of the date they were affected. The manager of AC&SS may or may not grant an exception based on the best interest of the university.

(2) Denial of an exception may be appealed in writing to the director of campus safety, who is the final decision authority. The response to the individual/entity will be within thirty business days of receipt.

(3) Requests for an exception or appeal must state at least the following:

(a) Name of affected individual and associated entity

(b) Contact information (mailing address, e-mail address, phone)

(c) The provision of this rule that is in question

(d) How the provision adversely affects the requestor

(e) Proposed remedy

(f) Information regarding previous attempts to resolve the issue.

History

• Effective: June 4, 2016
• Promulgated Under: 111.15

Chapter 3344-77 Access Control

Ohio Adm.Code 3344-77-01 Access control.

(A) Regulations

For purposes of section 3345.13 of the Revised Code, these are the regulations governing keys.

(B) Introduction

The objective of access control is to provide a reasonable level of security for Cleveland state university and, at the same time, allow as much freedom of access as possible to the campus community. This document applies to all university buildings and occupants within those buildings including partnerships and lease agreements.

(C) Definitions

(1) Automated access control system (AACS) is the computerized database used to track all access control authorization.

(2) Personally issued keys. Keys assigned to an individual on a permanent basis.

(3) Duty issued keys. Keys issued only while working and returned before leaving CSU property.

(4) Communication access. Communication access allows access to communication closets.

(5) Electrical access. Electrical access allows access to electrical vaults.

(6) Utility master access. Any key or access that includes communication closets, machine rooms, custodial areas, and electrical vaults.

(7) Prox card. Proximity card, a card, fob or other credential that held in the "proximity" of a reader will activate the access control device.

(8) Prox card access. Prox card access allows access to any authorized building or room having a reader and electronic lock release.

(9) Change key or latch key. A change key or latch key opens one door or lock.

(10) Master and submaster keys. Master and submaster keys open a series of locks.

(11) After hour access. Authorized occupancy in a building after closing hours.

(12) Construction core. A temporary interchangeable core used during building or rehabilitation of a building project.

(13) University calendar of events. The Cleveland state university (CSU) campus scheduling software used to create the CSU master calendar and the official database used to approve or deny access during off-hours.

(D) Single access control coordinator (SACC)

(1) The SACC is designated in writing by the senior faculty/staff committee or other official having direct control over the facility, department or area. The SACC has direct responsibility for coordinating access control, alarm protocols, and alarm and access control schedules.

(2) Requests for access shall be submitted to the SACC. No individuals may sign their own access request.

(3) Access to buildings, rooms, and closets is authorized by the SACC only when a completed access control request form is signed by the SACC. The SACC has an affiliated duty to properly inform individuals designated access of this rule and on the use and limitations of the SACC's approval.

(4) The access control, safety and security systems department (AC&SS) may overrule a grant of access control by the SACC. In such situations, individuals may appeal, in writing in accordance with paragraph (P) of this rule if the individual believes that access was unjustly denied.

(5) The access control activation limits:

| Faculty | Active until departure | | --- | --- | | Staff | Active until separation | | Student | Active until separation | | Vendor | Not to exceed one calendar year |

(E) Access to closed university buildings

(1) Access to closed buildings will not be provided for students, faculty, staff, or other designees unless the AACS indicates authorized access.

(2) Request for opening an exterior door(s) for an event, class, or any other exception to the posted building hours, must be scheduled through conference services and listed on the official university calendar of events at least five days in advance. Requests to open a closed building for an event not listed on the university calendar of events must also be submitted to AC&SS at least five days in advance of the event or the request will not be honored.

(F) Obtaining access

(1) The department requesting access for an employee, contractor, or vendor must submit a completed access request form (ARF), signed by the SACC or SACC designee, or a completed keybox access request form (KARF), signed by the project manager, to the access control office via email.

(2) AC&SS will determine if card access, key access, or both are required to fulfill the request.

(3) Access cards and keys cannot be obtained through the mail. Cards must be issued at the viking card office in the main classroom building, room 112.

(4) Keys are issued at the campus safety building reception window.

(5) CSU or governmentally issued photo identification will be required to pick up keys/access cards.

(6) Students shall not have master electronic access or any keys personally issued to them.

(7) Building hours of operation are posted and updated on the AC&SS page of the CSU website.

(G) Access transfers

Access cards must be obtained at the viking card office by the person to whom they are issued. All keys must be obtained at the campus safety building by the person to whom they are issued. To transfer keys directly from one person to another, a key transfer form must be completed and sent to the access control office via email.

(H) Access dispersals

All requests for personally issued master and submaster keys will be denied. All rights to hold personally issued master keys and submaster keys issued prior to the approval of this document are hereby rescinded. Master keys and submaster keys will be available for authorized personnel in the electronic keybox system only. Requests for keybox access to master and submaster keys may also require a background check.

(I) Broken/worn out keys or access cards

The holder of a worn or broken key may schedule an appointment with the locksmiths to have the key replaced. The holder of a worn or broken access card may have the card replaced at the viking card office. The broken or worn out keys or access cards must be turned in before new ones will be issued. There will be no charge for broken or worn out keys or access cards.

(J) Temporary access

(1) Urgent access. Individuals, who require immediate access, including emergency repairs during off normal hours, may call the campus police to open a door. Upon presentation of a CSU or valid governmentally issued photo identification the officer shall query the AACS. If the system indicates approved access, the door may be opened. There shall be a charge of fifty dollars for the service. If the duty officer or the facilities director authorize emergency access there shall be no charge.

(2) Student owned padlocks. Upon presentation of a CSU or valid governmentally issued photo identification and proof of ownership, the key shop staff or the campus police may, at the responding person's sole discretion, remove a padlock on a student locker. A police officer shall always be present for this process. CSU will not be responsible for damage to the lock.

(3) Temporary construction cores. Departments requesting temporary access for contractors or vendors may have their request fulfilled by the use of temporary construction cores. The cost of the cores, keys and installation shall be paid by the requesting department.

(K) Duplicating access and changing locks

(1) Pursuant to section 3345.13 of the Revised Code, the duplication of keys is prohibited except as otherwise provided in this rule.

(2) This rule prohibits the removal/installation of locking mechanisms by anyone other than the access control office. AC&SS reserves the right to periodically contract a certified, bonded professional locksmith to assist with lock installation and any other associated project.

(3) The CSU lock shop is the only agent authorized to purchase and issue locks. Door locks may only be removed or changed by the university locksmiths.

(4) Departments will be responsible for any cost incurred to resolve unauthorized changes.

(5) No CSU official, other than the AC&SS manager and locksmiths, shall sign any contract that allows the use of the CSU core(s) or key code(s). No core(s) or lock(s) shall be installed that is not of the CSU master key system without the written authorization of the manager of AC&SS.

(L) Returning keys/access cards

(1) Before separating from the university or transferring to another department, all students, faculty, and staff must return their university keys to the key shop or complete the key transfer form and submit it to the access control office.

(2) Each college/department is responsible for advising all exiting or transferring employees of their obligation to return university keys prior to leaving campus.

(3) Lost or stolen keys must be the subject of a police report, and lost key fees will apply.

(M) Lost/stolen keys or access cards/fees

(1) All lost or stolen keys or access cards must be reported to the concerned college/department, and to the university police. The campus police will complete an official, documented police report. Replacement of keys will not be made until the police report is completed.

(2) To replace lost or stolen keys or access cards, individuals must complete an access request form.

(3) A graduated monetary charge is hereby established to cover lost and/or stolen keys:

| Operating (office, desk, file, lab) | $20.00 each | | --- | --- | | Submaster | $500.00 | | Building Master | $750.00 | | Grand Master | $1000.00 | | Viking Prox Card | Fee established by the Viking Card office | | Construction Cores and Keys | Cost established at time of request |

(4) The loss or theft of a submaster, building master, or grand master key jeopardizes the security and protection of an area (dormitory, laboratory, office complex, or building), and the entire area may need to be re-cored and re-keyed. The department from which the key was lost or stolen will be charged for the total replacement costs.

(N) Access control records/inventory

(1) Key shop

(a) It is the responsibility of the key shop supervisor to keep all records related to key control filed in the Keystone® database current and accurate.

(b) This includes but is not limited to:

(i) Key issuance

(ii) Core issuance by location

(iii) Lock installation

(c) It is the responsibility of the supervisor of the key shop to insure all keys and all cores issued are stamped with a unique identifier and the information entered into the keystone® database current and accurate.

(d) It is the responsibility of the AC&SS manager to insure that the Keystone® server is protected by a firewall and backed-up weekly.

(e) The manager of AC&SS shall maintain, update, and enforce the standard operating procedures for the guidance of the CSU lock shop.

(2) Access control

(a) Each college/department SACC or their designees should maintain a list that identifies all respective employees and students who have access rights issued to them. This list should be updated each semester for reconciliation and security purposes. SACCs and their designees are responsible to verify that the report is accurate.

(b) SACCs, and their designees if applicable, should maintain a complete and current list that indicates the following: name of the access holder, authorized areas, and date issued. The college/department's access list will help when reconciling the employee separation form sent from human resources. Discrepancies should be reported to the access control office within thirty days. An amended document will be printed and sent back to the department to ensure that changes have been accurately entered in the AACS. Since each person or college/department is financially responsible for all keys or access cards issued, accurate information is essential.

(c) All access control inventory lists reconciliations shall be reviewed and approved by the appointing authority.

(O) Prohibited conduct

(1) Disabling any university security device.

(2) Propping open any locked doors.

(3) Allowing any other person the use of a key, card access, or electronic keybox PIN.

(4) Duplicating any key or card access device.

(5) Leaving a CSU key unattended.

(6) Leaving a key code book unsecured.

(7) Failing to report a missing key to the campus police

(8) Failing to retrieve a key(s) when a person is transferred, is away for a prolonged period of time (i.e. medical leave), or is in any other way separated from CSU.

(P) Appeal process

(1) In the event that access has been denied when it should have been granted under this rule, a faculty member, staff member or student who has been adversely affected may request a review of the decision to the manager of AC&SS.

(2) The request must be made in writing and particularly state the nature of complaint and the proposed remedy. The complaint must also contain an address to where the response is to be directed.

(3) The manager of AC&SS shall cause an investigation of the complaint and render a decision in writing within thirty days receipt of the request for review.

(4) Decisions of the manager of AC&SS may be appealed to the chief of police within five days of receipt of the manager's decision. The appeal must be in writing and include an explanation of why access should have been granted. The vice president for business affairs and finance will review the record on appeal and issue a decision.

(Q) After hour building unlocking

(1) Changes in building hours. Changes in building hours, weekend changes or any special event requiring a change of lock or unlocking of exterior doors can be accomplished by authorization of the vice president for business affairs and finance, SACC or conference services with notice to the department of AC&SS.

(2) All requests for facilities, other than academic classes, must be approved by the department of conference services. Events scheduled will appear on the university calendar to provide support and coordination so every event will become a successful, positive reflection of the university. Events not listed on the university calendar of events will not be provided support services. Questions may be directed to conference services at 216-523-7203 or through the conference services page of the CSU website.

(3) Failure to notify AC&SS of a change that results in a campus police intervention to lock or unlock a building will result in a fifty dollar assessment.

(4) Changes occurring less than twenty-four hours prior to the event must be directed to the campus safety communications center at 216-687-2020.

(R) Audits and usage

(1) Requests for historical reviews of either door access or personal history can be made to the manager of AC&SS. Such requests should be made in writing, including by email, and shall describe the door, person and the dates of usage required. Such requests should be placed through the building SACC, but may be made directly if the situation requires it.

(2) Emergency audits can be made through the campus police department at 216-687-2020.

(S) Past practice

This regulation supersedes and replaces any current policy, procedure, custom or usage as it relates to access on the CSU campus. It specifically ends:

(1) The practice of opening buildings without fee for faculty, staff or others on off-hours without change or authorization

(2) All rights to hold personally issued master keys and submaster keys

(3) All issuance of CSU keys to students.

History

• Effective: June 4, 2016
• Promulgated Under: 111.15

Chapter 3344-78 Disposal of Property Policies

Ohio Adm.Code 3344-78-01 Policy on the disposal of university property.

In order to make best use of its resources, the university encourages the disposal of obsolete or outworn or otherwise unusable property. Such disposal is to be carried out so that the university receives payment for items of value whenever appropriate. Specifically, any administrative procedure developed pursuant to this policy must include the following provisions.

(A) The using department and the department of property control must agree that the property or the equipment to be disposed of have no continuing value to the university. Subsequent to this agreement, no member of the user department or of the department of property control may take possession of that property for his or her own use.

(B) Property or equipment acquired through any active or closed sponsored project administered through sponsored programs and research services may not be disposed of without prior documented authorization from the director of sponsored programs and research services.

(C) The department of property control may seek bids for used equipment or it may hold the equipment for auction. The receipts from such auction or sale will be used to pay for the costs of removal and storage of the equipment from departmental areas. Any remaining funds will be credited to the university general fund.

(D) Property that has no continuing value to the university may be donated to a non-profit organization when the provost or a vice president determine that it is in the best interest of the university to make such a donation.

(E) If, upon study, the department of property control believes that the property or equipment are in such condition as not to warrant any attempt at sale, the department may recommend to the assistant vice president and controller that such property be disposed of immediately.

(F) Any property or supplies left in general storage by a department for more than two years shall be considered released for reassignment or disposal by the department of property control.

(G) The department of property control shall notify the controller of all items disposed of through its procedures.

History

• Effective: June 1, 2017
• Promulgated Under: 111.15

Chapter 3344-79 Animals

Ohio Adm.Code 3344-79-01 Animals on Campus.

(A) Animals and pets are generally not permitted within Cleveland state university buildings or vehicles. The exceptions to this prohibition are:

(1) Animals used in current teaching, research, and clinical activities, or other university-sponsored programs or activities; the presence of an animal(s) shall be approved by the office of environmental health and safety.

(2) Service animals.

(3) Emotional support animals (ESA).

(4) Animals authorized by law (e.g., patrol dogs accompanying police).

(B) Definitions.

(1) Handler. A person with a disability that a service animal assists or a personal care attendant who handles the animal for a person with a disability.

(2) Service animal. Any dog or miniature horse 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 and meets the definition of "service animal" under the Americans with Disabilities Act ("ADA") regulations at 28 CFR 35.104. The work or tasks performed must be directly related to the individual's disability.

(3) Owner. An individual who owns, harbors, or keeps an animal, accepts responsibility for its well-being and care.

(4) Emotional support animal. An ESA is any animal that provides emotional support alleviating one or more symptoms or effects of a person's disability. ESAs provide companionship, relieve loneliness, and sometimes help with depression, anxiety, and certain phobias, but do not have special training to perform tasks that assist people with disabilities.

(5) Unauthorized animal. Any animal in a residence hall room other than a fish kept in a single tank no larger than ten gallons or an ESA that has been officially approved and registered with the university.

(6) Assistance animal. An animal that works, aids, or performs tasks for the benefit of a person with a disability, or that provides emotional support that alleviates one or more identified effects of a person's disability. Under the Fair Housing Act, an assistance animal may be either a service animal or emotional support animal.

(C) Service animals.

(1) In compliance with applicable law, CSU generally allows service animals in its buildings, classrooms, residence halls, meetings, dining areas, recreational facilities, activities and events when the animal is accompanied by an individual with a disability who indicates the service animal is trained to provide, and does provide, a specific service to them that is directly related to their disability.

(2) CSU may not permit service animals when the animal poses a substantial and direct threat to the health or safety of the campus community or when the presence of the animal constitutes a fundamental alteration to the nature of the program or service. CSU will make those determinations on a case-by-case basis.

(3) In general, CSU will not ask about the nature or extent of a person's disability but may make two inquiries to determine whether an animal qualifies as a service animal. CSU may ask:

(a) If the animal is required because of a disability; and

(b) What work or task the animal has been trained to perform.

(4) CSU cannot require documentation, such as proof that the animal has been certified, trained, or licensed as a service animal. Generally, CSU may not make any inquiries about a service animal when it is readily apparent that an animal is trained to do work or perform tasks for an individual with a disability.

(5) CSU community members who wish to bring a service animal to campus are strongly encouraged to partner with the office of disability and testing services (ODTS). Additionally, students who plan to live in on-campus housing must inform the department of residence life and housing (RLH) that they plan to have a service animal with them in student housing.

(6) Handlers are responsible for any damage or injuries caused by their animals and must take appropriate precautions to prevent property damage or injury. The cost of care, arrangements and responsibilities for the wellbeing of a service animal are the sole responsibility of the handler at all times.

(7) Service animal control requirements:

(a) The animal should respond to voice or hand commands at all times and be in full control of the handler.

(b) To the extent possible, the animal should be unobtrusive to other individuals and the learning, living, and working environment.

(c) Identification. It is recommended that the animal wear some type of commonly recognized identification symbol, identifying the animal as a working animal, but not disclosing disability.

(8) Removal of a service animal can occur due to the following reasons:

(a) Out of control animal: a handler may be directed to remove an animal that is out of control and the handler does not take effective action to control it. If improper animal behavior happens repeatedly, the handler may be prohibited from bringing the animal into any university facility until the handler can demonstrate that the handler has taken significant steps to mitigate the behavior.

(b) Non-housebroken animal: a handler may be directed to remove an animal that is not housebroken.

(c) Direct threat: a handler may be directed to remove an animal that CSU determines to be a substantial and direct threat to the health and safety of individuals.

(9) Where a service animal is properly removed pursuant to this policy, CSU will work with the handler to determine reasonable alternative opportunities to participate in the service, program, or activity without having the service animal on the premises.

(D) Emotional support animals. Under the Fair Housing Act, students with disabilities may request an ESA as a housing accommodation. To qualify, the ESA must be necessary for the student to access and enjoy residential life, with a clear link between the documented disability and the support the animal provides. ESAs are only allowed in the student's residence hall room and outdoor areas.

(1) Reasonable accommodation decisions are made on a case-by-case basis based on the application and supporting documentation. Once ODTS completes the process of determining whether an ESA is a reasonable accommodation, it will notify the student as well as RLH. Alternative accommodations may be considered. If approved, the student must meet with RLH to review responsibilities and register the animal. No animal is allowed on campus until final approval is granted by RLH.

(a) ESA applications with supporting documentation must be received by the following dates for consideration. Requests beyond the deadline will be considered on a case-by-case basis as determined by ODTS:

(i) Fall semester - June first for returning students and July first for new students.

(ii) Spring semester - December first for all students.

(b) The university may inspect the owner's residence to ensure cleanliness and maintain safe, sanitary conditions.

(c) Violating the ESA agreement may lead to disciplinary action, up to and including immediate removal of the animal.

(2) Owner's responsibilities for emotional support animals.

(a) ESAs must be licensed in accordance with Cuyahoga county and Ohio state laws.

(b) ESA records must be submitted to RLH, with all vaccinations kept current. Rabies tags must be visibly displayed at all times.

(c) ESAs must be kept in the owner's residence hall room and are not permitted in public areas of the residence hall except to enter or exit the building and are not permitted in other campus buildings. During transit, the animal must be leashed, harnessed, or caged.

(d) ESAs must behave appropriately and not be disruptive. Owners are responsible for managing behavior, and repeated disruptions may result in removal from campus.

(e) ESAs must be in good health, and owners are responsible for addressing any health issues promptly at their own expense.

(f) ESA owners are responsible for their ESA's hygiene, grooming, and routine flea/tick prevention at their own expense. University facilities may not be used for bathing, and the university is not liable for these tasks. If fleas, ticks, or other pests are found, the residence will be treated by a university-approved pest control service. Any cost for the specialized treatment(s) beyond routine pest management will be billed to the owner

(g) Owners must care for their housebroken animals, carry cleanup supplies, and dispose of waste immediately. All approved ESAs must be a year of age or older.

(h) Owners must dispose of animal waste in designated trash areas. Residence hall trashcans may not be used.

(i) Approved animals may not stay overnight in university housing without their owner. If the owner leaves campus for more than one day, the ESA must go with them.

(j) The owner must notify RLH in writing if the approved ESA is no longer needed or no longer resides with them. A new request is required to replace the animal.

(k) Owners are responsible for cleaning and repair costs beyond standard services after vacating. The university may charge these expenses to the owner's student account.

(l) Any violation of these responsibilities may result in immediate removal of the animal from the university and referral to the university community standards process.

(m) If the approved ESA is removed for any reason, the owner must continue to meet housing obligations unless a waiver is granted.

(n) Owners will sign an annual emotional support animal agreement.

(3) Removal of emotional support animals. The university may issue a warning or remove an ESA from campus for the following reasons:

(a) The ESA is not under the direct physical control of the owner;

(b) The ESA's behavior is disruptive to its surroundings or other members of the university community;

(c) The ESA poses a direct threat to the health and safety of others;

(d) The ESA's presence fundamentally alters the nature of a program or activity;

(e) The owner fails to comply with any of her/his responsibilities under this policy and corresponding procedures; or

(f) The owner violates any aspect of their ESA agreement.

(4) Any unauthorized animal violation will be subject to the community standards process.

(E) Appeals and grievances. Any person dissatisfied by a decision concerning a service animal or emotional support animal may appeal through the office for protected rights.

(F) Policy review cycle. The compliance office is responsible for this policy. At a minimum, every five years, the compliance office shall ensure that the policy is reviewed and recommend whether the policy should be reaffirmed without revision, amended, or rescinded. Policies may be reviewed on an earlier timeline depending on necessity and change in law or practice.

Last updated February 9, 2026 at 7:43 AM

History

• Effective: February 9, 2026
• Promulgated Under: 111.15

Chapter 3344-80 International Travel Policy

Ohio Adm.Code 3344-80-01 University-sponsored international travel policy.

(A) Purpose

Cleveland state university encourages students and community members to take advantage of international travel opportunities as a means of enriching their education and serving the global community. This rule sets forth the requirements for university-sponsored international travel in order to balance the benefits of such travel against its risks.

(B) Definitions

(1) "International travel review committee" means the committee appointed by the provost to review proposed travel to travel warning countries or involving non-enrolled minors. The committee shall be chaired by the director of the center for international studies and programs or designee, and include the vice president of student affairs or designee, at least one faculty member, and other members as determined by the provost.

(2) "Participant" means any participant in university-sponsored travel, including faculty and staff members leading the travel.

(3) "Travel warning country" means a country subject to a current U.S. state department travel advisory level 3 or 4 or a travel warning issued by the world health organization or the centers for disease control.

(4) "University-sponsored travel" means any of the following:

(a) Faculty or staff led international travel for which students receive academic credit. Examples include study abroad programs;

(b) Travel by students with faculty members to conferences abroad or to assist in research, whether or not the student receives academic credit;

(c) Internships abroad arranged by the university, whether or not the student receives academic credit;

(d) International service-learning opportunities led by faculty or staff;

(e) International travel organized by a university department or office, such as the athletics department or the Confucius institute; and

(f) International travel organized by student organizations as an activity of that organization.

(g) "University-sponsored travel" does not include:

(i) Travel that has no connection to CSU, such as vacations, service trips not affiliated with CSU, enrollment at foreign universities (whether or not academic credit will be awarded by CSU), and any other travel not defined in this rule as university-sponsored travel;

(ii) Travel that is organized by an entity other than CSU, even when participants are recruited through CSU student organizations or other on-campus marketing efforts; and

(iii) Travel that is funded by CSU but for which CSU offers no oversight, such as research grants, scholarships for programs offered by third parties or tuition payment for enrollment in foreign universities.

(iv) Faculty or staff travel that does not involve students or community members and is governed by the applicable collective bargaining agreement or policy.

(C) Scope

This rule applies to all university-sponsored travel and must be adhered to by all participants, including faculty and staff leading the travel.

(D) Requirements

(1) International travel registration. Faculty and staff leading university-sponsored travel must provide the center for international studies and programs (CISP) with registration information at least two weeks prior to travel, or as soon as practicable prior to departure. Registration information shall include the dates and locations of travel, contact information for the employee while abroad, and the names and CSU ID numbers of all participants. If no faculty or staff member is leading the travel of a student organization, that organization's advisor must complete the registration.

(2) Travel waiver form. All participants in university-sponsored travel must complete and sign a travel waiver form provided by CISP. The parents or guardians of participants under eighteen years of age must sign the form on behalf of the minor participant.

(3) Health insurance. Prior to departure, all participants must obtain health insurance that will provide coverage in the countries to which they are traveling.

(4) Participant conduct.

(a) The university student code of conduct, Chapter 3344-83 of the Administrative Code, applies to all university-sponsored travel by students. During university-sponsored travel, the vice president of student affairs or designee has the authority to alter deadlines or processes set forth in the student code of conduct in the interest of protecting the health and safety of the participants or providing appropriate due process to affected parties.

(b) In addition, participants are expected to obey the laws of their host countries and any rules established by the leader of the travel. Failure to do so may result in the termination of a participant's participation in the university-sponsored travel or the cancelation of the travel.

(5) Family members and other non-participants. Generally, family members of participants (who are not themselves participants) and other non-participants are not permitted to accompany participants on university-sponsored travel. Exceptions may be approved by the provost or designee when good cause is presented by the participant.

(E) Additional approvals.

(1) Minors

(a) Minors enrolled as students may participate in university-sponsored travel so long as their parents or guardians review and sign all travel waivers and other required documents.

(b) University-sponsored travel in which participants may be minors who are not enrolled as students must receive prior approval by the international travel review committee. Examples of such travel include language instruction and cultural exchanges for school-age community members. The university's minors on campus policy, Chapter 3344-94 of the Administrative Code, applies to university-sponsored travel by non-enrolled minors. All adults accompanying non-enrolled minors on university-sponsored travel shall review the minors on campus policy prior to departure.

(2) Travel to travel warning countries. CSU reserves the right to prohibit, cancel or recall any university-sponsored travel to a travel warning country when it determines that the risks of the travel outweigh the benefits. All travel to travel warning countries must be approved by the international travel review committee.

(3) Approval by the international travel review committee. Requests for approval of travel to travel warning countries or by non-enrolled minors must be submitted for approval in accordance with the following procedure:

(a) An approval request for the travel must be submitted to CISP prior to soliciting participants, or at least sixty days prior to departure, whichever is earlier. The approval request must include the dates and locations of travel, the nature of the activities to be undertaken, an assessment of the benefits and risks of the travel for the participants, and any proposed steps for mitigating the risks of travel.

(i) Requests for approval involving travel to a travel warning country must also include an explanation as to how the goals of the travel could not be met by travel to a non-travel warning country.

(ii) Requests for approval involving travel by non-enrolled minors must also include the ages of the participants, the level of supervision and the experience of the supervisors, and information regarding the accommodations to be provided.

(b) Upon receipt of an approval request, CISP will convene the international travel review committee to review the request. The request will be approved if the international travel review committee determines that the travel provides significant benefits to the participants and that the risks of travel can be reasonably mitigated.

(i) Factors to be considered for travel warning countries include the level of risk presented in the travel warning country, the experience of the participants, the degree to which the travel experience could not be replicated in a non-travel warning country, and any contingency plans for addressing health and safety concerns.

(ii) Factors to be considered for travel involving minors include the age and experience of the participants, the level of supervision, including the experience of the adults involved in the travel, and the appropriateness of the activities and accommodations.

(c) In approving a request, the international travel review committee may impose conditions on the travel, such as requiring additional travel waivers or parental notifications, mandatory orientations, or changes to the travel itinerary.

(d) If the international travel review committee denies the request, the appropriate dean or vice president may submit an appeal to the provost.

(e) If conditions in a travel warning country deteriorate, or a new travel warning is issued for a country not previously subject to a warning, CISP may convene the international travel review committee to consider all travel that is planned or on-going in that country. The international travel review committee shall recommend to the provost whether to cancel or recall travel that is on-going or has previously been approved. The provost's decision to cancel or recall travel shall be final.

History

• Effective: February 5, 2018
• Promulgated Under: 111.15

Chapter 3344-82 Deceased Student Policy

Ohio Adm.Code 3344-82-01 Deceased student policy.

(A) Policy statement

Cleveland state university (CSU) strives to provide a safe and positive environment for all students. When a tragedy occurs, it is incumbent upon the university to respond in a sensitive and caring manner, recognizing that individuals respond in different ways to different circumstances that may surround a student death.

(B) Purpose of policy

The purpose of this policy is to establish guidelines that will support an orderly, effective and caring response in the event of a student death.

(C) Scope

This policy applies to all students of the university, as defined in paragraph (D) of this policy. All members of the university community must comply with this policy.

(D) Definitions

Student: a student is defined as outlined in paragraph (G) of rule 3344-83-03 of the Administrative Code (student code of conduct).

(E) Procedure

The death of a student affects the entire university community, as well as the family and friends of the deceased. Considering the very sensitive and unpredictable nature of a death, no policy or protocol can describe in complete detail all the steps that must be taken. This policy sets forth guidelines to support communications in the event of a student death. Those responsible for implementing this policy should be guided by the essential communication needs required in these situations, as well as by empathy, sensitivity and support for the bereaved and the need to preserve important evidence.

(1) Notification of appropriate campus officials

The chief student affairs officer or designee should notify the following offices by email and/or phone, or otherwise ensure that these offices have been notified of a student death once student death has been confirmed by receipt of obituary or death certificate.

Primary - contact as soon as possible:

(a) CSU PD

(b) President's office

(c) Provost's office

(d) Dean of students

(e) Counseling center

(f) Marketing and communications

(g) IS&T

(h) Registrar's office.

(2) Gathering information for university connections

(a) Academic college

(b) Center for student involvement (if student is involved in student organizations on campus)

(c) Center for international services & programs (if student is international)

(d) CSU global (if student is CSU global)

(e) Housing & residence life (if student resides on campus)

(f) Athletics (if student is an athlete)

(g) Student employment (if student works on campus)

(h) Veterans success (if student is a veteran or military connected student)

(i) LGBTQ+ center (if student is known to be LGBTQ+)

(3) Secondary notifications to ensure streamlined communication to student through campus engagement

(a) Academic dean(s)

(b) Student's current faculty

(c) CARE team

(d) Financial aid

(e) Academic advising

(f) Treasury services

(4) Once university connections are identified, the chief student affairs officer or designee will reach out by email to all professors and close connections. They will inform of support options and also make a handout of grief coping recommendations available.

(5) Students who are identified as having been closely connected to the deceased student will be referred to CARE management for follow-up.

The chief student affairs officer or designee may convene a meeting with designees from the offices listed above to discuss the matter.

(6) Student death on campus

(a) If a student death occurs on campus, CSU PD (216.687.2020) shall be notified immediately. CSU PD will contact the appropriate emergency medical provider to attend to the body. The CSU PD will investigate all deaths on campus to rule out the possibility of any foul play.

(b) If a student death occurs in a residence hall, the housing and residence life staff member or designee will immediately involved shall place the call to CSU PD.

(c) Through above mentioned notifications, counseling services staff will be made aware so they can provide appropriate support. This may include additional walk-in appointment availability, in-class supports, or holding space in residential communities or other areas to attend to community members grieving if deemed appropriate.

(7) Student death off campus

(a) Response to any death occurring off campus will be handled initially by the local law enforcement agency, medical examiner and/or hospital involved. It is the responsibility of these agencies to notify the next of kin.

(b) If a death occurs during university sponsored travel, the university staff member accompanying the trip should immediately contact local emergency services and the local law enforcement agency. As soon as possible, the university staff member shall contact the chief student affairs officer or designee.

(c) If a death occurs while a student is studying abroad:

(i) The program leader or representative will contact the center for institutional services and programs and the US embassy or consulate.

(ii) The director of the center for international services and programs and/or chief student affairs officer or designee will coordinate plans for addressing the situation.

(iii) The program leader or representative will follow all aforementioned procedures outlined in the event of a study abroad student's death.

(F) Family communication

(1) The chief student affairs officer or designee who is familiar with the situation may be assigned as the primary contact. The primary contact shall serve as the single point of contact for family members who wish to speak with faculty, staff, or students concerning the death of their student. The family's wishes will be taken into account as to what information is shared about how their family member died.

(2) If the deceased student has a family member currently enrolled at CSU, family member's name will be shared with CARE team to offer support and outreach to faculty.

(3) Under the chief student affairs officer or designee's office, CSU may send flowers as appropriate and attend the viewing, wake, funeral, or other commemorative event for the student and their family.

(4) Requests for posthumous or honorary degrees will be relayed to the registrar's office pursuant to the procedure on posthumous degrees. The registrar's office will relay the request to the academic department(s) and academic college(s) of the student's major(s) for consideration. Upon approval by the student's academic department(s) and academic college(s), the provost and senior vice president for academic affairs will pose the recommendation before the board of trustees for consideration and approval.

(G) Campus community notification

(1) In consultation with the deceased student's family, the chief student affairs officer or designee will determine when a department-wide or campus-wide notification should be sent out.

(2) CSU PD will send out a campus safety alert if it is determined there is an on-going threat to the campus community.

(H) Media involvement

University marketing and communications will be responsible for collecting and disseminating information to the media. All media requests for information should be directed to this office. University marketing and communications will work with CSU PD, the office of the chief student affairs officer or designee, and the office of general counsel to maintain the accuracy and ensure the legality of the information disseminated.

(I) Disclosure of records/release of records

Requests for disclosure/release of records about a deceased student may be received by many individuals and offices, including but not limited to individual faculty members, the registrar, the bursar, counseling center, and others. All requests for information should be referred to the chief student affairs officer or designee. Such requests shall be considered on an individual basis, in consultation with the office of general counsel as appropriate. In all cases, proof-of-death in the form of a death certificate is required, unless previously provided.

(J) Post-mortem meetings

The chief student affairs officer or designee will determine when to hold a post-mortem meeting to discuss the student's death and process the university's response.

Last updated October 11, 2024 at 12:17 PM

History

• Effective: February 10, 2022
• Promulgated Under: 111.15

Chapter 3344-83 Behavior Policies

Ohio Adm.Code 3344-83-01 Student code of conduct.

(A) Purpose and introduction

(1) Students at Cleveland state university, as members of the university community, are responsible for conducting themselves in a manner that is both lawful and in accordance with university policies and procedures.

(2) The university has established this student code of conduct ("code") to advance the mission of the university while maintaining a culture of success and excellence by:

(a) Promoting a university culture of safety, respect, accountability, and belonging.

(b) Sustaining a safe living and learning environment.

(c) Protecting the rights, privileges, and opportunities of all students, employees, and members of the university community.

(d) Encouraging students to act with integrity and engage in behavior that brings pride to themselves and the university.

(e) Promoting a positive relationship between the university and the surrounding community.

(f) Ensuring that students leave the university after graduation ready to contribute and provide a positive and ethical impact on society.

(3) Students are responsible for reviewing, understanding, and complying with this code.

(4) This code includes the standards of conduct as applied to students and student organizations, responsibility for residence hall misconduct, and the jurisdiction for enforcement of all standards of conduct.

(5) The vice president of student belonging and success (VP) or designee and the assistant vice president for student belonging and dean of students (DOS) maintains responsibility and authority for this code of conduct and all related processes. The VP and DOS may designate authority and responsibility related to the Code to university offices and officials.

(6) Allegations of violations of the standards of conduct are investigated and resolved through the resolution processes set forth by the division of student belonging and success of whether reported behavior violates a standard of conduct, a university staff member may engage students in conversation to promote development and decision-making.

(B) Jurisdiction

(1) University controlled property: This code applies to the conduct of a student that occurs on university-controlled property, including on-line spaces, and internet servers. This includes all campuses and property owned or controlled by the university.

(2) Non-university-controlled property: The university has the discretion to discipline a student for conduct in violation of this code if the student's conduct adversely impacts the interests of the university, including but not limited to, when the conduct:

(a) Occurs during or in connection with a university sponsored or affiliated activity: or

(b) Is prohibited by local, state, or federal law; or

(c) Involves another member of the university community; or

(d) Threatens or may pose a threat to the health or safety of another person or a person's property, including without limitation to, arson, battery, assault, fraud, hazing, sexual assault or misconduct, stalking, or theft.

(3) Responsibility for conduct:

(a) Each student is responsible for their conduct, and held accountable under this code, from the time of application for admission through the awarding of a degree, even if the conduct occurs before classes begin or after classes end, as well as during the academic year and periods between terms of actual enrollment. This also includes when conduct occurs during this period but is not discovered until after a student has received their degree.

(b) If a student voluntarily withdraws from the university during the pendency of the student conduct process, the university retains the right to investigate and resolve the allegations made against the student. A university hold may be placed on the student after their withdrawal.

(4) Responsibility for residence hall conduct:

(a) In addition to this code, students residing on campus in the residence halls, are held to the policies and expectations set forth in the residence hall policies and procedures handbook. Minor violations may be handled by the executive director of residence life and housing operations or their designee and adjudicated using the residence hall procedures.

(b) Major violations shall be immediately reported to the DOS or designee and may be resolved using this code and student conduct procedure. Repeated violations will also be reported to the DOS or designee and may be resolved using this code and student conduct process.

(5) Responsibility for student organization conduct: A student organization may be found responsible for a violation of this code if the conduct is fairly attributable to the student organization. Whether the conduct is fairly attributable to the student organization will be determined by the DOS or designee based on the following considerations:

(a) Whether the misconduct was endorsed by one or more officers or members of the student organization. The misconduct will be considered endorsed by one or more of the officers if it is determined that they had prior knowledge that the misconduct was reasonably likely to occur and failed to take reasonable preventative or corrective action; failed to attempt to stop known misconduct while it was occurring, and/or helped to plan promote, or carry out the misconduct.

(b) Whether the misconduct occurred in connection with an activity:

(i) Financed by the student organization and/or one or more members or alumni of the student organization who contributed personal funds in lieu of organizational funds; or

(ii) Related to initiation into, admission into, affiliation with, or as a condition for continued membership in the student organization; or

(iii) Advertised, promoted, or publicized in such a way that a reasonable person viewing or hearing the advertisement, promotion, or publication would believe that the activity was affiliated with the student organization.

(c) Whether the misconduct occurred on property owned, controlled, rented, leased, and/or used by the student organization and/or any of its members/alumni acting on the student organization's behalf.

(d) Whether a member of the student organization attempted to conceal the activity connected with the misconduct or conceal the misconduct.

(C) Relationship between this code and laws/other university policies

(1) This code and criminal law:

(a) Alleged violations of the standards of conduct may be instituted against a student whose conduct potentially violates both the standards of this conduct and the criminal law. The alleged violations of this code shall be investigated and resolved with regard to the pending status of criminal charges or civil litigation. At the discretion of the DOS, the investigation and resolution of the alleged conduct matter may be carried out prior to, simultaneously with, or following criminal proceedings. Students may not challenge any aspect of the code or conduct process on the grounds that criminal charges or civil litigation are pending, have been terminated, dismissed, reduced, or have not yet been adjudicated.

(b) The university will cooperate with law enforcement and other government agencies in the enforcement of criminal law on university owned or controlled property and with the conditions imposed by courts for students who have violated criminal law.

(2) Other university policies: Conflicts related to student discipline between this code and other university policies shall be controlled by this code unless otherwise stated. Examples include, but are not limited to specific college's professional standards or codes of ethics.

(D) Standards of conduct: The commission of or attempting to commit a violation of a standard of conduct or being an accessory to the commission of an act or attempted act shall be considered a violation of the standard of conduct.

(1) Disruption: interrupting or disrupting an authorized university function or academic activity that impedes the normal continuation of that activity; or interfering with the freedom of movement of any member of the university community, guest, or visitor of the university or impeding or interfering with the rights of any person to enter, use or leave any university facility, or authorized university function or impeding or interfering with the ability of any university official to perform normal functions and duties.

(2) Harm to others: causing physical harm to any person; endangering the health, safety, or welfare of any person; engaging in conduct that causes a reasonable person to fear harm to their health, safety, or welfare; or making an oral or written statement that an objectively reasonable person hearing or reading the statement would interpret as a serious expression or threat of an intent to commit an act of violence to a particular individual or group of individuals.

(3) Discrimination: conduct that is based upon an individual's status within a protected class under federal, local, or state law, that has the purpose or effect of unreasonably interfering with an individual's employment, educational access or educational performance or creates an intimidating, hostile, offensive, or abusive environment for that individual's employment, education, living environment, or participation in a university activity.

(4) Harassment: unwelcome verbal, non-verbal, graphic, physical, electronic or other conduct that subjects an individual to an intimidating, hostile or offensive educational or employment environment, is based on one or more of the characteristics listed in this paragraph, and which:

(a) Denigrates, insults, ridicules, disparages or stereotypes an individual or an individual's conduct, family, friends, habits or lifestyle; and

(b) Is sufficiently severe, pervasive and objectively offensive that it effectively denies the individual's equal access to the university's resources and opportunities.

(5) Sexual misconduct is reported, investigated, and adjudicated under the office of institutional equity and relevant policies and procedures www.csuohio.edu/opr.

(6) Hazing: intentionally, knowingly, or recklessly, for the purposes of initiating, admitting, or affiliating a student into or with an organization, or for the purpose of continuing or enhancing a student's membership or status in an organization, causing, coercing or forcing a student to do any of the following, regardless of whether such conduct occurs on or off campus:

(a) Violate federal or state criminal law.

(b) Consume any food, liquid, alcoholic liquid, drug or other substance, which subjects the student to a risk of emotional or physical harm.

(c) Endure brutality of a physical nature, including whipping, beating, branding, calisthenics or exposure to the elements.

(d) Endure brutality of a mental nature, including actively adversely affecting the mental health or dignity of the individual, sleep deprivation, exclusion from social contact or conduct that could result in extreme embarrassment.

(e) Endure brutality of a sexual nature.

(f) Endure any other activity that creates a reasonable likelihood of bodily injury to the student. It shall not be a defense to a charge of hazing that the student consented to the conduct in question.

Refer to the "Anti-Hazing" policy for additional information

https://codes.ohio.gov/assets/laws/administrative-code/authenticated/3344/0/2/3344-2-08_20260221.pdf

(7) Unauthorized use

(a) Buildings: unauthorized entry with or without force into any university building or university facility or failure to vacate university facilities at the closing hours or at the request of a university official, unless prior approval is obtained to remain on the premises.

(b) Records: gaining or attempting to gain unauthorized access to university records, including but not limited to, paper records, computer files or systems.

(c) Computers: gaining use or attempting to gain use of university computers without proper authorization, including but not limited to, unauthorized: (i) use of computer and/or data processing equipment; (ii) access to computer systems; (iii) possession of computer software or data; (iv) copying or use of computer software or data; (v) use of computer accounts; or (vi) use of computer-related equipment.

(d) Name or logo: use of the university's name without the express authorization of the university except to identify institutional affiliation in the authorized manner. University approval or disapproval of any political or social issue may not be stated or implied by any organization; or use of official letterhead stationery, envelopes, logo or seal as part of any publication, correspondence or other printed material without prior submission of the material to, and written permission received from, the appropriate university official(s).

(8) Safety hazard

(a) Fire: any act of arson; falsely reporting a fire, the presence of an explosive or incendiary device, or other emergency; setting off a false fire alarm; or tampering with, removing, or damaging fire alarms, fire extinguishers or any other safety or emergency equipment from its proper location except when removed in a situation in which there is a reasonable belief of the need for such equipment.

(b) Other: any act that creates a safety hazard to others on campus.

(9) False information: providing false information to a university official, at a university hearing, or the false reporting of an emergency or violation of this Code; or without proper authorization, reproducing, copying, forging, tampering, altering, falsifying, misusing, or attempting to do the foregoing to any record, document, or identification.

(10) Drugs and paraphernalia: using, manufacturing, possessing, distributing, selling, dispensing, or being under the influence of drugs, if prohibited by federal, state, or local law; using, manufacturing, possessing, distributing, or selling drug paraphernalia, if prohibited by federal, state, or local law; using or possessing a prescription drug if the prescription was not issued to the student; or distributing or selling a prescription drug to a person to whom the prescription was not originally issued.

(11) Alcohol: knowingly possessing, keeping, consuming, allowing to consume, serving, purchasing, selling, making available to another person or directly providing funding for alcoholic beverages in violation of state or local statutes, ordinances, laws, rules and regulations university rules and regulations.

(12) Weapons: unauthorized possession or use of any type of firearm, including airsoft and bb guns, or an explosive, taser or stun gun, switch blade, knife or sword longer than two inches (besides kitchen knives in a cooking area), or other weapon or replica of a weapon, or firework.

(13) Misuse

(a) Keys/access cards: Possessing, using, or duplicating university keys, university access cards, or university identification cards without authorization from the university.

(b) Identification: refusing to present identification when requested by a university police officer or other university official who identifies her/himself; using or attempting to use any means of identification or other document or card not rightfully issued to the individual; or altering, tampering with or misusing a university identification card or other university-issued means of identification.

(14) Privacy: invasion of another person's privacy when that person has a reasonable expectation of privacy including, without limitation, using electronic or other means to make a video or photographic record of any person in a location in which the person has a reasonable expectation of privacy, without the person's knowledge or consent. This includes, but is not limited to, making a video or photographic record of a person in showers, locker rooms, or restrooms. The storing, sharing, and/or distributing of such nonconsensual recordings by any means is also prohibited.

(15) Failure to respond or comply: failing to respond to a request to report to a university administrative office; failing to comply with a lawful directive of a university employee or other public official acting within the scope of their duties.

(16) Policy or procedure: violating a university policy or procedure including, without limitation to, university policies or procedures relating to facilities' use, smoking, the acceptable use of information technology resources, research misconduct, finder's fees relating to clinical investigations involving human subjects or access to university data or materials, university libraries, dining services, parking or transportation, posting or distribution of materials, university identification card use, residence halls, and registered student organizations.

(17) Indecent conduct: engaging in lewd, indecent, or obscene conduct, including, without limitation to, public exposure of one's sexual organs, public urinating, and public sexual acts.

(18) Violation of interim actions or disciplinary sanctions: violating the terms of a no-contact directive, an interim restriction, a disciplinary sanction, any conditions of an informal resolution, or a condition of re-enrollment imposed by the university.

(19) Violation of law: committing an act that is prohibited by local, state, or federal law.

(20) Retaliation: The university encourages reporting any activity constituting a violation of policy, law, rules, or regulations, or mismanagement, gross waste of funds, abuse of authority or a substantial and specific danger to public health and safety without fear of retaliation. In compliance with federal and state law (section 4113.562 of the Revised Code), this protects individuals from interference when making protected disclosures, and for refusing to take part in any activity that is illegal or in violation of any CSU policies. This also protects individuals against retaliation for filing or encouraging another to file a complaint or report of violations or for participating in an investigation into such reported behavior and activity. Retaliation includes disciplinary or adverse action taken against an individual because they have made a protected disclosure or has participated in an investigation, proceeding, or hearing involving a protected disclosure. Individuals are protected from disciplinary action or other retaliation as a result of disclosing wrongful conduct. Individuals who self-report their own misconduct are not afforded protection by this policy.

(E) Medical amnesty/good samaritan policy: Per rule 3344-84-01 of the Administrative Code, students who seek medical assistance for themselves (medical amnesty) or another student (good samaritan) due to intoxication of alcohol and/or other drugs will not typically be referred to the university student code of conduct review process related to alcohol and other drugs. However, this policy does not exempt students from referral to the university student code of conduct when reports of other policy violations accompany the alcohol and other drug report. For example, if it is reported a student engaged in destruction of property, fire safety violation, or physical harm to another person, etc. Full policy found: https://www.csuohio.edu/sites/default/files/3344-84-01_Medical_amnesty_good_samaritan_policy_pfc.pdf

(F) Maintenance and expungement of student disciplinary records: The university maintains student disciplinary records separately from academic records. Find additional information here:

https://www.csuohio.edu/records-retention/records-retention

(1) Enrolled student: disciplinary records of an enrolled student will only be disclosed to university officials with a legitimate need to know or students who request to inspect their disciplinary records. Otherwise, disciplinary records will only be disclosed in accordance with state or federal law.

(2) Enrolled or no longer enrolled student applying for post-graduate employment or additional education: While a student is still enrolled but applying for employment or additional education, the university will only disclose disciplinary records to individuals outside of the university with the student's consent and if one of the following sanctions was imposed on the student while the student was enrolled:

(a) Suspension;

(b) Expulsion; or

(c) Withholding of a degree.

Otherwise, disciplinary records will only be disclosed in accordance with state or federal law.

(3) Expungement of student records: The university permanently maintains disciplinary records for students if one or more of the following sanctions was imposed on the student while the student was enrolled:

(a) Suspension;

(b) Expulsion; and/or

(c) Withholding of a degree.

The disciplinary records for all other students are expunged seven years after graduation or last known enrollment, or if prohibited by law.

(G) Sanctions

(1) Reprimand: a written notice to a student that informs them they have violated a standard of conduct. The warning informs the student that the misconduct must cease and/or not reoccur, and that further misconduct will likely result in more severe sanctions.

(2) Developmental and educational requirements: Educational and developmental requirements are designed to educate the student about why the conduct was inappropriate. Examples of such activities include, without limitation, offering a formal apology (in writing and/or in person); attending an educational class, training, or workshop; giving or attending a presentation; preparing and submitting a research project or paper on a designated topic; or offering a written reflection responding to a prompt given by the conduct officer or conduct board. The student may be held responsible for the payment of reasonable expenses relating to the educational activity.

(3) Parent/guardian notification: The conduct officer will notify the parent(s)/guardian(s) of a student under the age of twenty-one who has been found responsible for an alcohol or drug violation of the code. Parent(s)/guardian(s) shall be notified by regular and certified mail at the student's permanent address on file in the registrar's office.

(4) Restitution: Restitution is compensation for loss, damage, and/or injury incurred as a result of the student's conduct. Compensation may take the form of money, service, and/or material replacement. Restitution may be required to be made to the university, a specific individual, or a specific organization.

(5) Loss or restriction of privileges: specified student privileges are lost or restricted. Such privileges include, without limitation, representing the university in any official manner, the use of or access to university-controlled property, university parking privileges, or participation in university-affiliated activities (e.g., extracurricular activities).

(6) University housing reassignment or removal: A student may be assigned to a different residence hall or residence hall room. A student's residence hall contract also may be terminated, and the student may be prohibited from residing in university housing for a definite or indefinite period of time.

(7) Disciplinary probation: Disciplinary probation is imposed for a designated period of time during which the student may continue to be enrolled but must demonstrate conduct that conforms to the standards of conduct. Conditions may be placed on the student's continued enrollment. A student may be placed on disciplinary probation for moderate misconduct or in the case of repeated minor misconduct. Also, a student allowed to re-enroll following a suspension could be placed on disciplinary probation. Subsequent violations of the standards of conduct during a period of disciplinary probation may result in more serious sanctions such as suspension or expulsion from the university.

(8) Deferred suspension: Deferred suspension is a designated period of time during which a student, while continuing to be enrolled, is given an opportunity to demonstrate the ability to abide by the standards of conduct. A student may be placed on deferred suspension for serious misconduct or in the case of repeated misconduct. If the student is found responsible for any additional violation(s) of the standards of conduct while the student is on deferred suspension, then the sanction of suspension will be the minimum sanction that will be imposed on the subsequent misconduct. Students who are placed on deferred suspension generally also receive disciplinary probation and developmental and educational requirements.

(9) Suspension: Suspension is an official separation of a student from the university for a designated period of time and/or until certain conditions are met. A suspension may be imposed for serious misconduct, repeated misconduct, and/or for a violation of deferred suspension. Suspension may include conditions that must be satisfied prior to a student being allowed to re-enroll and/or conditions that will be in place if the student is allowed to re-enroll. The effective date of a suspension may be imposed retroactively to the date that the misconduct occurred. While suspended, the student loses all university rights and privileges (e.g., enrollment privileges), shall not represent the university in any official manner, and shall not be present on university-controlled property without the prior approval of the conduct officer. The student may be required to meet with an assigned staff member periodically while suspended to ensure the student is making satisfactory progress regarding the developmental sanctions issued. The conduct officer will determine whether the student is eligible for consideration for re-enrollment by the university's admissions office(s). Prior to re-enrollment, the student must satisfy the terms and conditions of all sanction(s) that are required to be completed prior to re-enrollment. Students who are permitted to return to the university following a period of suspension will automatically be placed on disciplinary probation by the conduct officer for a designated period of time, which is designed to facilitate a smooth transition back to the university community. A student on post-suspension disciplinary probation must abide by the standards of conduct and all terms and conditions placed on the student's re-enrollment.

(10) Expulsion: Expulsion is a sanction that permanently bars a person from reenrolling as a student at the university. This sanction generally is imposed when the student's misconduct is deemed so serious as to warrant total and permanent disassociation from the university community without the possibility of re-enrollment; and/or when, by the student's repeated misconduct, a student has exhibited a blatant disregard for the health, safety, or welfare of other members of the university community or the university's right to establish rules of conduct. The effective date of a suspension may be imposed retroactively to the date that the misconduct occurred. A person who has been expelled shall not be present on university-controlled property without the prior approval of the conduct officer.

(11) Withholding of degree: The university may withhold a degree as a disciplinary sanction for a designated period of time or until the student's completion of all other sanctions imposed, whichever occurs later.

(H) Student organization sanctions

(1) Loss or restriction of privileges for student organizations: specified student organization privileges are lost or restricted. Such privileges include, without limitation, representing the university in any official manner, the use of or access to university-controlled property, university parking privileges, or participation in university-affiliated activities (e.g., extracurricular activities).

(2) Developmental and educational requirements: are designed to educate the student organization about why certain conduct was inappropriate. Examples of such activities include, without limitation, offering a formal apology (in writing and/or in person); participating in restorative justice practices; attending an educational class, training, or workshop; or giving or attending a presentation. The student organization may be held responsible for the payment of reasonable expenses relating to the educational activity.

(3) Restitution: Restitution is compensation for loss, damage, and/or injury incurred as a result of the student's conduct. Compensation may take the form of money, service, and/or material replacement. Restitution may be required to be made to the university, a specific individual, or a specific organization.

(4) Disciplinary probation for student organizations: A student organization given the sanction of disciplinary probation is permitted to retain university student organization registration on a probationary status. As a condition of the disciplinary probation, the student organization also may receive development and educational requirements.

(5) Deferred suspension for student organizations: Deferred suspension is a designated period of time during which a student organization, while continuing to be active, is given an opportunity to demonstrate the ability to abide by the standards of conduct. A student organization may be placed on deferred suspension for serious misconduct or in the case of repeated misconduct. If the student organization is found responsible for any additional violation(s) of the standards of conduct while the student organization is on deferred suspension, then the sanction of revocation or suspension of university registration will be the minimum sanction that will be imposed in a formal hearing on the subsequent misconduct. Student organizations who are placed on deferred suspension generally also receive disciplinary probation and developmental and educational requirements.

(6) Revocation or suspension of university registration: In cases of serious or repeated misconduct, a student organization's university registration may be suspended or revoked.

(I) Disciplinary holds: The respondent's academic record (including, without limitation, the release of the respondent's official or unofficial transcript), degree, ability to register for classes, and/or ability to re-enroll may be placed on disciplinary hold by the conduct officer to require the respondent to participate in the student conduct process or to require the respondent to satisfy the terms and conditions of disciplinary sanctions received (the hold shall be released after the terms and conditions have been satisfied). A student who, at the time of commencement, is subject to a continuing disciplinary penalty or an unresolved disciplinary charge shall not be awarded a degree before the resolution of all disciplinary charges and/or the satisfaction of all sanctions.

Last updated May 4, 2026 at 7:40 AM

History

• Effective: May 2, 2026
• Promulgated Under: 111.15

Ohio Adm.Code 3344-84-01

(A) Policy statement

(1) Student safety and wellbeing are primary concerns at Cleveland state university (CSU). Everyone is responsible for creating a healthy community whose members care for one another. One demonstration of caring involves seeking medical assistance for fellow students when lives may be in danger due to alcohol and/or other drug intoxication. This policy intends to facilitate access to medical assistance and remove barriers to students who require medical assistance during emergencies, including those that involve alcohol and other drugs, and to provide the opportunity for care-centric, non-punitive, educational interventions in response to such incidents.

(2) Students who seek medical assistance for themselves (medical amnesty) or another student (good samaritan) due to intoxication of alcohol and/or other drugs will not typically be referred to the CSU student code of conduct review process related to alcohol and other drugs. However, this policy does not exempt students from referral to the CSU student code of conduct when reports of other policy violations accompany the alcohol and other drug report. For example, if it is reported a student engaged in destruction of property, fire safety violation, or physical harm to another person, etc.

(3) This policy is an important piece of CSU's comprehensive and wrap-around approach to reducing the harmful consequences caused by the excessive consumption of alcohol and other drugs. This policy represents the university's commitment to informed decision-making and promotion of responsible behaviors when faced with alcohol and other drug-related emergencies.

(4) Any exemption from the CSU student code of conduct review process granted under this policy may only apply to disciplinary action and/or sanctions under the CSU student code of conduct and, therefore, does not prevent the CSU police or another police agency from detaining a student, issuing a citation, or making an arrest if they deem that action necessary. Cleveland state university has no ability to interfere with law-enforcement initiated investigations.

(B) Medical amnesty

(1) This policy may apply when a student receives emergency medical assistance that is:

(a) Related to the consumption of alcohol or other drugs; and

(b) Sought by a person not serving in an official university capacity.

(2) The student will not be charged or sanctioned for violations of university alcohol and other drug-related policies. Students receiving medical assistance in compliance with this policy shall not be referred for prosecution for any state, local or federal crime or misdemeanor solely related to the possession, consumption or supplying of alcohol or other drugs.

(3) The student will be required to consult with the chief student affairs officer or designee and may be required to participate in an appropriate educational program. Nothing in this policy shall prevent an individual who is obligated by federal, state, or local law, or university policy, practice, or procedure from reporting, charging, or taking other action related to the possible criminal prosecution of any student.

(4) Records of all requests for assistance under this policy shall be maintained by the office of community standards.

(5) Participation in any program as a result of this policy shall not be noted on the student's judicial record unless the student fails to complete the program.

(6) In the event a student who previously utilized this policy is involved in a subsequent alcohol or other drug-related incident, the subsequent alcohol or other drug-related incident and any resulting charges shall be treated as a second reported violation of the CSU student code of conduct.

(C) Good samaritan

(1) Students who seek emergency assistance on behalf of persons experiencing alcohol-related emergencies will not be charged or sanctioned for violations of university alcohol and other drug-related policies. Students seeking assistance in compliance with this policy shall not be referred for prosecution for any state, local or federal crime or misdemeanor solely related to the possession, consumption or supplying of alcohol or other drugs. Students may be required to consult with the chief student affairs officer or designee and maybe required to participate in an appropriate educational program depending upon their involvement in the situation. Participation in any program as a result of this policy shall not be noted on the student's judicial record. Nothing in this policy shall prevent an individual who is obligated by federal, state, or local law, or university policy, practice, or procedure from reporting, charging, or taking other action related to the possible criminal prosecution of any student.

(2) Records of all requests for assistance under this policy shall be maintained by the office of community standards. Participation in any program as a result of this policy shall not be noted on the student's judicial record unless the student fails to complete the program. In the event an individual who previously utilized this policy is involved in a subsequent alcohol or other drug-related incident, this incident and any resulting charges shall be treated as an alleged second offense.

(D) To apply for the medical amnesty or the good samaritan exemption, the student must meet with the chief student affairs officer or designee, complete an application and, once referred, complete any and all recommendations made in consultation with student wellness, health and wellness services, and or counseling services. These recommendations will include, at minimum, an individual appointment with a staff member or counselor and a follow-up appointment to discuss alcohol and other drug use.

(E) Student organizations

A representative of a student organization hosting an event is required to promptly seek medical assistance in an emergency that is related to the consumption of alcohol or other drugs. Hosting/sponsoring organizations whose representatives seek emergency assistance on behalf of persons experiencing alcohol and other drug-related emergencies will not be charged or sanctioned for violations of the student code of conduct. Organization representatives may be required to consult with the chief student affairs officer or designee and that organization may be required to participate in an appropriate educational program. Participation in any program as a result of this policy shall not be noted on the organization's judicial record unless the organization's members fail to complete the program. No organization may receive amnesty under this policy more than one time in an academic year.

(F) Reports of hazing and student organizations/groups/teams

If an organization has been found in violation of the university's anti-hazing policy, then the organization's willingness to seek medical assistance for another person or student may be viewed as a mitigating factor if or when sanctions are issued. This policy does to negate the investigation and sanctioning process if a student organization, group, or team is found responsible for hazing. However, the sanctioning process is able to consider whether or not the responsible party/parties sought medical assistance.

Last updated October 11, 2024 at 12:52 PM

History

• Effective: February 10, 2022
• Promulgated Under: 111.15

Chapter 3344-84 Medical Amnesty/Good Samaritan Policy

Ohio Adm.Code 3344-84-01 Medical amnesty/good samaritan policy.

(A) Policy statement

(1) Student safety and wellbeing are primary concerns at Cleveland state university (CSU). Everyone is responsible for creating a healthy community whose members care for one another. One demonstration of caring involves seeking medical assistance for fellow students when lives may be in danger due to alcohol and/or other drug intoxication. This policy intends to facilitate access to medical assistance and remove barriers to students who require medical assistance during emergencies, including those that involve alcohol and other drugs, and to provide the opportunity for care-centric, non-punitive, educational interventions in response to such incidents.

(2) Students who seek medical assistance for themselves (medical amnesty) or another student (good samaritan) due to intoxication of alcohol and/or other drugs will not typically be referred to the CSU student code of conduct review process related to alcohol and other drugs. However, this policy does not exempt students from referral to the CSU student code of conduct when reports of other policy violations accompany the alcohol and other drug report. For example, if it is reported a student engaged in destruction of property, fire safety violation, or physical harm to another person, etc.

(3) This policy is an important piece of CSU's comprehensive and wrap-around approach to reducing the harmful consequences caused by the excessive consumption of alcohol and other drugs. This policy represents the university's commitment to informed decision-making and promotion of responsible behaviors when faced with alcohol and other drug-related emergencies.

(4) Any exemption from the CSU student code of conduct review process granted under this policy may only apply to disciplinary action and/or sanctions under the CSU student code of conduct and, therefore, does not prevent the CSU police or another police agency from detaining a student, issuing a citation, or making an arrest if they deem that action necessary. Cleveland state university has no ability to interfere with law-enforcement initiated investigations.

(B) Medical amnesty

(1) This policy may apply when a student receives emergency medical assistance that is:

(a) Related to the consumption of alcohol or other drugs; and

(b) Sought by a person not serving in an official university capacity.

(2) The student will not be charged or sanctioned for violations of university alcohol and other drug-related policies. Students receiving medical assistance in compliance with this policy shall not be referred for prosecution for any state, local or federal crime or misdemeanor solely related to the possession, consumption or supplying of alcohol or other drugs.

(3) The student will be required to consult with the chief student affairs officer or designee and may be required to participate in an appropriate educational program. Nothing in this policy shall prevent an individual who is obligated by federal, state, or local law, or university policy, practice, or procedure from reporting, charging, or taking other action related to the possible criminal prosecution of any student.

(4) Records of all requests for assistance under this policy shall be maintained by the office of community standards.

(5) Participation in any program as a result of this policy shall not be noted on the student's judicial record unless the student fails to complete the program.

(6) In the event a student who previously utilized this policy is involved in a subsequent alcohol or other drug-related incident, the subsequent alcohol or other drug-related incident and any resulting charges shall be treated as a second reported violation of the CSU student code of conduct.

(C) Good samaritan

(1) Students who seek emergency assistance on behalf of persons experiencing alcohol-related emergencies will not be charged or sanctioned for violations of university alcohol and other drug-related policies. Students seeking assistance in compliance with this policy shall not be referred for prosecution for any state, local or federal crime or misdemeanor solely related to the possession, consumption or supplying of alcohol or other drugs. Students may be required to consult with the chief student affairs officer or designee and maybe required to participate in an appropriate educational program depending upon their involvement in the situation. Participation in any program as a result of this policy shall not be noted on the student's judicial record. Nothing in this policy shall prevent an individual who is obligated by federal, state, or local law, or university policy, practice, or procedure from reporting, charging, or taking other action related to the possible criminal prosecution of any student.

(2) Records of all requests for assistance under this policy shall be maintained by the office of community standards. Participation in any program as a result of this policy shall not be noted on the student's judicial record unless the student fails to complete the program. In the event an individual who previously utilized this policy is involved in a subsequent alcohol or other drug-related incident, this incident and any resulting charges shall be treated as an alleged second offense.

(D) To apply for the medical amnesty or the good samaritan exemption, the student must meet with the chief student affairs officer or designee, complete an application and, once referred, complete any and all recommendations made in consultation with student wellness, health and wellness services, and or counseling services. These recommendations will include, at minimum, an individual appointment with a staff member or counselor and a follow-up appointment to discuss alcohol and other drug use.

(E) Student organizations

A representative of a student organization hosting an event is required to promptly seek medical assistance in an emergency that is related to the consumption of alcohol or other drugs. Hosting/sponsoring organizations whose representatives seek emergency assistance on behalf of persons experiencing alcohol and other drug-related emergencies will not be charged or sanctioned for violations of the student code of conduct. Organization representatives may be required to consult with the chief student affairs officer or designee and that organization may be required to participate in an appropriate educational program. Participation in any program as a result of this policy shall not be noted on the organization's judicial record unless the organization's members fail to complete the program. No organization may receive amnesty under this policy more than one time in an academic year.

(F) Reports of hazing and student organizations/groups/teams

If an organization has been found in violation of the university's anti-hazing policy, then the organization's willingness to seek medical assistance for another person or student may be viewed as a mitigating factor if or when sanctions are issued. This policy does to negate the investigation and sanctioning process if a student organization, group, or team is found responsible for hazing. However, the sanctioning process is able to consider whether or not the responsible party/parties sought medical assistance.

Last updated October 11, 2024 at 12:52 PM

History

• Effective: February 10, 2022
• Promulgated Under: 111.15

Chapter 3344-86 Use of Preferred Name

Ohio Adm.Code 3344-86-01 Principles of excellence for veterans' education.

Cleveland state university's compliance with the "8 Principles of Excellence," established by Executive Order 13607 of April 27, 2012 is as follows:

(A) Cleveland state university shall provide veterans and service members with information detailing the total cost of their education including tuition and fees, how much shall be covered by the GI bill, other financial aid for which the veteran may be qualified, estimated student loan debt upon graduation and information on student outcomes. Tuition information including fees and GI bill information is included in this package. Additional GI bill counseling and financial counseling are provided by the VA vet success counselor and the veterans certifying officer. Specific tuition and fee information is publically available at: http://www.csuohio.edu/offices/treasuryservices/tuition.

(B) Cleveland state university shall inform veterans and service members of the availability of federal financial aid and shall do so before packaging or arranging private student loans of alternative financing programs. The veteran student success program shall do so by ensuring veterans and service members applying to Cleveland state university meet with the veterans certifying officer co-located with veteran student success program, "VSSP."

(C) Cleveland state university shall not use fraudulent and unduly aggressive recruiting techniques nor misrepresent its program. The veteran student success program does not recruit, rather it makes itself and Cleveland state university known to veterans and service members through placement of program and university information at various venues, through the web, and at tabling events. Any program specific information directed towards veterans and service members shall have been developed by the particular program and VSSP thus ensuring it is accurate and meets the needs of veterans and service members.

(D) Prior to offering a new course or program, Cleveland state university shall ensure the standards set forth by the higher learning commission of the north central association of colleges and schools and program specific accrediting agencies have been met. As a fully accredited institution of higher learning, Cleveland State University is in full compliance with this principle to the benefit of all students, including veterans and service members, attending Cleveland state university. Additional information on Cleveland state university's accreditation can be found at: http://www.csuohio.edu/undergradcatalog/geninfo/aboutuni/about2 .htm.

(E) Cleveland state university shall allow service members including guard & reserve to be readmitted to a program when they have to suspend their studies for military service. The Cleveland state university policy is provided here and at the Cleveland state university registrar's site - http://www.csuohio.edu/enrollmentservices/registrar/register/:

(1) Students who are called to active military duty have two options for their class work. Students may:

(a) Withdraw ("W") from all courses with a full refund of all tuition and fees; or

(b) Take an incomplete ("I") for all courses with the understanding that the "I" would be extended until the student has had an opportunity to finish class requirements following the student's return to school after the completion of active duty status.

(2) Affected students shall present an official copy of the military orders to the office of the university registrar (KB 1414) and to their instructors. The office of the university registrar shall provide copies of the orders to the office of treasury services and financial aid office. All questions about financial aid implications can be directed to the veterans certifying officer at (216) 687-5326.

(F) Cleveland state university has an institutional refund policy aligned with Title IV of the Higher Education Act of 1965. This is concerned with refunds for reasons other than withdrawals for military service. When veterans and service members withdraw from a course the refund awarded shall be guided by the university policy for student refunds in general (available publically at http://www.csuohio.edu/offices/treasuryservices/refunds/#schedule s#schedules):

(1) Effective with the introduction of multi-term registration and wait listing, beginning with the fall 2012 semester, a one hundred per cent refund shall be granted only through the first week of class for regular fall and spring semesters. Refunds for dropped or withdrawn classes during week two shall be prorated at seventy-five per cent. Refunds during week three are prorated at fifty per cent and during week four are prorated at twenty-five per cent. Exceptions to this published refund policy shall not be considered.

(2) Students who withdraw from a class after the official refund period is concluded are not eligible for a refund.

(3) The official date of withdrawal is the date the course change is presented to the registrar's office, not the date the student informs an instructor. A student's withdrawal shall be submitted online. This shall be the basis for computing the student's refund.

(4) Courses cancelled by Cleveland state university shall be refunded at one hundred per cent.

(G) Cleveland state university shall allow veterans and service members to use its existing appeals process for transfer students to appeal the award of college credit for military service.

(H) Cleveland state university shall provide veterans and service members with an education plan detailing how they will fulfill all the requirements necessary to graduate and the expected timeline of completion. All academic requirements including general education and program/major specific requirements are provided through a well-established on-line tool, the degree audit, available to the student, advisor and coordinator of the veteran student success program. All veterans and service members are encouraged to use their individual degree audit and periodically consult with their advisor on their progress. The VSSP coordinator can help veterans and service members to understand and use their degree audit.

(I) Cleveland state university shall designate a point of contact for academic and financial advising, including access to disability services, to assist veterans and service members with successful completion of their studies and with their job searches. Cleveland state university points of contact are:

(1) Financial advising: VA veteran success counselor, veterans certifying officer

(2) Academic advising: Status (e.g. undergraduate - freshman etc, graduate) dependent - the veteran student success program shall direct veterans and service members to the appropriate advisor/advising office.

(3) Disability services: VA veteran success counselor and the veteran student success program work with the Cleveland state university office of disability services and various VA programs to provide veterans and service members with services and shall refer veterans and service members to programs as appropriate.

(4) Job searches: The veteran student success program works with the Cleveland state university career services center (CSC) to assist veterans and service members with job searches including how to incorporate military training and service in to a civilian resume.

(5) Whatever the need, the veteran student success program and the VA vetsuccess counselor shall work with all veterans and service members attending Cleveland state university to find the right person/program to assist them and better ensure successful completion of their studies.

History

• Effective: December 1, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-86-02 Preferred names.

(A) Purpose.

Cleveland state university recognizes that some members of the campus community prefer to use a name other than their legal names - their "preferred name." The university seeks to allow the use of preferred names wherever possible, consistent with the law and the constraints of university systems.

(B) Student use of preferred name.

(1) Students will have the opportunity to provide a preferred name in addition to their legal name.

(2) Students may change their preferred name as often as they wish or remove their preferred name at any time.

(a) The university will make a good faith effort to update documents and systems that are designated to use preferred names in a timely manner. However, changes mid-semester may not be communicated to professors.

(b) It is the responsibility of students using a preferred name to ensure that their professors are able to identify their work for grading purposes.

(c) If a student requests a new ID card to accommodate a change in their preferred name, any charge for the new card will adhere to current viking card office procedures.

(C) Employee use of preferred name.

Employees will have the opportunity to provide a preferred name in addition to their legal name. Employees may change their preferred name as often as they wish. The university will make a good faith effort to update documents and systems that are designated to use preferred names in a timely manner.

(D) Prohibited use of preferred name.

Preferred names shall not be used for the purpose of misrepresentation, to avoid legal obligations, or in any other manner that violates university policy or federal, state or local law. Preferred names may not include symbols or numbers, be unlikely to be approved as legal names (e.g. be obscene or derogatory), or otherwise violate university policy.

(E) Removal of preferred name.

The university reserves the right to remove a preferred name from a student or employee record without notice when it determines that use of the name is prohibited.

(F) Procedures.

The administration of Cleveland state university shall adopt procedures to govern when preferred names can be used and when a legal name is still required. These procedures will be consistent with the principle that preferred names will be allowed to the maximum extent possible as expeditiously as can be implemented.

History

• Effective: December 9, 2017
• Promulgated Under: 111.15

Chapter 3344-90 Campus Visitors

Ohio Adm.Code 3344-90-01 University space.

(A) Purpose

The purpose of this policy is to establish rules for the use, assignment, and reassignment of all university space including buildings, grounds and facilities.

(B) Authority

(1) All university space at Cleveland state university is the property of the state of Ohio and is subject to all applicable state laws, regulations and rules. Ultimate authority for the allocation and use of university space rests with the president, who may review any actual or proposed allocation. The office of the provost maintains allocation and control of all university space. The provost shall appoint a university space committee to provide advice on issues related to academic space assignments. All campus buildings, facilities, and space including those currently allocated to non-academic units, support the university's academic mission and are subject to this policy.

(2) All requests for new space or reassignment of existing academic space shall be reviewed by the office of the provost. The university space committee shall periodically review space allocation and/or reassignment decisions made throughout the year. The committee may propose new procedures and guidelines to manage the assignment of space as needed in order to ensure efficient and equitable use of the university's facilities and space resources.

(C) University space committee

(1) The university space committee shall be co-chaired by the associate vice president for facilities and a vice provost from the provost's office. The committee shall consist of the following or their designee:

(a) Chief administrative officer

(b) Chief financial officer

(c) Chief information officer

(d) Vice president for student belonging and success

(e) Associate vice president for research

(f) Universityregistrar

(g) Vice president for advancement

(h) Director of intercollegiate athletics

(i) Two academic deans

(j) Members of the faculty senate space committee

(k) One student representative

(2) Members shall serve the following terms: All departmental appointees shall be permanent members; deans shall serve two-year terms, while students shall serve a one-year term. The provost may make temporary appointments and/or appoint additional representatives as deemed appropriate.

(3) The university space committee shall give careful consideration to institutional priorities, needs and other relevant factors to make policy and/or procedural recommendations to the provost. The committee's recommendations shall be advisory, with the understanding that the provost has ultimate authority on whether to accept and/or act on any recommendations.

(4) The university space committee's responsibilities include:

(a) Analyzing current and future space requirements for all programs and units requesting space (re)allocation.

(b) Providing the provost and president with recommendations for procurement, programmatic space assignment and space repurposing.

(c) Serving as record keeper for all space assignments in partnership with the university office of capital planning.

(d) Developing and disseminating appropriate processes and procedures for making requests for space use and reassignment.

(5) Space priorities and principles

(a) Acknowledge that space is a limited resource for the university that should be considered an integral component in program or unit planning similar to resource issues of budget, personnel and equipment;

(b) Recognize and fulfill the special space and facility support needs of each unit;

(c) Promote stewardship and accountability for space assigned to the unit;

(d) Make space decisions that are consistent with the university's master plan, strategic priorities, and/or other planning documents;

(e) Manage space with the understanding that all units on campus are part of the university and do not have an independent claim on space or facilities, regardless of current assignments and uses;

(f) Program space analysis for current or new (re)allocation shall involve input from thedivision of hospitality and facility services as the record keeper of all space utilization across campus, in compliance with state-mandated categories.

(g) Program space analysis for current or new (re)allocation shall involve input from the office of capital planning and be coordinated with all impacted parties including consideration of logistics, availability, infrastructure, cost, programmatic needs, efficiency and effectiveness;

(h) All affected parties should have input into space management requests/decisions, including feedback and concerns;

(i) All space use is subject to annual evaluation with a possible outcome of a different use being prescribed; and

(j) Some units and/or individuals may be subjected to a space-lease-productivity model if deemed appropriate or necessary by circumstance.

Last updated March 17, 2026 at 9:17 AM

History

• Effective: March 15, 2026
• Promulgated Under: 111.15

Ohio Adm.Code 3344-90-02 Use of space for non-academic purposes.

University space not required for academic purposes, may be used in a manner, which provides for reimbursement to the university for all direct costs of the use, as well as other applicable fees as set forth in the facilities use procedures. The president, or their designee, shall approve facilities use procedures that describe how facilities are requested, reserved and approved for non-academic purposes, including by non-CSU community members.

Last updated April 20, 2026 at 10:02 AM

History

• Effective: June 5, 2021
• Promulgated Under: 111.15

Ohio Adm.Code 3344-90-03 Policy regarding "persona non grata" status for campus visitors.

(A) Policy statement

It is intended that this policy provide a means for regulating the behavior of all persons, except students and university employees, who are present on university property and who are not subject to the jurisdiction of the student conduct code or disciplinary processes applicable to employees. Where doubt exists as to a person's status as a student, the individual may be charged under this policy and later referred to the chief student affairs officer or designee if the person is determined to be a student.

(B) Definitions

For the purposes of this policy:

(1) "Persona non grata" means the status assigned to a visitor after a hearing determining the visitor has exhibited behavior which is detrimental to the university community. Visitors who have been designated as persona non grata are not permitted to be present in any university locations.

(2) "Visitor" means any person who is neither a student, as defined in the student code of conduct, nor an employee of the university.

(3) "Behavior detrimental to the university community" includes but is not limited to actions by a visitor which result in offenses against persons or property, disruption of university processes or programs, violation of a legitimate order given by a university official, a continuing pattern of violation of university rules and regulations, falsification of documents submitted to the university, or misrepresentation of oneself to a university office or official.

(4) "University official" means an employee of the university acting within the scope of their employment.

(5) "Hearing officer" means the university officials designated to serve as hearing officers by the chief financial officer or designee.

(6) "Preponderance of the evidence" is the standard of proof used to determine whether persona non grata status should be assigned to a visitor. To meet the preponderance of the evidence standard, the evidence presented must establish for a reasonable person that it is more likely than not that the conduct occurred.

(C) Procedure

(1) The process to designate a visitor as persona non grata may be initiated by the president, the provost or a vice president. To do so, the president, the provost or a vice president shall make a request in writing to the chief financial officer, providing information regarding the visitor and a description of the conduct believed to require persona non grata status. The president, provost or vice president may also designate a university official to present the case for persona non grata status at the hearing.

(2) Upon receipt of the request to designate a visitor as persona non grata, the chief financial officer or designee shall schedule a hearing to determine whether persona non grata status should be assigned to the visitor, and shall prepare a hearing notice to be served on the visitor. All hearing notices must be reviewed by the office of general counsel before they are sent or delivered.

(3) The hearing notice shall contain specific information regarding the hearing, which may be held virtually, including a description of the behavior for which persona non grata status is being considered. It may be served in person, by email or through U.S. mail.

(4) The hearing notice shall also inform the visitor that, except for attending the hearing at the specified time and location, the visitor may not be present in any university location pending the outcome of the hearing.

(5) All hearings shall be held in private. The respondent may be accompanied by another individual who may serve in an advisory capacity but who may not participate directly in the hearing.

(6) At the hearing, the university official designated to present the case for persona non grata status has the burden of proof to show that the visitor has engaged in conduct detrimental to the university community. Both parties may present witnesses and exhibits. If the respondent chooses not to be present or participate, the process may nonetheless proceed.

(7) Based on a preponderance of the evidence presented at the hearing, the hearing officer shall determine whether the alleged behavior occurred and is detrimental to the university community. If so, the hearing officer may take into consideration any mitigating or aggravating circumstances to determine whether the visitor should be placed on persona non grata status.

(8) The hearing officer shall issue a decision in writing within five business days of the hearing. The decision shall specify the length of time that persona non grata status shall last, and provide information as to how the visitor may appeal the decision, as set forth in paragraph (D) of this policy. If the designation of persona non grata status is indefinite, the decision shall provide information as to when and how the visitor may petition for removal of persona non grata status, as set forth in paragraph (E) of this policy.

(D) Appeal

(1) The visitor may appeal the hearing officer's decision by submitting a written request for review to the chief financial officer or designee within ten business days after the hearing officer's decision is issued. The written request shall set forth the grounds for appeal.

(2) Grounds for appeal shall be limited to:

(a) Procedural error that resulted in material harm or prejudice to the visitor; or

(b) A hearing outcome that was grossly disproportionate to the nature of the behavior determined to be detrimental to the university community.

(3) The chief financial officer or designee shall review the record of the hearing and make a determination on the appeal within ten business days of receipt of the request for review. The persona non grata status shall remain in effect pending the decision on the review. The decision shall be final.

(E) Removal of persona non grata status

(1) If a visitor is placed on persona non grata status for a definite period of time, the persona non grata status shall automatically expire at the end of that period.

(2) If a visitor is placed on persona non grata status for a period of more than two years or for an indefinite period of time, the visitor may request removal of the persona non grata status after a period of two years from the date of the hearing officer's decision or, if the decision was appealed, the date of the chief financial officer's decision on appeal.

(3) To request removal of the persona non grata status, a visitor must submit a request in writing to the chief financial officer, describing the reasons that the visitor requests to be allowed on campus.

(4) The chief financial officer or designee shall review the record of the persona non grata designation and the request for its removal. On the basis of this review, the chief financial officer or designee shall determine whether the persona non grata status should be removed, should remain in place as originally decided, or should remain in place for a period of time that is less than it was originally decided.

(5) The chief financial officer's or designee's determination shall be communicated in writing to the visitor requesting removal of the persona non grata status. The chief financial officer's or designee's decision is final.

(F) Intent

(1) This policy shall not be constructed to limit the authority of university officials to take action as may be warranted by the circumstances.

(2) Only hearing officers have the authority to make a determination as to persona non grata status pursuant to this rule.

Last updated April 20, 2026 at 9:58 AM

History

• Effective: February 10, 2022
• Promulgated Under: 111.15

Chapter 3344-92 Law Enforcement Policies on Campus

Ohio Adm.Code 3344-92-01 Cleveland state university police.

(A) Policy statements.

(1) Section 3345.04 of the Revised Code authorizes the Cleveland state university board of trustees to designate one or more employees as state law university officers who shall take an oath of office, wear the badge of office, serve as peace officers for the university, and give bond to the state for the proper and faithful discharge of their duties in the amount that the board of trustees requires.

(2) Section 3345.21 of the Revised Code places a duty on the Cleveland state university board of trustees to regulate the use of the grounds, buildings, equipment, and facilities of the university and the conduct of the students, staff, faculty, and visitors to the campus so that law and order are maintained and the university may pursue its educational objectives and programs in an orderly manner.

(B) General scope.

In order to provide for the safety of persons and property on Cleveland state university's campus, it is hereby recognized and required that all law enforcement efforts or measures undertaken on Cleveland state university's campus and in every university-owned or operated facility shall be under the authority and direction of the chief of the Cleveland state university police department (hereinafter referred to as the "chief of university police.")

(C) Procedures.

The chief of university police shall be responsible for adopting procedures to administer this policy.

Last updated April 20, 2026 at 10:48 AM

History

• Effective: June 5, 2021
• Promulgated Under: 111.15

Chapter 3344-93 Vacation Leave Carryover Policy

Ohio Adm.Code 3344-93-01 Policy limiting carryover of vacation leave for non-bargaining classified employees.

(A) Except as otherwise provided in this paragraph, beginning in 1995, non-bargaining classified employees may carry over from the end of the last full pay period in the month of June to the beginning of the succeeding pay period, a maximum of thirty days of accumulated vacation leave. This vacation leave carryover limitation does not apply to employees who, as of June 30, 1995, have more than eighteen years of continuous service at Cleveland state university.

(B) Exceptions to the vacation leave carryover limitation may be granted by the assistant vice president for human resources.

History

• Effective: August 1, 1994
• Promulgated Under: 111.15

Chapter 3344-94 Policy on Minors on Campus

Ohio Adm.Code 3344-94-01 policy on minors involved in programs on campus and in university facilities.

(A) Purpose

To provide for appropriate supervision of minors who are involved in university-sponsored programs, programs held at the university and/or programs housed in university facilities at all geographic locations.

(B) General

(1) Cleveland state university ("CSU" or the "university") is committed to ensuring the safety and well-being of minors on our campus. The purpose of this policy is to describe requirements placed upon administrators, faculty, staff, students, volunteers and others who work with minors, to fulfill CSU's obligations as mandated by law, and to provide a safe experience for any minor visiting CSU's campuses or involved in university-related programs.

(2) CSU hosts a wide variety of university sponsored or sanctioned activities for non-enrolled minors such as: camps; clinics; workshops; conferences; and other educational activities. These activities are located both on-campus and off-campus under university supervision. It is imperative that non-enrolled minors on campus be supervised in a fashion that is appropriate and intended to keep them healthy and safe while visiting the university.

(3) All programs and activities that involve minors in their activities shall fall within the scope of this policy including: programs operated by the university or third party entities, programs taking place on campus and programs under the direction and authority of the university at locations off campus. This policy applies to such programs and activities whether they are limited to daily activities or involve the housing of minors in residence halls.

(C) Exceptions

(1) Exceptions to this policy include:

(a) Undergraduate and graduate academic programs in which minors are enrolled for academic credit, including enrollment in college credit plus (formerly PSEOP) or its equivalent;

(b) Schools operating on campus under the direction of the Cleveland municipal school district;

(c) Children brought to campus by their parents or guardians;

(d) Research approved by the institutional review board (IRB);

(e) Events on campus which are open to the general public and which minors attend at the sole discretion of their parents or guardians;

(f) Campus tours or visits by minors considered to be prospective students;

(g) Other programs as may be designated from time to time by the appropriate university vice president in advance and in writing as exempted from this policy.

(2) Direct questions regarding clarification of this policy to the office of general counsel or the office of university compliance.

(D) Guiding philosophy

CSU has an obligation to its students, faculty, staff, and visitors to conduct its operations and maintain its facilities in a manner consistent with its mission as a public, urban institution with a tradition of service and access. Activities involving minors are integral to CSU's mission of creating and disseminating knowledge for the betterment of society. Ensuring the safe and appropriate treatment of minors on campus is imperative.

History

• Effective: October 5, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-94-02 Definitions.

(A) "Adult"

Any person eighteen years of age or older.

(B) "Authorized adult and/or program staff"

Individuals, paid or unpaid, who interact with, supervise, chaperone, or otherwise oversee minors in program activities, or recreational, and/or residential facilities. This includes but is not limited to faculty, staff, volunteers, graduate and undergraduate students, interns, employees of temporary employment agencies, and independent contractors/consultants. It also includes adults associated with third parties that lease university facilities for programs that minors will attend. The authorized adults' roles may include positions as counselors, chaperones, coaches, instructors, etc. For the purposes of this policy, the term "program staff" is also assigned this definition. This definition does not include temporary guest speakers, presenters and other individuals who have no direct contact with program participants other than short-term activities supervised by program staff.

(C) "Direct contact"

Providing care, supervision, guidance or control of minors and/or having routine interaction with minors.

(D) "Minor" or "participant"

Any person under eighteen years of age. This policy is specific to non-enrolled minors. A person under the age of eighteen who is not enrolled at the university, is also referred to as a "participant" in this policy.

(E) "One-on-one contact"

Personal, unsupervised interaction between any authorized adult and a participant without at least one other authorized adult, parent or legal guardian being present.

(F) "Program"

Programs and/or activities offered by various academic or administrative units of the university, or by non-university groups using university facilities. This includes but is not limited to workshops, sport camps, academic camps, conferences, pre-enrollment visits, programs and similar activities.

(G) "Sponsoring unit"

The academic or administrative unit of the university, that offers a program to non-enrolled minors or third parties who use university facilities for their programs involving minors. When the sponsoring unit is a third party, the university office entering into an agreement for the use of facilities shall provide the sponsoring unit with a copy of this rule.

(H) "University housing"

Facilities owned by, or under the control of, the university intended for use as housing.

History

• Effective: October 5, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-94-03 Policy.

The following rule provisions apply to a sponsoring unit offering or approving a program which involves minors or provides university housing for minors participating in a program. If needed, sponsoring units can contact the office of university compliance to establish program specific forms and for sample agreements with third parties running programs on campus. All forms shall be approved by the office of university compliance or the office of general counsel prior to use.

(A) Communication and notification.

(1) The sponsoring unit shall establish an appropriate procedure for notification of the minor's parent/legal guardian in case of an emergency, including medical or behavioral problem, natural disasters, or other significant program disruptions. Authorized adults with the program, as well as participants and their parents/legal guardians, shall be advised of this procedure in writing prior to the participation of the minors in the program.

(2) The sponsoring unit shall maintain a list of all program participants and a directory of program staff. This list shall include participant's name; local room assignment (if applicable); gender, age, address, and phone number(s) of parent or legal guardian, as well as emergency contact information.

(3) The sponsoring unit shall provide information to the parent(s) or legal guardian(s) detailing the manner in which the participant can be contacted during the program.

(B) Medical treatment, administration of medicines and emergency services.

(1) Minors, as defined in this rule, are not eligible for medical care at the university's student health clinic. The clinic shall see non-enrolled minors in the event of a medical emergency; such care necessarily requires permission from the minor's parent or guardian. Generally, if x-ray or specialty care is necessary, the clinic shall make the appropriate referrals. The medical director and staff are available to consult with program staff regarding health-related issues.

(2) If the industry standard for the program includes the collection of medical information, the sponsoring unit shall obtain a medical information and release form, located in appendix A to this rule, for each program participant and program staff member who is a minor. All forms shall include the following:

(a) A statement informing the parent/legal guardian that the university does, or does not, as applicable, provide medical insurance to cover medical care for the minor.

(b) A statement authorizing the release of medical information and emergency treatment in case the parent/legal guardian/emergency contact cannot be reached for permission.

(c) A list of any physical, mental or medical conditions the minor may have, including any allergies that could impact their participation in the program.

(d) All emergency contact information including name, address and phone number of the emergency contact.

(3) If the industry standard for the program includes the collection of medical information, the sponsoring unit shall obtain a self-administration of medication form and a consent for over-the-counter medication form, located in appendix B to this rule, for each program participant. Forms shall also be obtained for program staff members that are minors. Distribution of participant medicines by program staff shall be handled under the following conditions:

(a) Program staff shall be responsible for reviewing all forms and assessing needs of each program participant.

(b) The participant's family provides the medicine in its original pharmacy container labeled with the participant's name, medicine name, dosage and timing of consumption. Over-the-counter medications must be provided in their manufacturer's container.

(c) Program staff shall keep the medicine in a secure location, and at the appropriate time for distribution shall meet with the participant.

(d) The program staff member shall allow the participant to self-administer the appropriate dose as shown on the container.

(e) Parent(s) and/or guardian(s) are expected to make arrangements for the administration of any medicine that the participant cannot self-administer.

(f) Devices for the self-administration of medications which are prescribed by a physician may be carried by the participant during program activities (e.g. "epi" pens and asthma inhalers). If the participant should not self-administer medication, for example because of the young age of the participant, the program staff shall store these medications in an appropriately accessible location.

(g) Over-the-counter medications can only be administered with prior approval from the participant's parent or guardian. Program staff should make reasonable efforts to have basic first-aid kits available if needed. Participants can self-administer over-the-counter medication that they, themselves, bring.

(4) The sponsoring unit shall arrange for medical care appropriate for the nature of program activities including on-site emergency medical service coverage, if needed.

(C) Supervision of minors and access to university facilities.

(1) Other than in cases outlined as follows, program staff should make every effort to ensure all activities involving minors are supervised by at least two authorized adults or by parent(s) or legal guardian(s) of the participants. Some of the factors to be considered in determining requirements for supervision are the number and age of participants, the activity(ies) involved, type of housing, if applicable, and age and experience of the program staff members. It is acceptable for an individual program staff member to provide program services to a group of participants (e.g., classroom instruction or outdoor activities) if the activity is conducted in an open or public area where the group is visible to others outside the group at all times. This includes classroom or meeting activities where open doors or windows allow for a clear line of sight.

(a) Recommended ratios of program staff to program participants based on gender distribution of the participants, in accordance with American camp association guidelines, located found in appendix C to this rule.

(b) Program staff shall assign a staff member who is at least twenty-one years of age to be accessible to participants. The staff member must reside in the housing unit, if applicable. Additional authorized adults should be assigned to ensure one-on-one contact with minors does not occur and that appropriate levels of supervision are implemented.

(c) When currently enrolled Cleveland state university students are hosting minor high school students participating in pre-enrollment visitation, the hosting university student(s) will not be required to submit to a background check or be at least twenty-one years of age and the requirement for two authorized adults will not be required. The department of enrollment service and the office of residence life shall provide a list of any pre-enrollment visitors and hosts prior to the start of the program.

(d) Guests of residents in university housing are required to follow all rules as provided under the guide to residential living.

(e) Training for the program staff shall include, at a minimum, information about responsibilities and expectations; policies, procedures, and enforcement; appropriate crisis/ emergency responses; safety and security precautions; addressing medical emergencies; confidentiality issues involving minors; and university responsibility/liability. Program staff must know how to request local emergency services and how to report suspected child abuse in accordance with rule 3334-95-01 of the Administrative Code. (child protection and reporting of child abuse policy.)

(f) Responsibilities of program staff shall include, at a minimum, informing program participants about safety and security procedures, university rules, rules established by the program, and behavioral expectations. Program staff is responsible for following and enforcing all rules and shall be able to provide information included in this rule to program participants and be able to respond to emergencies.

(2) In addition to the requirement that two adults shall be present at all times when minors are being supervised, an additional authorized adult should be available as a "floater" to stand-in if one of the two adults in a classroom or other situation must leave the area. The two authorized adults shall not be family members of the participants.

(3) All supervised participants in a university program or a program taking place on university property are permitted in the general use facilities (e.g. athletic fields, public spaces, academic buildings) but may, as needed, be restricted from certain areas of the facilities (e.g. storage rooms, equipment rooms, athletic training rooms, staff/ faculty offices) or from utilizing certain equipment. Program staff shall inform participants of these limitations.

(D) Program rules of conduct

Program staff shall develop and make available to participants the rules and disciplinary measures applicable to the program. Program participants and staff must abide by all university regulations and may be removed from the program for non-compliance with rules. Participants and parents/guardians should complete the rules and disciplinary procedures form located in appendix D to this rule. In addition, the following shall be included in program materials and stressed during the program:

(1) The possession or use of alcohol or drugs are prohibited.

(2) Fireworks, firearms, guns, knives, archery equipment and other weapons are prohibited unless being used for an officially sanctioned and approved instructional program.

(3) The parking of staff and participant vehicles must be in accordance with Cleveland state university's parking regulations.

(4) Rules and procedures governing when and under what circumstances participants may leave university property during the program.

(5) No violence, harassment, sexual abuse or sexual harassment, shall be tolerated.

(6) Hazing, of any kind, is prohibited. Bullying including verbal, physical, and cyber bullying are prohibited.

(7) No theft.

(8) Use of tobacco products shall not be tolerated by participants or program staff. Smoking and tobacco use is prohibited in all university buildings and on all university campuses.

(9) Misuse or damage of university property is prohibited. Charges shall be assessed against those participants who are responsible for damage or misusing university property.

(10) The inappropriate use of cell phones, cameras, imaging, and digital devices is prohibited including use of such devices in showers, restrooms, or other areas where privacy is expected by participants.

(E) Media and information disclosure

Program staff shall obtain a Cleveland state university media release form, located in appendix E to this rule, as part of the program registration process. All data gathered shall be confidential, is subject to records retention guidelines, and shall not be disclosed, except as provided by law.

(F) Background checks

(1) All adult program staff that have direct contact with minors or supervise a program with minors are required to have a background check on record with the university before the authorized adult is hired or allowed to engage with minors.

(2) For those program staff that are university employees, human resources shall verify that a background check has been performed. If required by law or in the discretion of the sponsoring unit, the background check may include a fingerprint background check through the Ohio bureau of criminal investigation (BCI) and the federal bureau of investigation (FBI). If a BCI/FBI background check is not required and the employee has not completed a background check, one shall be conducted consistent with rule 3344-60-01 of the Administrative Code (employee background screening policy). Background checks shall be reviewed and approved by human resources prior to being hired and/or engaged in working with minors.

(3) In order to complete a background check, the program-sponsoring unit shall contact human resources to have these background checks completed no later than two weeks prior to the start of the program.

(4) A decision not to permit an individual to participate in a program or activity covered by this rule based on the results of a background check shall be made by the assistant vice president for human resources after consultation with the appropriate university officials. Results of background checks conducted under this rule shall be used only for the purposes of this rule, except that the university reserves the right to take appropriate action with respect to its employees who may have falsified or failed to disclose information material to their employment on employment applications, uncovered as a result of the background check, including and up to immediate termination of employment. Copies of background check reports shall be retained in human resources in accordance with rule 3344-60-01 of the Administrative Code (employee background screening policy).

(5) Non-university entities providing adult supervisors for university-based programs shall conduct background checks on program staff and directors at least comparable to the standards indicated in this paragraph, including conducting BCI/FBI background checks where required by law or best practices.

(6) All contracts for the services of independent contractors that will have access to or contact with minors shall include a provision assuring that the employees of such independent contractors or the contractor (in the case of a solo contractor) has complied with, at a minimum, background checks and training comparable to those required by the university under this rule. In addition, all independent contracts shall reference and attach copies of this rule and rule 3344-95-01 of the Administrative Code (child protection and reporting of child abuse policy), to such contracts.

(G) Programs directed by non-university entities

(1) The university hosts non-university camps and other educational programs or activities on the university campus. The non-university party shall secure a university host in order to utilize campus facilities. Authorized representatives of the non-university party and the university host shall reduce the relationship to an agreement signed by both representatives. In the case of the lease of facilities, the university host shall be considered the office of campus services.

(2) The agreement shall Require the non-university sponsoring unit to agree to comply with this rule.

(3) The sponsoring unit must provide at least one administrative program director with responsibility for satisfactory operation of the camp, including:

(a) Maintaining discipline among the participants and compliance with university rules, including overseeing the care of residence hall property and observance of applicable curfews;

(b) Arranging for medical treatment in all cases of illness and injury occurring during the camp, including transportation to and from the medical facility, and ensuring that appropriate insurance forms and information are provided;

(c) Maintaining regular and open communication with host office at the university, sponsors, and residence hall personnel;

(d) Maintaining daily contact with the host office liaison to ensure that dining facility and program schedules are coordinated and observed;

(e) Being on-call twenty four hours a day while the program is in session.

(4) Provide a list of all program staff and participants to the Cleveland state university police department prior to the start of program activities. The list should include all names, addresses, phone numbers and emergency contact information for staff and participants.

(5) Conduct appropriate background checks on program staff and director at least comparable to the standards established in paragraph (F) of this rule.

(6) Conduct appropriate training consistent with paragraph (H) of this rule, on protecting participants from abusive emotional and physical treatment, and on appropriate or required reporting of incidents of improper conduct to the proper authorities including, but not limited to, appropriate law enforcement authorities.

(7) For each participant in attendance, ensure the camper is accompanied by a coach or sponsor who shall be responsible for the conduct and safety of the child while in attendance; or assign a staff person who shall assume that responsibility for each unaccompanied camper (ratio of counselors to campers shall meet or exceed standards set forth in this rule.)

(8) Submit to the appropriate vice president all printed materials used in advertising camps held at the university.

(9) Provide the university host entity with regular updates of anticipated space requirements and, at a minimum, provide: (a) a best estimate of attendance sixty days prior to camp; (b) an update every week for the four weeks leading up to camp; and (c) a written reservation guarantee five working days prior to the camp.

(10) Assume financial responsibilities of key and lock replacement for keys issued for the program and not returned to the office of residence life.

(11) Assume financial responsibility for any special services or requests which camp director(s) may deem necessary to enhance the camp.

(12) Assume financial responsibility for any and all losses or damages to practice facilities, equipment, residence halls, or other university property resulting from any act or failure to act on the part of participants or client staff;

(13) Agree to operate in accordance with federal affirmative action/equal opportunity and federal, state and university anti-harassment laws, regulations and requirements (including Title IX);

(14) To the fullest extent permitted by law, defend, indemnify and hold harmless Cleveland state university, its board of trustees, faculty, staff and agents from and against any and all claims, damages, losses and expenses including but not limited to attorneys' fees arising out of, related to, or resulting from performance of services under the contract, regardless of whether such claim, damage, loss or expense is caused in part or is alleged but not legally established to have been caused in whole or in part by the negligence or other fault of the university.

(15) Prior to the start of the program, and prior to coverage expiration, the non-university party must provide evidence of the following insurance coverage to the sponsoring unit and the office of university compliance: commercial general liability insurance in combined single limits of not less than one million dollars per occurrence for bodily injury and property damage. Such coverage shall include sexual molestation and abuse coverage and automobile liability insurance if vehicles are going used to transport persons. Such insurance must be written in combined single limits of not less than one million dollars per occurrence for bodily injury and property damage; statutory workers compensation and employers liability insurance in limits of not less than five hundred thousand dollars to cover all persons employed by the non-university party. All insurance policies shall be written on an occurrence form issued by an insurer with an A.M. best rating of "A" or higher and shall name as additional insureds, Cleveland state university, its board of trustees, faculty, staff and agents.

(H) The parties shall contractually agree that the third party is an independent contractor using the facilities of the university to conduct a program. Nothing contained in the agreement or in the activities conducted shall constitute either party to be the agent, servant, or employee of the other party, nor create a partnership or joint venture relationship between the parties, and each party shall be fully and solely responsible for its own activities and obligations.

(I) Authorized personnel/signatories for non-university groups using university facilities shall provide satisfactory evidence of compliance with all of the requirements of this rule within at least thirty days prior to the scheduled use of university facilities, as well as sign an approved agreement for use of university facilities, if applicable, to the sponsoring unit.

History

• Effective: October 5, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3344-60-01

(A) Purpose

In an effort to protect the campus community and its assets, the university seeks to ensure that individuals hired, promoted, or otherwise placed into vacant positions, via the university's hiring process, have no criminal conviction history relevant to their employment or discrepancies in employment history. This rule establishes procedures for carrying out identity, employment verification, education/credentials, professional licensure, motor vehicle record and criminal background check, (including national sexual offender registry), for prospective candidates.

(B) Definitions

(1) "Covered positions" - all faculty and staff positions, particularly professional staff and classified staff. Certain positions at CSU (i.e., law enforcement), shall be subject to the appropriate background checks, required by law and/or collective bargaining agreement.

(2) "Candidates" - prospective candidates who are under final consideration for a position, including individuals not currently employed by CSU.

(3) "Motor vehicle record check" - see Cleveland state university driving and motor vehicle policy.

(4) "Criminal background check" - the process of reviewing criminal history information of a final candidate received from a third-party vendor or law enforcement agency.

(5) "Identity verification" - the process of verifying the identification information of a final candidate received from a third-party vendor or law enforcement agency.

(6) "Employment verification" - the process of verifying the employment information of a final candidate received from a third-party vendor or law enforcement agency.

(7) "Education/credentials verification" - the process of verifying from a third-party vendor the attestation of education, qualification, competence, or authority issued to an individual by a third party with a relevant or de facto authority or assumed competence to do so.

(8) "Professional licensure" - the process of verifying from a third-party vendor the attestation of professional licensure issued to an individual by a third party with a relevant or de facto authority or assumed competence to do so.

(9) Conviction - all prior criminal convictions and pleas that are acknowledgements of criminal responsibility including a verdict, a guilty plea or nolo contendere ("no contest") plea. This also includes any convictions or pleas that are acknowledgments of criminal responsibility subject to the jurisdiction of a military court.

(10) Criminal history information - a written, an electronic, or a printed electronic record of information received from a law enforcement agency or third party vendor in the business of obtaining and reporting criminal conviction information. Criminal history information does not include an individual's conviction record(s) that has been sealed by court order or any arrests not resulting in a criminal conviction. Criminal conviction information includes in-state, out-of-state and international (where applicable) criminal conviction information, including misdemeanor and felony convictions.

(11) "Hiring process" - the competitive process used by the university to review or screen and select candidates or applicants for the purpose of filling an approved vacant position.

(12) Promotion - the advancement of an employee's rank or position in the university's organizational hierarchy, by means of the university's competitive hiring process. For the purposes of this rule, "promotion" shall exclude faculty tenure appointments, and the advancement in rank for staff or faculty through appointment or title change. However, "promotion" shall include administrative faculty hires into approved vacancies, by means of the university's competitive hiring process.

(C) Scope

(1) A background check shall be completed for external and internal candidates under final consideration for a position.

(2) A background check shall be completed for an internal candidate(s), i.e. a current university employee, who is under final consideration for hiring into a position that shall result in promotion, lateral move or demotion, via the university's hiring process.

(D) Details

(1) The university shall seek information on all prior criminal convictions nationwide based on information provided through a residency check. Prior arrests or detention orders that did not result in criminal convictions or pleas, or expunged, or sealed convictions, shall not be considered.

(2) Criminal conviction information shall be used solely for the purpose of evaluating candidates (both external and internal) under final consideration for employment in positions. The information shall not be used to discriminate on the basis of race, color, religion, national origin, sex, age, sexual orientation, handicap or disability, genetic information, disabled veteran, Vietnam era veteran or other protected veteran status.

(3) Criminal conviction information shall not be made a part of an applicant's file, or the employee's personnel file.

(4) The job description for covered positions shall list satisfactory completion of a background check as a minimum qualification requirement. Advertisements and position postings shall list a position as subject to a background check.

(5) Human resources shall utilize a third-party vendor to conduct the background check and the process shall comply with the applicable requirements of the Fair Credit Reporting Act ("F.C.R.A.")

(6) Human resources shall be responsible for developing procedures for the administration of the background check process.

(7) Human resources shall be responsible for coordinating the receipt of background disclosure and authorization forms from the final candidate(s).

(8) In order to be considered for an appointment, each selected candidate shall provide information about the candidate's criminal conviction record using the prescribed form. A candidate who refuses to consent to a required background investigation, refuses to provide information necessary to conduct the background investigation, or omits, conceals and/or provides false or misleading information in regard to the background investigation shall be determined ineligible for placement into a position. If the candidate is a current employee, omitting, concealing and/or providing false or misleading information in regard to the background investigation shall subject the employee to appropriate administrative action up to and including termination of employment. A current employee who refuses to consent to a required background investigation or refuses to provide information necessary to conduct the background investigation shall be determined ineligible for placement into a position.

(9) Should an adverse decision be made concerning a current employee as a result of information obtained from the background investigation, an administrative review shall be conducted. In considering whether a criminal conviction may prevent the employee from continuing in his or her current position, the university shall utilize criteria related to the position in making a determination to continue or terminate the employment.

(10) A candidate, who has been hired, promoted, or otherwise placed into a position, via the university's hiring process, and is subsequently found to have provided false or misleading information related to the background investigation, shall be subject to appropriate administrative action up to and including termination of employment.

(11) Employment offers/position changes shall not be made until the background check process is completed. Should filling the position be deemed critical to the operations of the university (e.g. instruction or student service positions), a contingent offer may be made, pending the results and review of the background check. Candidates under final consideration shall be given the authorization form, along with a copy of, "A summary of your rights under the Fair Credit Reporting Act". A background report cannot be requested via the third-party vendor without receipt of the authorization form signed by the candidate.

(12) In accordance with federal and state laws, a previous conviction shall not automatically disqualify an individual from consideration for placement into a position. The department of human resources or the provost's office (in cases of faculty positions) shall assess the potential risks and job-relatedness of each conviction in relation to the appointment being considered. The office of general counsel shall also be consulted, as appropriate. In considering whether a criminal conviction may prevent the selected candidate from being appointed, the following factors shall be considered:

(a) The context of the events surrounding the criminal conviction.

(b) The relationship of the criminal conviction to the appointment for which the individual is being considered.

(i) For any position responsible for interacting with customers and/or students, convictions of a violent crime, as defined in division (A)(9)(a) of section 2901.01 of the Revised Code, may be considered grounds for rejecting placement into the position.

(ii) For positions having fiduciary responsibility, or any direct financial control, conviction of a drug-related crime, as defined in division (G) of section 2925.01 of the Revised Code, a crime of theft, as defined in division (K)(1) of section 2913.01 of the Revised Code, or other crime of moral turpitude (e.g., property, gambling, fraud) may be considered grounds for refusing appointment to these positions.

(c) The length of time since the criminal conviction.

(d)

(i) Convictions within five years of the date of application, or consideration for a position for the following offenses, may disqualify an individual for consideration for the position appointment:

(a) Felony conviction(s);

(b) Convictions of sexual offenses as defined in Chapter 2907. of the Revised Code; or

(c) Two or more convictions of a drug related offense, as defined in division (G) of section 2925.01 of the Revised Code.

(ii) Note that, in the case of convictions described in paragraph (D)(12)(d)(i)(a), (D)(12)(b) or (D)(12)(c) of this policy, the university's threat assessment team shall be consulted before a decision is made.

(e) The individual's behavior since the criminal conviction.

(f) Any other extenuating circumstances documented by the selected candidate or otherwise known to the university. Some individuals may be required by the law enforcement agency conducting the criminal background check to provide additional information, which is needed by the law enforcement agency for purposes of conducting the background check.

(13) Candidates with pending criminal proceedings shall be evaluated based on the aforementioned factors.

(14) If a candidate is determined ineligible for placement into a position based on the results of the criminal background check, the human resources department, in compliance with the Fair Credit Reporting Act, shall give the candidate written notice. It shall include:

(15) The name, address, and phone number of the reporting agency that supplied the report.

(16) A statement that the reporting agency that supplied the report did not make the decision to take the adverse action and cannot give specific reason for it; and a notice of the individual's right to dispute the accuracy or completeness of any information the agency furnished, and his or her right to an additional free consumer report from the agency upon request within sixty days.

(17) The hiring department in which the position resides shall be responsible for any fees associated with obtaining background information from a third-party vendor.

(18) After the implementation of this policy, current employees, regardless of the position occupied, who are convicted of a crime while employed at CSU are required to report the criminal conviction, in writing or via e-mail, to the assistant vice president of human resources within five work days (Monday through Friday) of the conviction. In addition, the university's appointing authority has the right to conduct a criminal background check when the appointing authority learns of a university employee's criminal conviction.

(19) All external and internal applicants/employees being hired into positions shall be given the opportunity to sign a release, granting CSU permission to conduct background checks. An employee who refuses to consent to a background investigation, refuses to provide information necessary to conduct the background investigation, omits, conceals and/or provides false or misleading information in regard to the background investigation shall be subject to appropriate administrative action up to and including termination of employment.

Last updated July 10, 2025 at 12:13 PM

History

• Effective: January 21, 2018
• Promulgated Under: 111.15

Ohio Adm.Code 3344-95-01

(A) Purpose

(1) Cleveland state university is committed to maintaining a supportive and safe educational environment, which seeks to enhance the well-being of all members of its community. This commitment reflects the university's adherence to its mission, to its various policies supporting its mission, and to relevant state and federal laws. Within that commitment, the university places importance on creating a secure environment for children. To that end, the university has adopted the following child protection and reporting of child abuse policy and procedures on mandated reporting requirements.

(2) In order to ensure the safety and well-being of children, individuals, including university faculty, staff, students, volunteers, and representatives, as well as third-party vendors and their employees, representatives, or volunteers that contract for use of university facilities, with responsibilities that involve interaction with children (collectively "university personnel"), shall carefully review and abide by the following policy regarding child protection and the reporting of child abuse.

(B) Authority

Section 2151.421 of the Revised Code ("Persons Required to Report Injury or Neglect; Procedures on Receipt of Report") provides the authority for this policy.

Last updated October 11, 2024 at 1:33 PM

History

• Effective: January 23, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-94-04 University housing.

(A) If applicable, require the program to adopt and implement rules and regulations for proper supervision of minors in university housing. The following must be included:

(1) Written permission signed by the parent/guardian for the minor to reside in university housing.

(2) A curfew time, which is age-appropriate for the participants, which in no case shall be later than the times prescribed by section 605.14 of the city of Cleveland ordinance, effective April 23, 2007, which is located in appendix F to this rule)

(B) It is recommended that programs restrict in-room visitation to participants of the same gender.

(C) Guests of participants, other than a parent/legal guardian and other program participants, are restricted to visitation in the building lobby and/or floor lounges, and only during approved hours specified by the program.

(D) The program shall comply with all security measures and procedures specified by Cleveland state university office of residence life and the Cleveland state university police department.

History

• Effective: January 22, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-94-05 Code of conduct for authorized adults.

(A) If a program participant discloses any type of assault or abuse (at any time previous to, during or after the program), or an authorized adult has reason to believe that the participant has been subject to such assault or abuse, the authorized adult, as a mandatory reporter, shall immediately call 911 or Cleveland state university police. For instances of child sexual assault or abuse, the authorized adult shall immediately call 911 or Cleveland state university police. Further instructions for addressing child sexual abuse or assault are located in rule 3344-95-01 of the Administrative Code (child protection and reporting of child abuse policy).

(B) Authorized adults shall make all reasonable efforts to ensure the safety of minors participating in programs and activities covered by this rule, including removal of minors from dangerous or potentially dangerous situations, irrespective of any other limitation or requirement.

(C) If an allegation of inappropriate conduct has been made against an authorized adult participating in a program, the adult against whom the allegation is made shall discontinue any further participation in programs and activities covered by this rule until such allegation has been satisfactorily resolved. The authorized adult may be required to leave university premises pending resolution of the matter.

(D) Authorized adults shall behave professionally and maintain the highest standards of personal behavior at all times. Authorized adults participating in programs and activities covered by this rule shall not:

(1) Have one-on-one contact with minors: there must be two or more authorized adults present during activities where minors are present. Authorized adults shall not have any direct electronic contact, including social media, with minors without another authorized adult being included in the communication. Authorized adults should be aware of situations in which actions can be misconstrued or manipulated by others (for example, being alone with the last child to leave a class). Conduct all dealings with children in a public environment as much as possible, in order that all behavior can be readily observed.

(2) Enter a minor's room, bathroom facility, changing area, shower area or similar area without another authorized adult in attendance, consistent with the policy of not having one-on-one contact with minors. Never spend time alone with a child away from others. Minors should use a "buddy system" or otherwise be encouraged to stay together when going to the bathroom, on field trips, or when leaving the academic facility.

(3) Share sleeping quarters with minors. Separate accommodations for adults and minors are required other than the minors' parents or guardians. Minors should be placed in accommodations that allow for a locked door between themselves and program staff. Program staff shall not enter the sleeping quarters of a minor without another authorized adult present.

(4) Engage in abusive conduct of any kind toward, or in the presence of, a minor.

(5) Strike, hit, administer corporal punishment to, or touch in an inappropriate or illegal manner any minor.

(6) Engage in rough or sexually provocative games, including horseplay.

(7) Allow any inappropriate touching, including between children.

(8) Use or respond to sexual innuendo or make sexually suggestive comments.

(9) Pick up minors from or drop off minors at their homes, other than the driver's child(ren), except as specifically authorized in writing by the minor's parent or legal guardian. Two authorized adults should be in a vehicle with a minor, if transportation is needed.

(10) Neither use nor provide alcohol or drugs to any minor. Authorized adults shall not use nor provide prescription drugs or any medication to any minor unless specifically authorized in writing by the parent or legal guardian as being required for the minor's care or the minor's emergency treatment. Program staff, following the conditions outlined in this rule, may distribute participant's medicines.

(11) Make sexual material in any form, including printed and electronic, available to minors participating in programs or activities covered by this rule or assist them in any way in gaining access to such materials.

(12) Share a bed or sleeping bag with a minor.

(13) Shower, bathe, or undress with or in the presence of minors.

(14) Favor one child more than another; do not give gifts to any one child in a program; do not accept expensive gifts from any child in the program.

(15) Tell children "this is just between the two of us" or use similar language that encourages children to keep secrets from their parent or guardians

(16) Have contact outside of the program with any minor in the program.

(17) Photograph any minor participant for any purpose, except for CSU use if a release for such use has been executed by the minor's parent or guardian.

History

• Effective: October 5, 2015
• Promulgated Under: 111.15

Chapter 3344-95 Child Protection and Reporting of Child Abuse Policy

Ohio Adm.Code 3344-95-01 Child protection and reporting of child abuse policy.

(A) Purpose

(1) Cleveland state university is committed to maintaining a supportive and safe educational environment, which seeks to enhance the well-being of all members of its community. This commitment reflects the university's adherence to its mission, to its various policies supporting its mission, and to relevant state and federal laws. Within that commitment, the university places importance on creating a secure environment for children. To that end, the university has adopted the following child protection and reporting of child abuse policy and procedures on mandated reporting requirements.

(2) In order to ensure the safety and well-being of children, individuals, including university faculty, staff, students, volunteers, and representatives, as well as third-party vendors and their employees, representatives, or volunteers that contract for use of university facilities, with responsibilities that involve interaction with children (collectively "university personnel"), shall carefully review and abide by the following policy regarding child protection and the reporting of child abuse.

(B) Authority

Section 2151.421 of the Revised Code ("Persons Required to Report Injury or Neglect; Procedures on Receipt of Report") provides the authority for this policy.

Last updated October 11, 2024 at 1:33 PM

History

• Effective: January 23, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-95-02 Definitions.

(A) Child abuse

An "abused child" includes any child who:

(1) Is the victim of sexual activity, which includes children who are the victim of statutory rape, sexual assault.

(2) Is endangered as defined in section 2919.22 of the Revised Code. A child is endangered if the person who is the parent, guardian, custodian or is in loco parentis of a child creates a substantial risk to the health or safety of the child. Specific examples include child abuse, torture, excessive corporal punishment that creates a substantial risk of serious physical harm or impairment to the child's mental health and encouraging, permitting or compelling a child to act, model or otherwise participate in the production, presentation, dissemination or obscene, sexually oriented material.

(3) Exhibits evidence of any physical or mental injury or death, inflicted other than by accidental means, or an injury or death, which is at variance with the history given of it.

(4) Because of the acts of his parents, guardian, or custodian, suffers physical or mental injury that harms or threatens to harm the child's health or welfare.

(5) Is subjected to out-of-home care child abuse.

(B) Neglected child

A "neglected child" includes any child who:

(1) Is abandoned by the child's parents, guardian, or custodian.

(2) Who lacks adequate parental care because of the faults or habits of the child's parents, guardian, or custodian.

(3) Whose parents, guardian, or custodian neglects the child or refuses to provide proper or necessary subsistence, education, medical or surgical care or treatment, or other care necessary for the child's health, morals, or well-being.

(4) Whose parents, guardian, or custodian neglects the child or refuses to provide the special care made necessary by the child's mental condition.

(5) Whose parents, legal guardian, or custodian have placed or attempted to place the child in foster care or for adoption in violation of sections 5103.16 and 5103.17 of the Revised Code.

(6) Who, because of the omission of the child's parents, guardian, or custodian, suffers physical or mental injury that harms or threatens to harm the child's health or welfare; or,

(7) Who is subjected to out-of-home care child neglect, as defined in section 2151.06 of the Revised Code.

(C) "Child"

For the purposes of this policy, this definition includes a person under the age of eighteen years or a mentally retarded, developmentally disabled, or physically impaired child under twenty-one years of age, as defined in section 2919.22 of the Revised Code.

History

• Effective: January 23, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-95-03 Policy.

(A) Ohio law requires certain individuals to report child abuse, whenever they have reasonable suspicion. However, any person may report child abuse if they have reasonable suspicion that a child has been abused.

(B) With very limited exception, section 2151.421 of the Revised Code makes the reporting of known or suspected child abuse or neglect mandatory for hospitals, clinics, medical professionals, teachers, school officials, law enforcement officials, social workers, daycare workers, mental health professionals, members of the clergy, and any other person called upon to render aid or medical assistance to a child. Certain university employees (e.g. medical professionals, mental health professionals, etc.,) shall adhere to the child abuse and neglect and related reporting procedures required under applicable law. If there is a perceived conflict between this policy and these professional reporting requirements, contact the office of general counsel or the office of institutional compliance.

(C) Please note that if the individual or individuals who have been, or are, abusing or neglecting minors are members of the university community or visitors to campus, the university has a responsibility to promptly respond to these behaviors and take steps to prevent their reoccurrence. Reporting these incidents to the university authorities identified below is a necessary step in addressing these behaviors.

(D) It is the university's position that, in addition to the mandated statutory reporting requirements for certain individuals and entities, all university personnel and volunteers who have a reasonable cause to suspect that a child is being abused or neglected, shall immediately make a report. Neither Ohio law nor any university policy allows you to delegate the duty to report child abuse or neglect.

History

• Effective: January 23, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-95-04 Reporting child abuse or suspected child abuse.

If you know or suspect that a child is a victim of child abuse or neglect, you shall act. In deciding whether or not to report an incident or situation of suspected child abuse or neglect, it is not required that the university personnel have proof that abuse has occurred. Any uncertainty in deciding to report suspected abuse shall be resolved in favor of making a report.

(A) In making a report, your actions shall be as follows:

(1) First - immediately report the information to the Cleveland state university police department ("CSU police"), who shall then contact the Cuyahoga county children and family services and the city of Cleveland police department. If a child is in imminent danger, the employee shall contact police at 911 to obtain immediate protection for the child.

(2) Second - the non-emergency number for CSU police is (216) 687-2020. A report can also be made directly to Cuyahoga county children and family services at (216) 696-KIDS. If a report is made to this agency, university personnel and volunteers shall also make a report to CSU police or shall contact the office of general counsel for guidance on reporting obligations.

(B) When making the initial contact with CSU police or Cuyahoga county children and family services, you shall include all available information regarding the known or suspected abuse or neglect, including, but not limited to, the name of the child, the child's whereabouts, the names and addresses of the parents, guardian, or caretaker and the character and extent of the injuries. The report shall also contain, if known, any evidence of previous injuries to said child and any other pertinent information that might establish the cause of such injury or injuries, and the identity of the person or persons responsible for the same.

(C) Do not delay making a report in order to gather evidence; CSU police and Cuyahoga county children and family services will determine whether such an investigation is warranted. It is acceptable to quickly collect additional information that is readily available (such as talking to co-workers who also interact with that child) or to verify that the information learned meets criteria for reporting, but this shall be done very promptly. It is better to report without all relevant information than to delay a report to collect information.

(D) Second, do not directly question or solicit information from the child or from the person suspected of improper behavior. That is not your role; the role of investigation lays with the appropriate law enforcement officers and children's services agents.

(E) Third, in addition to notifying CSU police, within twenty-four-hours after making the report, an employee shall report the information to his/her immediate supervisor. CSU police shall notify university officials of the suspected child abuse and coordinate the investigation with city of Cleveland police and Cuyahoga county children and family services. University officials include the president, vice president for business affairs and finance, general counsel and chief compliance officer. It shall be the responsibility of the general counsel to notify the board of trustees of the incident.

(F) Further, it shall be the responsibility of CSU police to report the incident to city of Cleveland police and Cuyahoga county children and family services. CSU police shall advise the reporter that such report has been made. CSU police shall be responsible for maintaining all records and reports related to the incident and to brief university officials as needed.

History

• Effective: January 23, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-95-05 Liability.

(A) As per Ohio law, any person or institution participating in good faith in the making of a report or participating in a judicial proceeding resulting from a report of an instance of suspected child abuse, will have immunity from any civil or criminal liability for injury, death, or loss to person or property that otherwise might be incurred or imposed as a result of the making of the reports or the participation in the judicial proceeding, as defined in division (G)(1)(a) of section 2151.421 of the Revised Code.

(B) University personnel who are required to report child abuse and neglect under Ohio law and who fail to make this report may be found guilty of a first degree misdemeanor and subject to no more than one-hundred eighty days in jail and up to a one thousand dollar fine.

(C) Any university personnel who make a good faith report of child abuse may not be subjected to retaliation in employment with the university.

History

• Effective: January 23, 2014
• Promulgated Under: 111.15

Ohio Adm.Code 3344-95-06 Compliance.

Any university personnel who knowingly fails to report a case of suspected child abuse under this policy is subject to disciplinary action up to and including dismissal.

History

• Effective: January 23, 2014
• Promulgated Under: 111.15