Chapter 3337-1 Policies In General

3337-1-01 Preparation of policies.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/01-001.html

(A) University policy manual

The university policy manual shall include policies of broad application throughout the university and shall be made available online. Printed copies of the manual shall also be made available in the Alden library and university human resources on the Athens campus and in each of the regional campus libraries. Policies to be included in the policy manual shall be adopted in accordance with the procedures in this policy.

(B) Initiating, amending, or rescinding a policy

(1) Review committees

(a) The executive staff policy committee shall be responsible for the review of new or amended policies and for recommending policies for approval by the president. The members of the executive staff policy committee shall be the vice president for finance and administration, the executive vice president and provost, the vice president for student affairs, and the general counsel. The executive vice president and provost shall serve as chair of the committee. In the event of their temporary unavailability, members may be represented by designees.

(b) Under the direction of the executive staff policy committee, the office of legal affairs will provide legal and administrative oversight for the policy-development process.

(2) Policy drafting guidelines

The executive staff policy committee, with the assistance of the office of legal affairs, shall prepare policy drafting guidelines setting forth requirements for content, organization and format of policies. These guidelines shall be made available as part of the online and hardcopy editions of the policy manual.

(3) Initiation, review, and approval of policies

(a) A proposal for a new or amended policy or the rescission of an existing policy may be initiated by the university unit responsible for administering the subject matter of the policy, (the "initiating unit"), subject to the approval of its planning unit head. Any member of the university community may submit a suggestion for a change in university policy to the appropriate initiating unit or its planning unit head.

(b) The planning unit head with responsibility for the initiating unit shall send to the executive staff policy committee a policy proposal memorandum, as described in the policy drafting guidelines. The proposal memorandum shall explain the need for the new or revised policy or the reason for the rescission and shall include an outline of the proposed content of the new policy or amendment. A list of university offices and constituencies affected shall also be provided.

(c) The executive staff policy committee shall decide whether the proposal should go forward and may provide guidance, limitations, or any other advice it deems appropriate. In particular, the executive staff policy committee should confirm that the initiating unit will consult the appropriate university officials and constituencies.

(d) If the executive staff policy committee authorizes a continuation of the policy development process, the initiating unit may proceed to draft the policy using the standard policy template in accordance with the policy drafting guidelines.

(e) The initiating unit shall solicit comments and recommendations from the university officials and constituencies affected by the proposed policy or rescission, including any appropriate senates.

(f) The draft policy and all comments from university officials and constituencies consulted by the initiating unit shall be posted online.

(g) At the completion of the consultation process, the proposed policy, amendment, or rescission shall be submitted to the executive staff policy committee for final review. The submission shall include a policy approval cover sheet signed by the planning unit head. The policy approval cover sheet shall be in the form prescribed in the policy drafting guidelines and shall include a list of the university officials and constituencies consulted in the policy development process and summaries of the comments and recommendations from each. The materials submitted to the executive staff policy committee shall also be made available to each official and constituency consulted by the initiating unit.

(h) The executive staff policy committee shall review the proposed policy, amendment or rescission and the comments and recommendations from the officials and constituencies who reviewed the proposal. The committee may recommend the policy or rescission to the president for final approval or send it back to the initiating unit for further modification or consultation.

(4) Updating policies

All policies shall be reviewed to determine whether an update is necessary at least every five years. At the direction of the executive staff policy committee, the office of legal affairs will send update notices to initiating units for each policy.

(5) Interim policies

(a) The executive staff policy committee may determine that because of legal requirements or administrative necessity a policy must be adopted or amended immediately. In this event, the executive staff policy committee may recommend to the president that an interim policy be adopted. The executive staff policy committee's recommendation shall include a complete description of the legal or administrative issues supporting the request for an interim policy.

(b) An interim policy shall be effective for an initial period of no more than six months. After the initial six month period, the executive staff policy committee may recommend to the president that an interim policy be extended for two additional six month periods. A permanent policy adopted in accordance with the procedures set forth in paragraph of this rule(B)(3), should be approved by the president no later than eighteen months after the effective date of the interim policy.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/01-001.html

Effective: 6/25/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-1-02 Policy numbering system.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/01-002.html

(A) Overview

This policy describes the numbering system used in the "Ohio University Policy Manual," so that new policy statements may be assigned numbers that are consistent with those already in use, and so that people wishing to find the policy statement that addresses a particular concern can more readily find it.

(1) Number format

The policy numbering system will be a five-digit number consisting of a two-digit general classification number and a three-digit index number, separated by a period, in the form, "XX.YYY," with leading zeros for each part, as needed.

(2) Administrative Code

Senate Bill 3, effective September 17, 2014, requires that Ohio university rules be published both on the institution's web site (e.g., this manual), and as part of the Administrative Code. There is a direct mapping between the policy number and the Administrative Code number; the primary differences are that the Administrative Code number includes a prefix that is unique to Ohio university, and that leading zeros are less available in the Administrative Code system. For example, our "Policy 03.004 " will be identified as "rule 3337-3-04 of the Administrative Code"; our "Policy 41.125 " will be identified as "rule 3337-41-125 of the Administrative Code"; etc. (In some contexts, the Administrative Code's rule number may have additional segments between the "3337-" and the last two segments that are derived from our policy number). Although the number of digits displayed within the Administrative Code is not always five, the numerical values do match.

(3) Reserved numbers

The "Administrative Policy Manual," the "Faculty Handbook," and the "Student Code of Conduct" are distinct documents: each has its own formal review and approval process, and none is part of either of the others.

Some issues are more appropriately addressed within the "Faculty Handbook", or the "Student Code of Conduct," rather than as part of this policy manual; other issues are best addressed here; and some issues will be addressed in more than one of those locations.

In order to facilitate publication of all three types of rules as part of the Administrative Code, while preventing the ambiguity that would result from numbering collisions among them, several general classification numbers are "reserved": they will not be assigned to any administrative policy, to ensure that their corresponding numbers within the Administrative Code are available for publication of faculty and student rules; see parts (D) and (H) of this policy.

(4) Assignment of numbers

Numbers will be assigned to new policy statements by the office of legal affairs.

The basic general classifications and subject matter areas within these classifications will be as shown in the rest of this policy.

(B) General classifications 00 to 09:

General subjects

(1) Organization charts

(2) General policy

(3) Issues that overlap multiple other general classifications

Examples include the following:

(a) Space and facilities usage

(b) Harassment and professional conduct

(c) ID cards

(C) General classifications 10 to 19:

Academic matters

(1) Colleges

(a) Arts and sciences

(b) Business

(c) Communication

(d) Education

(e) Engineering

(f) Fine arts

(g) Graduate

(h) Health sciences and professions

(i) Honors

(j) Osteopathic medicine

(k) University

(2) Student academic records

(a) Access to public and private information

(b) Registration, drops, and withdrawals

(c) Grading

(3) Library

(4) Learning resources

(5) Off-campus academic programs

(6) Institutional research

(7) International affairs

(8) Research and intellectual property

(9) Emeritus status

(10) Appointment and evaluation of faculty and academic leaders (See also parts (F)(6) and (H) of this policy.)

(11) Centers and institutes

(D) General classifications 20 to 29:

Student matters

General classification number 27 is reserved for the "Student Code of Conduct" and related documents, as described in part (A)(3) of this policy.

(1) Student personnel

(2) Health and psychological services

(3) Placement and internship

(4) Fraternity and sorority affairs

(5) Student activities and public occasions

(6) Residence services and residence life

(7) University discipline

(8) Athletics

(9) Campus recreation

(10) Student financial aid and scholarships

(E) General classifications 30 to 39:

University development and planning matters

(1) Alumni

(2) Regional development

(3) Public affairs

(4) Public information

(5) University publications

(6) Ohio university foundation

(7) Construction

(8) Space utilization

(9) Renovations

(10) Engineering

(11) Title grants

(F) General classifications 40-49:

Administrative matters

(1) Registration, admissions, scheduling, and regents reporting.

(2) Office and environmental services

(3) Facilities management and maintenance

(4) Vehicles

(5) Ohio university police department

(6) Human resources and employment matters

(a) Employment

(i) Appointments

(ii) Hiring

(iii) Transfer

(iv) Promotion

(v) Demotion

(vi) Separation

(b) Benefits

(i) Educational

(ii) Group insurance and workers' compensation

(iii) Assistance and development programs for employees

(iv) Holidays and vacations

(v) Other leaves of absence and accommodations

(vi) Retirement

(c) Compensation, rewards, and recognition

(d) Dispute resolution

(e) Records and information services

(f) Performance management

(g) Workplace and occupational health and safety

(h) Payroll

(G) General classifications 50 to 59:

Business matters

(1) Financial matters

(2) Controller's functions

(a) Accounts payable

(b) Grants and contracts

(c) Plant funds

(d) General accounting

(e) Property accounting

(f) Procurement

(g) Surplus

(3) Treasurer functions

(a) Bursar

(b) Accounts receivable

(c) Foundation accounting

(d) Cash management

(H) General classifications 60 to 69:

Faculty matters

General classification numbers 60 through 69 are reserved for the "Faculty Handbook" and related documents, as described in part (A)(3) of this policy.

(I) General classifications 90 to 99:

Information technology matters

(1) Administrative support

(2) Academic support

(3) Voice and data networks

(4) Information retention, integrity, and security The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/01-002.html

Effective: 7/23/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-1-03 Exceptions to or restrictions of university policies.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/01-003.html

(A) Purpose

The purpose of this policy is to provide uniform guidelines for allowing exceptions to, or further restrictions of, university policy.

(B) Exceptions

Exceptions to a university policy are allowable when unusual circumstances dictate that adherence to the policy is either impossible or prohibitively impractical. No exceptions will be granted that would violate federal, state, or local laws or regulations.

Exceptions must be granted by the policy initiator or successor, by someone to whom the initiator has formally delegated the authority, or by someone in the initiator's direct upward line of supervision. The phrase "initiator or successor" is used here to mean the person who would be the initiator if the policy in question were to be revised at the time an exception is sought or a restriction is set. Staff turnover or re-organization, for example, may create situations in which the person who was the initiator of the policy the last time that it was revised is no longer responsible for such issues.

University employees who violate university policy, without the receipt of an exception, may be subject to disciplinary action, up to and including termination.

(C) Restrictions

Individual department heads may set an internal, departmental policy that is more (but not less) restrictive than a university policy, when specific circumstances dictate. For example, policy 41.121 does not place a dollar ceiling on legitimate business travel expenses for the individual business traveler. However, departmental budget or other concerns may suggest that such a ceiling is needed.

No restrictions will be issued that would violate the letter or spirit of any university policy, or that are in violation of federal, state, or local laws or regulations.

(D) Receiving an exception to policy

(1) Identify who is authorized to grant an exception. Start with the policy initiator, who is identified by name and job title in the initiated-by box, within the signature block at the top of the policy. In the event that the initiator is no longer employed at the university, or is otherwise no longer responsible for the issues addressed in the policy, contact the appropriate department to determine who is currently authorized to grant exceptions.

(2) Contact the authorized person that you have identified. Cite the specific policy involved, and explain all the circumstances that you believe justify the exception you are requesting.

(3) If you receive the exception, make a note of the date, the time, the name of the person authorizing the exception, and the specifics of the exception. Confirmation of the authorization should be in writing, and an electronic or paper copy should be kept in a safe place.

(4) If you do not receive an exception to policy, then you must proceed according to policy, despite the circumstances. In the event that you do not believe the denial was appropriate, contact the authorizer's direct supervisor for further discussion.

(E) Authorizing an exception to policy

(1) In order to be authorized to grant exceptions to a policy, you must fall into one of three categories:

(a) The initiator, or the successor to the initiator with respect to that policy;

(b) Someone that the initiator or successor has formally designated as authorized to grant exceptions to that policy; or

(c) Someone in the direct upward line of supervision of the initiator or successor.

(2) You must be aware of state, federal, and local laws and regulations that govern the issues involved. Never provide an exception in violation of such laws or regulations. Contact the university legal affairs office as needed.

(3) Whenever possible, you should ask that an exception request be in writing (memo or e-mail).

(4) When either granting or denying exceptions, make a note of the date, the time, the name of the requestor, the specifics of the request, and the decision made. Whenever an exception is granted, the grantor should provide written confirmation to the requestor as soon as possible, and should keep a paper or electronic record for use in case of questions, e.g., by auditors, and for consideration during revision of the policy.

(F) Adopting a further restriction

(1) A department head interested in further restricting a university policy for his or her area must first read and thoroughly understand the policy in question. Any questions should be referred to the policy initiator or successor.

(2) All restrictions must be justified by current circumstances.

(3) The restriction cannot violate any university policy, or federal, state, or local laws or regulations. If in doubt on this factor, contact the policy initiator or the university legal affairs office, as appropriate.

(4) Notify all department members, and the policy initiator or successor, of the adoption and specifics of the restriction.

(5) Be prepared to monitor compliance and enforce the restriction at the departmental level.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/01-003.html

Effective: 7/24/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3354.09

3337-1-05 Delegation of authority to certain officers of the university.

(A) Whereas, the Ohio university board of trustees are the governing authority of the Ohio university as set forth in chapters 3337 and 3345 of the Revised Code

(B) Whereas, the Ohio university board of trustees has placed the authority for the administration and discipline of the university in the president pursuant to the by-laws paragraph (D)(3) of rule 3371-1-01 of the Administrative Code

(C) Whereas, the Ohio university board of trustees further desires to establish certain delegations of authority to the officers of the university to assist the president in effectively governing the university.

(D) Now, therefore, be it resolved, that the following officers of the university be delegated certain authority to fulfill their responsibilities:

(1) The president. The president in conjunction with his responsibilities for the administration and discipline of the university shall execute legal instruments, contracts and other documents that are entered into by the board of trustees.

(2) The secretary of the board. The secretary of the board in conjunction with his responsibilities under paragraph (B)(4) of rule 3371-1-01 of the Administrative Code shall execute with the president legal instruments, contracts and other documents entered into by the board of trustees and may certify resolutions of the board.

(3) The provost. The provost shall be designated the contracting officer of the university and shall execute all agreements, contracts, leases and other instruments not requiring board of trustees approval and may delegate this authority to university officers for such action in their individual areas of responsibility.

(4) The treasurer. The treasurer shall be elected by the board annually and shall have the following duties and responsibilities:

(a) He shall be responsible for the receipt, custody and appropriate disbursement of all general and special income of the university from the state government, student fees, the federal government or any other governmental agency. This includes appropriations, gifts, bequests, research grants, contracts, or any other income from these sources.

(b) He shall be responsible for the receipt, custody and appropriate disbursement of all collections from students and student organizations.

(c) He shall be responsible for the receipt, custody and appropriate disbursement of all funds from any source received by any university department including regional campuses, auxiliary income, including residence and dining hall receipts, Baker center, athletic department, or any other departmental receipts.

(d) The treasurer shall be responsbile for investing all university excess working capital funds and may contract with investment firms and advisers for such purposes. In the case of endowment funds the budget, finance and physical plant committee of the board of trustees is empowered to select and employ a professional investment firm to manage said endowment funds and to select and employ a bank to act as custodian of the endowment funds.

(e) The treasurer shall be responsible for keeping all financial records of the university, the records will be kept in the generally accepted manner recommended by the Ohio board of regents and the auditor of state. He shall be responsible to establish all practicable internal audit procedures and shall prepare, publish, and distribute all required reports, including an annual financial report in appropriate detail.

(5) The director of personnel. The director of personnel shall be designated the appointing authority of the board of trustees for purposes of chapter 124, of the Revised Code establishing the state civil service law.

Effective: 3/14/2015
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15
Prior Effective Dates: 3/16/1978

3337-1-07 Ohio university board of trustees policy on notification procedures required by section 121.22 of the Revised Code.

(A) The following policy is adopted pursuant to division (F) of the section 121.22 Revised Code and shall be incorporated by reference with paragraph (E)(3) of rule 3371-1-01 of the Administrative Code

(1) The secretary of the board shall, on or before January 1, 1976 and annually thereafter on or before September first D, cause to be published in one or more newspapers of general circulation in Athens county, Ohio, including the "Athens Messenger" and the "Ohio University Post" and release to WOUB-TV, WB-AM and FM and WATH-AM and FM , a calendar of the regularly scheduled meetings of the board of trustees to be conducted during the succeeding twelve months.

(2) In the event of any change in the calendar of regularly scheduled meetings of the board of trustees during the year commencing in September and ending in August, the secretary shall follow the procedure hereinabove set forth not later than thirty days preceding the first meeting conducted under such revised schedule of meetings.

(B) The secretary of the board shall maintain a current list of all representatives of the media who have requested, verbally or in writing, notification of special meetings of the board of trustees. The secretary shall, if upon compliance with paragraph (E)(3) of rule 3371-1-01 of the Administrative Code call a special' meeting, and in no event later than twenty-four hours prior to the commencement of the special meeting, so advise the media representatives who have requested notification stating the time, place and stated purpose of the special meeting. Where practical, such notification shall be first given verbally and confirmed in writing by first-class mail addressed to the media representatives at the addresses provided by them to the secretary of the board. In emergency situations where twenty-four-hour notice is not possible, the secretary shall verbally notify the media representatives by telephone and shall record the fact of notice in a statement to be attached to the minutes of the meeting.

(C) Any person may on or before August fifteenth of any year, request and receive notice of all meetings of the board of trustees at which specific subject matters designated by such persons are scheduled to be discussed. In order to receive notification, such persons must provide to the secretary of the board an accurate address and phone number for the notices. The secretary of the board may designate more general subject matters than are specified by persons requesting notice in order to reasonably limit the variety of lists of persons to receive notices, provided however that no classification shall be established which is more limited or restricted than the subject matter designated in a request for notification.

Effective: 3/14/2015
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15
Prior Effective Dates: 3/16/1978

3337-1-24 Classroom and laboratory scheduling.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/01-024.html

(A) Overview

This policy provides principles and procedures designed to support the goals of scheduling for credit-generating use of instructional facilities on the Athens and regional campuses. Provisions for general use of university facilities and scheduling extracurricular uses of instructional facilities are included in policy 01.025.

Ohio university will operate its instructional facilities in accordance with specifications of sections 3313.76 and 3345.02.1 of the Revised Code. The university will manage scheduling of credit-generating activities in accordance with the 1992 board of trustees resolution on "Space Utilization and Management Principles" as well as Ohio board of regents standards for instructional space utilization. The university will provide adequate and equitable access to classrooms for all credit activity.

(B) Classifications of instructional space

The university classifies instructional facilities according to Ohio board of regents definitions for classrooms, class laboratories, and open laboratories.

(1) A classroom is a room used for instruction that is not restricted to a specific subject or discipline by equipment in the room or the configuration of the room. Such rooms include seminar, lecture, and general-purpose classrooms used primarily for non-laboratory instruction. Classrooms may be furnished with equipment appropriate to a specific area of study, but the presence of such equipment does not render the room unsuitable for use by other areas of study. For scheduling purposes a classroom is designated as centrally scheduled or priority scheduled.

(2) A class laboratory is a room used primarily for formally or regularly scheduled classes that require special equipment or configurations designed to serve the needs of a specific discipline. These special arrangements normally limit or preclude use of the room by other disciplines. Scheduling of such laboratories generally is reported to the registrar and appears in the student information system and the schedule of classes.

(3) An open laboratory is a laboratory used primarily for individual or group instruction that is informally scheduled, unscheduled, or open. The room is designed to serve the needs of a particular discipline or discipline group, and access may be limited to specific groups of students. The primary distinction between class laboratories and open laboratories is formality or regularity of class scheduling. Some formal scheduling may occur in an open lab, but most of the available time in such a facility is open for informally scheduled or unscheduled activity.

(C) Scheduling procedures - Athens campus

All classrooms and class laboratories should be scheduled in the university scheduling system using protocol specified by the office of the university registrar. This should include non-credit activities as well as credit-bearing classes. This is necessary to ensure accurate reporting of space utilization.

(1) Scheduling of priority classrooms

(a) Deans exercise priority scheduling authority over classrooms allocated to their colleges and are responsible for efficient utilization of classroom space according to board of regents guidelines. The provost or provost's designee will provide annual space utilization reports to assist deans with classroom management.

(b) After the deans have approved the initial class schedules, open time in the classrooms will revert to the university registrar for central scheduling. See part (C)(2) of this policy for protocol.

(c) Classrooms may be reserved for non-credit bearing activities that are important to the academic mission after priority registration for the semester concludes (e.g., mid-November for spring semester). If a particular classroom is critical to the success of the activity, colleges should work with the provost's designee during the time that college exercises priority scheduling authority over classrooms to arrange a preliminary reservation of a classroom for the specific times of the activity. Every effort will be made to honor the preliminary reservation, but if the room is the only alternative for a credit-bearing class, then an alternative arrangement must be made for the non-credit bearing activity.

(2) Scheduling of central classrooms

(a) Unless otherwise approved by the provost, the office of the university registrar schedules classrooms with a capacity of ninety-nine seats or more. A few classrooms with capacities under ninety-nine also are allocated to the office of the university registrar. Allocations of new classrooms, reallocations of existing classrooms, or repurposing classrooms (i.e., reducing classroom size, taking classroom offline, or changing instructional space classification) are made at the discretion of the provost, i.e., by the provost or the provost's designee.

(b) Unless otherwise approved by the provost or the provost's designee, credit-generating classes have classroom scheduling priority over non-credit activities. Non-credit activities operating in direct support of scheduled classes or in support of enrollment activities have classroom scheduling priority over other non-credit activities and events. Non-credit activities may be scheduled after priority registration. Classrooms may be reserved for student organization activities just prior to the first day of the term.

(c) The registrar will schedule classes in close proximity to the home of the department or school when feasible. To request a central classroom with capacity ninety-nine or more, please complete the "Request for Central Classroom - Capacity 99 or More" form.

(3) Resolution of conflicting requests

The registrar will resolve conflicting scheduling requests (e.g., multiple requests for the same space in the same time period) according to the following guidelines, which are listed in order from highest priority to lowest:

(a) A class that will use a minimum of eighty per cent of the classroom capacity and also requires equipment or structural arrangements that are unique to the room in question;

(b) A class that will use a minimum of eighty per cent of the classroom capacity and also requires specific time-space scheduling considerations to accommodate laboratory sections, discussion sections, or other courses likely to be taken by the same students;

(c) A class that will use a minimum of eighty per cent of the classroom capacity, but that does not meet either of the additional criteria in parts (C)(3)(a) to (C)(3)(b) of this policy;

(d) A class that does not meet any criteria in parts (C)(3)(a) to (C)(3)(c) of this policy, but cannot be accommodated readily in another location;

(e) For conflicts between classes of equal priority under parts (C)(3)(a) to (C)(3)(d) of this policy, attention will be paid to historical enrollment data and to alternating access between academic units.

(4) Class laboratory scheduling

(a) Class laboratories are presumptively subject to exclusive college, department, or school scheduling control and generally do not require approval from the provost for such control.

(b) The university expects efficient utilization of class laboratory space according to board of regents guidelines. An ongoing pattern of underutilization may warrant reallocations at the provost's discretion.

(5) Open laboratory scheduling

(a) Open laboratories are operated under policies of their controlling colleges or other units. Access policies in open labs do not require prior approval from the provost, but the provost may mediate or intercede in such policies if warranted by institutional interests.

(b) There are no formal efficiency guidelines for utilization of open laboratories.

(6) Preparation and submission of schedules

(a) Departments and schools will submit class schedules in the scheduling system using the protocol specified by the office of the university registrar. Deans will review the schedules and make adjustments as necessary to achieve consistency in scheduling practices, best matches of enrollment demands to room capacities throughout the college, and utilization in accordance with board of regents guidelines.

(b) Each college's semester class schedule (laboratories excluded) may include

(i) No more than sixty per cent of its total classroom hours between 9:30 a.m. and 3:00 p.m., Monday - Friday;

(ii) No more than sixty per cent of its total classroom hours offered on Monday, Wednesday, Friday; and

(iii) No more than sixty per cent of its total classroom hours offered on Tuesday, Thursday.

(c) These provisions do not include special problems, independent study, tutoring sessions, arranged classes, or classes meeting in rooms designated other than classroom (i.e., it includes classes meeting in rooms designated as classrooms only). The sixty per cent check will be done after the deans have approved the initial class schedules and before the registrar schedules open time in the priority classrooms. College class schedules that exceed the sixty per cent limit will be returned to the appropriate dean(s) for reconsideration. If, after reconsideration, a dean wishes to petition for exceptions to the standards, the dean may submit a written request for exceptions to the provost or the provost's designee.

(7) Class meeting times

Standard class meeting times must be followed.

(a) The standard daily schedule goes from 7:30 a.m. to 5:05 p.m.

(b) There are ten minutes between classes.

(c) Fifty-five minute classes are scheduled Monday, Wednesday, Friday.

(d) Eighty minute classes are scheduled Tuesday, Thursday.

(e) There are standard starting times for labs or other special types of instruction (excluded space) that meet one hundred ten minutes or longer.

(f) Labs or other special types of instruction in class laboratories that meet less than one hundred ten minutes should follow the standard start times of fifty-five-minute classes if meeting Monday, Wednesday, or Friday, and the standard start times of eighty-minute classes on Tuesday or Thursday.

(g) Beginning at 3:05 p.m. Monday - Friday classes may be fifty-five minutes, eighty minutes, one hundred ten minutes, or longer, but must begin at a standard start time (e.g., 3:05 p.m., 4:10 p.m., 4:35 p.m.).

(h) Beginning at 5:15 p.m. classes meeting in classrooms with fewer than ninety-nine seats may follow any meeting pattern.

(i) For classes meeting in classrooms with ninety-nine seats or more, scheduling priority will be given to classes that begin at 6:00 p.m. or 7:30 p.m. Classes meeting two nights per week will have scheduling priority over classes which meet only one night per week.

(8) Options for scheduling classrooms

Scheduling options are based on the number of contact hours (not credit hours) per week of the class. One semester credit hour will be awarded for a minimum of seven hundred fifty minutes of formalized instruction that typically requires students to work at out-of-class assignments an average of twice the amount of time as the amount of formalized instruction (one thousand five hundred minutes). It is acknowledged that formalized instruction may take place in a variety of modes. One hour of credit shall be awarded for a total of one thousand five hundred minutes laboratory instructional time.

(a) Three contact hours (e.g., three credit hour class, four credit hour class including a lab) meeting in a classroom (as described in part (B)(1) of this policy).

(i) Three times fifty-five minutes (MWF)

(ii) Two times eighty minutes (TTh)

(iii) Two times eighty minutes (MW, MF, WF starting 3:05 p.m. or after)

(iv) One times one hundred sixty minutes (any day starting 3:05 p.m. or after)

(b) Two contact hours meeting in a classroom (e.g. three credit hour class including a lab)

(i) Two times fifty-five minutes (MW, MF, WF)

(ii) One times one hundred ten minutes (any day starting 3:05 p.m. or after)

(c) One contact hour meeting in a classroom: one times fifty-five minutes (M, W, F)

(d) Four contact hours meeting in a classroom

(i) Two times one hundred ten minutes (any two days starting 3:05 p.m. or after)

(ii) Two times eighty minutes (TTh) + one times fifty-five minutes (M, W, F)

(iii) Two times eighty minutes (MW, MF, WF starting 3:05 p.m. or after) + one times fifty-five minutes (M, W, F)

(iv) Four times fifty-five minutes (starting 3:05 p.m. or after)

(v) Three times fifty-five minutes (MWF) + one times fifty-five minutes (T, Th)

(vi) One times two hundred twenty minutes (any day starting 3:05 p.m. or after)

(9) Options for scheduling non-classroom space

(a) Two hours

(i) May be scheduled any day of the week

(ii) Monday, Wednesday, Friday must start at 7:30 a.m., 9:40 a.m., 11:50 a.m., 2:00 p.m., 3:05 p.m., 5:15 p.m.

(iii) Tuesday, Thursday must start at 7:30 a.m., 9:40 a.m., 12:00 p.m., 2:00 p.m., 3:05 p.m., 5:15 p.m.

(b) Three hours

(i) May be scheduled any day of week

(ii) Monday, Wednesday, Friday must start at 7:30 a.m., 11:50 a.m., 3:05 p.m., 6:15 p.m.

(iii) Tuesday, Thursday must start at 9:00 a.m., 12:00 p.m., 3:05 p.m., 6:15 p.m.

(10) Standard start and end times

Monday, Wednesday, Friday

Start

End

7:30 a.m.

8:25 a.m.

8:35 a.m.

9:30 a.m.

9:40 a.m.

10:35 a.m.

10:45 a.m.

11:40 a.m.

11:50 a.m.

12:45 p.m.

12:55 p.m.

1:50 p.m.

2:00 p.m.

2:55 p.m.

3:05 p.m.

4:00 p.m.

4:10 p.m.

5:05 p.m.

5:15 p.m.

6:10 p.m.

*6:00 p.m.

7:20 p.m.

*7:30 p.m.

8:50 p.m.

* Standard start-times for classes meeting in classrooms with ninety-nine or more seats.

Tuesday, Thursday

Start

End

7:30 a.m.

8:50 a.m.

9:00 a.m.

10:20 a.m.

10:30 a.m.

11:50 a.m.

12:00 p.m.

1:20 p.m.

1:30 p.m.

2:50 p.m.

3:05 p.m.

4:25 p.m.

4:35 p.m.

5:55 p.m.

*6:00 p.m.

7:20 p.m.

*7:30 p.m.

8:50 p.m.

* Standard start-times for classes meeting in classrooms with ninety-nine or more seats.

(11) Completion of schedules

(a) After the deans have approved the initial class schedules, the office of the university registrar will process the semester schedule in accordance with part, (C)(1) of this policy, then place all remaining classroom space-time in the university-wide pool for additional classroom assignments as needed.

(b) Individual classes assigned by colleges to classrooms with less than sixty-seven per cent seat utilization (i.e. enrollment limit is less than sixty-seven per cent of classroom capacity) will be returned to the appropriate dean(s) for reconsideration if there is a demand for the classroom with a greater seat utilization and there is another classroom to accommodate the smaller class. The seat utilization test will take cross listings. dual listings, and multi-section scheduling into account.

(D) Scheduling procedures - regional campuses

All classrooms and class laboratories should be scheduled in the university scheduling system using protocol specified by the office of the university registrar. This should include non-credit activities as well as credit-bearing classes. This is necessary to ensure accurate reporting of space utilization.

(1) Class meeting times

Standard class meeting times must be followed according to the chart in part (D)(2) of this policy. A non-three hour class may be scheduled by utilizing a standard start time. Evening classes must begin at 5:30 p.m. or 7:00 p.m..

(2) Standard start and end times

Monday, Wednesday and Tuesday, Thursday

Start

End

8:00 a.m.

9:20 a.m.

9:30 a.m.

10:50 a.m.

11:00 a.m.

12:20 a.m.

12:30 p.m.

1:50 p.m.

2:00 p.m.

3:20 p.m.

3:30 p.m.

4:50 p.m.

5:30 p.m.

  

Friday

8:00 a.m.

10:50 a.m.

11 a.m.

1:50 p.m.

2:00 p.m.

4:50 p.m.

5:30 p.m.

  

(3) Class meetings on Friday

A minimum of twelve per cent of course offerings must be scheduled on Fridays.

(E) Implementation and monitoring

(1) The university registrar is responsible as the university's scheduling agent for general implementation of this policy.

(2) The deans, under oversight from the provost, are responsible for monitoring and enforcement of all provisions in this policy.

(3) Departments, schools, and regional campuses must update the scheduling system to reflect all scheduling changes and ensure the appropriate dean's office is aware of any changes.

(4) Changes to the class schedule after students have registered for the class will be permitted only under extraordinary circumstances. Departments, schools, and regional campuses should consult their dean's office and the university registrar to modify a class schedule after students have enrolled.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/01-024.html

Effective: 7/24/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3354.09

3337-1-25 Use of university facilities.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/01-025.html

(A) Overview

All facilities operated by Ohio university (general fund and auxiliary) are the property of the state of Ohio. They are administered under policies established by the board of trustees or its designees, and they are managed within these policies by colleges, departments, and programs to which they are assigned. It is the goal of this policy to establish a framework for the convenient and economical use of university facilities by internal and external groups.

Ohio university will make maximum use of its facilities and services for the benefit of the citizens of the state of Ohio in keeping with the specifications of section 3313.76 of the Revised Code and the 1992 board of trustees "Resolution on Space Utilization and Management Principles." In certain cases stipulated within this policy, fees may be charged to generate revenue or recover reasonable and necessary costs of facilities operation.

This policy applies to the Athens campus, not to the regional campuses.

(B) Guidelines for usage

(1) Internal groups

Internal groups have priority in the reservation and use of university facilities.

(2) External groups

External groups may be approved for the use of university space if and when facilities are available. External programs, events, and activities include any activity presented by organizations that do not have a direct relationship with Ohio university. This includes, but is not limited to, political groups, religious groups, civic groups, charitable groups, and programs scheduled through the division of lifelong learning.

(3) Exclusions

All groups are encouraged to utilize facilities on campus whenever possible, but use of facilities generally will be constrained or prohibited for groups whose presence would pose a threat to the safety of the university community, or for activities that are wholly commercial or for private gain.

(4) Responsible offices

Procedures for scheduling and use authorization vary among the different facilities. In general, access to instructional facilities is secured through the registrar's office. Workshops, conferences, conventions, and programs of a similar nature are coordinated by the division of lifelong learning. Access to facilities for such programs is arranged through that division. Use of some facilities requires approval of the planning unit head (dean, vice president, or designee) in charge of the facility. These include some instructional facilities and all auxiliary facilities; see part (B)(6) of this policy. Questions regarding scheduling authority may be referred to the director of space management. Authorization for use of facilities by an employee organization wishing to solicit employees also must be obtained from the chief human resource officer. Groups wishing to hold events in university outdoor areas initially must contact the Baker university center administration before the event and comply with policy 24.016.

See also policy 24.005 and policy 42.550. Additional university policies and other regulations may apply.

(5) Fees

Users may be charged a fee for the use of university facilities under the following conditions or circumstances:

(a) Rent will not be charged for facilities used by a registered student organization for programs and events that serve the members of the university community and are not presented on an individual or commercial gain basis. Student organizations may be charged for the cost of setup, cleanup, damages incurred during the course of an event, and any special fees required to present an activity and restore the facility to its original condition.

(b) Other groups, both internal and external, may be charged fees for the use of certain facilities in accordance with parts (B)(5), (B)(6), and (B)(7) of this policy.

(c) When any fees are charged for the use of any facility, the planning unit head or designee will file a memorandum of understanding between the planning unit and the user. This memorandum should outline the reason for any charges, the time and nature of the activity, the services to be provided, and any other agreements arranged on services, fees, and facility usage.

(d) Planning units must publish their facilities usage fees for any given fiscal year no later than July first of that year. Charges to users must be made at the published rates. Facilities usage fees also will be posted by the university on an appropriate web site. Where approval is required for new or increased fees, the approval must be obtained prior to submittal of the annual budget to the board of trustees.

(6) Fees for auxiliary facilities

In the case of auxiliary facilities (for purposes of this policy, presently the aquatic center, Baker university center, Bird arena, the convocation center and all other facilities controlled by intercollegiate athletics, the golf and tennis complex, Ping center, the residence and dining hall system, and Templeton-Blackburn alumni memorial auditorium):

(a) The planning unit head may establish any facilities usage fee (rental or service) for external groups. Fees normally may be established without prior review and approval, but the internal fee committee must be notified, and may selectively review these charges and recommend changes to the provost.

(b) Facilities usage fees charged to internal groups or external groups with internal sponsors must be reviewed by the internal fee committee and approved by the provost.

(c) Auxiliary facilities are to be used as a first priority for the purpose for which they were developed. In residence halls, residence hall students have priority on scheduling meeting and food service space for their programs and activities. If a facility is reserved for the exclusive and private use of members of a registered student group, the group will be responsible for setup, cleanup, and service charges for using the facility. A deposit may be required to cover damages or losses incurred during a performance, event, or activity. Nonresident student groups will be charged setup and clean-up costs for auxiliary space usage.

(d) Units which require the purchase of a ticket or a usage fee, such as Templeton-Blackburn memorial auditorium, Bird arena, the aquatic center, and the golf course, may hold blocks of time or seats for student groups to use the facility, providing other members of the campus community also may continue to use the facility for its intended purpose.

(e) For additional information regarding use of specific auxiliary facilities, consult the following policies:

(i) Policy 24.012.

(ii) Policy 24.020.

(iii) Policy 24.030.

(7) Fees for general fund facilities

(a) Planning unit heads may establish fees only to cover reasonable and necessary expenses for services associated with the use of the facility (e.g., equipment use, set-up, staffing, clean-up, damages, etc.). This will permit the planning unit to recover all direct costs resulting from the activity; no rental fees shall be charged for any general fund building. A deposit may be required to cover damages or losses incurred during a performance, event, or activity.

(b) The planning unit head shall deposit all revenue from equipment use charges in an account designated for maintenance and replacement of equipment subject to such charges.

(c) Facilities usage fees must be reviewed by the internal fees committee and approved by the provost.

(8) Questions

All questions or concerns pertaining to reservations, use of facilities, or expenses charged for events and activities should be directed to the person responsible for the provision of service. If the issue cannot be resolved at that level, the question or concern should be referred to the planning unit head or designee of the unit for review and resolution. Any appeals on the assessment of fees shall be addressed to the internal fees committee. Conflicts over scheduling and use that cannot be resolved by appropriate planning unit heads should be referred to the director of space management.

(9) Provisions related to food service

Food and beverages served or catered on the Ohio university campus or at university-sponsored events must be provided by Ohio university dining services. Individuals or organizations desiring to have food and beverages catered to approved campus locations by other food providers must receive written approval from the director of housing and food services and the director of environmental health and safety; see policy 47.015. Additional policies related to food service include:

(a) Policy 47.010 and

(b) Policy 24.004.

These policies apply to planning for on-campus events with food service.

(C) Definitions

(1) Rental fee

A fee charged for facilities use without direct connection to specific charges for recovery of reasonable and necessary expenses.

(2) Reasonable and necessary expenses

Direct costs incurred to operate a facility for use of a group, e.g., expenses resulting from equipment use, staffing, set-up, clean-up, and damages.

(3) Damage charges

Charges to recover the cost of physical damage or loss (e.g., breakage, defacement, theft, normal usage, etc.) resulting from use of facility.

(4) General fund building

A building that is constructed, maintained, and equipped with state funds.

(5) Auxiliary building

A building that is constructed, maintained, and equipped with locally collected and administered funds, or a building identified as an auxiliary facility for purposes of this policy.

(6) Internal group

Groups recognized under the university system of organizational structure and accountability (e.g. planning units and their departments, faculty, staff, student organizations).

(7) External groups

Any group or organization that does not fall under the university organizational structure and accountability.

(8) Food service

The university organization responsible for providing regular dining and catering for faculty, staff, and student groups.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/01-025.html

Effective: 8/26/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15