Chapter 3341-6 Compliance with Occupational Safety and Health Standards

3341-6-01 Accident reporting.

(A) Policy statement and purpose

It is Bowling Green state university's policy to comply with occupational safety and health standards of the Ohio Public Employees Risk Reduction Act and all applicable federal, state, and local rules, regulations, and directives.

(B) Policy

For any serious accident or injury that occurs on campus or as a part of an employee's work assignment, 911 is to be called. Any employee (faculty or staff) injury or campus accident, regardless of the judged severity, is expected to also be reported to environmental health and safety on the main campus or the office of budget and operations on the Firelands campus. Employees are to report injuries and/or accidents using the injury report form available for downloading at http://www.bgsu.edu/offices/envhs. This form, complete with all required signatures, is to be submitted within twenty-four hours of the accident and/or injury. Environmental health & and safety will conduct accident and injury investigations as needed.

Additional information on the accident reporting policy may be found in the classified staff handbook. There is no information on this policy in the administrative staff handbook or the charter's faculty handbook although the policy applies to both faculty and administrative staff as well.

Date: July 1, 2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-02 Alcohol.

(A) Policy statement and purpose

The purpose of the policy is to articulate the rules governing alcohol on campus and to serve as a guide for the university community. Bowling Green state university recognizes that the decision to use alcoholic beverages is a personal choice; however, this choice must be made in accordance with the laws of the state of Ohio. In addition, the mature and responsible consumption of alcohol must be consistent with the mission and core values of the university and in accordance with the Bowling Green state university code of student conduct.

(B) Policy

Procedures for events where alcohol is present

(1) All laws of the state of Ohio, ordinances of the city of Bowling Green, regulations of the Ohio department of liquor control, and policies and regulations of Bowling Green state university must be observed and enforced.

(2) Alcohol consumption shall not be the focus of any event unless that event is focused on education and awareness and approved in advance by BGSU dining and the dean of students.

(3) Alcoholic beverages may be consumed, possessed, served, or sold only by persons of legal age to do so, according to the laws of the state of Ohio.

(4) Alcoholic beverages must be served by designated individuals. Participants may not serve themselves or each other. Servers may not consume alcohol while working at an event. Arrangements for the sale and/or serving of alcoholic beverages must be made through BGSU dining or other approved campus providers.

(5) Individuals sponsoring the event are responsible for taking measures to ensure that alcoholic beverages are not accessible or served to persons under the legal age. This requires verifying age on entry to the event by checking identification to verify those who are of legal drinking age.

(6) Non-alcoholic beverages must be present at all events at all times.

(7) Event sponsors will provide solid food in order to moderate the effects of alcohol consumption and will continue to have food available as long as alcohol is being served. Food and quantities must be determined and approved by BGSU dining or other approved campus catering service provider for all on campus events.

(8) The entry or exit of persons with alcoholic beverages at events where alcohol is served is not permitted.

(9) No social event shall include any form of "drinking contest" in its activities or promotion.

(10) Alcohol must stop being served/distributed/sold at least one hour before the end of all student sponsored events.

(11) Publicly distributed materials, including advertisements for any university event, shall not make reference to the availability of alcoholic beverages. The Black Swamp pub, located in the Bowen-Thompson student union, is exempt from this policy.

(12) Alcohol can only be served at locations specified on the liquor license at the time of the event. For a complete listing of current approved locations, contact BGSU dining.

(13) Requests to have alcohol served at an event at the BGSU Firelands campus must receive prior approval from the dean of BGSU Firelands.

(14) Violations of these regulations related to the use and sale of alcoholic beverages will result in immediate termination of the event and referral to the appropriate agency for conduct action.

(15) All student sponsored events where alcohol will be served may require police police officers be present at all times, paid for by the sponsoring group. The required number of officers present will be determined by the university police department in consultation with the (office of campus activities

(16) The individual who registered the event assumes the responsibility of monitoring the event and the behavior of those attending the event.

(17) Inspection of events where alcohol is being served may occur by an appointed designee of the office of the dean of students and/or the university police.

Effective: 8/12/2015
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3345
Prior Effective Dates: 3/17/2015

3341-6-03 Use of amplified sound on university premises.

(A) Policy statement and purpose

The use of certain sound amplification devices on the university premises can disrupt university teaching, learning, and other activities and interfere with public safety and public address systems. This policy is to specify the rules governing the use of amplified sound devices on the university premises.

(B) Policy scope

This policy applies to all persons present on or adjacent to any of the university premises except as otherwise stated in this policy.

(C) Policy

(1) To ensure public safety and the orderly operation of the university, amplified sound devices may be used on the campus premises only in compliance with the rules stated in this policy.

(2) The use of the amplification device requires written approval be obtained in advance from the approving office or a designated representative. The approving offices are as follows:

(a) Bowen-Thompson student union: director of Bowen-Thompson student union or designee.

(b) Union oval, the university hall lawn: Director of Bowen-Thompson student union or BTSU event planning.

(c) Residence halls, and adjoining spaces: director of residence life or designee.

(d) Athletic facilities and adjoining spaces (Doyt L. Perry stadium, Cochrane field, Steller field, Meserve field, Stroh center, ice arena, Anderson arena.): director of athletics or designee.

(e) Recreation center/field house/intramural fields and adjoining premises :director of recreation and wellness or designee.

(f) Firelands: dean or designee.

(g) All other campus premises and adjoining spaces: vice president for finance and administration or designee.

(3) Applications shall be made in writing or on a form available from the issuing office. A new application shall be made for each use.

(4) Applications must be submitted not less than five university working days before the date of use being requested.

(5) Sound amplification devices must be entirely portable and no structure for their use may be affixed to university property.

(6) The use of sound amplification devices inside university buildings or athletic venues shall not be permitted.

(7) Outdoor dances and concerts may be held in approved locations only with prior approval of the official with responsibility for the space as designated in paragraph 5(c)(2)(a) to (c)(2)(f) of this rule

(8) Permits will be considered on a first applied/ first approved basis except that university sponsored events shall always have priority without regard for when approval was sought.

(9) Circumstances arising during an approved use of a sound amplification device may warrant public safety, other law enforcement agencies or other university offices to require the relocation of or limitations on the use of sound amplification devices in order to minimize disruption and distraction and the university reserves the right to do so.

(10) Sound amplification devices may not be used to promote commercial messages by entities that are not approved university sponsors.

(11) The written authorization shall specify the date, time, location, duration, manner and any other relevant information for the approved use of sound amplification device. Authorization may be revoked if the use deviates from the terms of the authorization.

(12) The application and permit provisions of this policy shall not apply to sound amplification devices used by university faculty engaged in teaching, university employees engaged in performing university duties, or for sound amplifications systems used at university sanctioned events.

(13) This policy does not apply to law enforcement officers or other safety officials engaged in performing official duties that require the use of amplified sound devices.

(14) The university may authorize the use of sound amplification devices only when the date, time, location, duration, manner and any other factors relevant to the use of sound amplification devices:

(a) will not unreasonably interfere with university academic activities or other operations or functions.

(b) will not unreasonably interfere, distract or hamper public safety.

(15) Responsible officer

The university units listed in paragraph 5(c)(2)(a) to (c)(2)(f) of this rule and the Bowling Green state university department of public safety or other law enforcement agencies have principal responsibility for the implementation and enforcement of this policy.

(16) Implementation of policy

Persons determined to be in violation of this policy are subject to immediate action under the university rules applicable to that individual, including but not limited to, student judicial affairs, and employee disciplinary action up to and including removal, dismissal or termination in accordance with applicable law, rule or collective bargaining agreement. Persons determined to be in violation of this policy may also be subject to removal from the campus, declared a trespasser, subject to criminal prosecution or initiation of persona non grata proceedings.

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-04 Athletic/bowl game travel and entertainment related expenses.

(A) Policy statement and purpose

It is the policy of Bowling Green state university to reimburse employees required to travel as representatives of the university to bowl game or athletic event activities who incur business and entertainment related expenses as per the policy outlined below.

(B) Policy

The university is required to determine whether there is a taxable benefit (i.e., income) attributable to any persons traveling to or attending an athletic event, specifically a bowl game, when the university has paid for that person's travel, room, meals, tickets, etc.

The general rule is that any expenses incurred for a recognized business purpose are excludable from an employee's taxable income. Conversely, amounts expended on behalf of an employee that are not directly connected or attributable to a recognized business purpose must be included in the employee's taxable income and reported to the IRS via that employee's W-2.

Amounts expended on behalf of an employee's spouse, dependent, or guest are considered to be expended on behalf of the employee and are subject to the same requirement. Each section below explains what is involved in determining the taxability of the benefit.

(1) Recognized business purpose

Employees attending an athletic event or bowl game for a recognized business purpose include all employees who are performing an integral part of their job function during the course of the trip. Generally, this would include athletic department coaches and support staff related to the team participation. It would also include Development personnel who are attending to cultivate current and potential donors and hosting university guests and other dignitaries at special events conducted at the site. It would also include employees from student affairs attending to organize and conduct special events related to the purpose of the trip.

These examples are provided to assist in clarifying the definition of "recognized business purpose." There may be others who have a recognized business purpose for attending. It is important for all employees to document their activities to substantiate the business purpose of their travel -particularly when a spouse has a business purpose for the trip. In the event of uncertainty, contact the business office or the office of the vice president for finance and administration prior to incurring any expenses or entering travel status.

It is assumed that any non-employee invited to attend the event at the university's expense has been invited due to a specific business purpose; however, each individual's business purpose will need to be documented by the department/division head who has invited the guest. Please note: Per IRS regulations, any invited guests who bring dependent children, spouses or other guests who have no business purpose, will receive a form 1099-MISC for any taxable benefit exceeding six hundred dollars.

The IRS recognizes that an employee's spouse may have a business purpose for attending a special event such as a bowl game. For example, certain special events may be held where coaches' spouses are expected to appear. Additionally, the university may hold alumni or fundraising events at which a spouse is expected to participate in hosting. Note: dependent children are generally not considered acceptable participants in determining a recognized business purpose.

Documentation will be required for each individual receiving university provided travel, hotel, meals, tickets, etc. demonstrating the business purpose for the benefit received.

(2) Airfare

The airfare of all individuals attending the athletic event or bowl game for a recognized business purpose is excludable from taxable income (as it has been deemed a working condition fringe benefit). The fair market value of airfare for those not attending for a business purpose is includable in compensation.

Determination of fair market value: If travel was on a commercial flight, the fair market value would be the price of a ticket. If travel was on a charter flight, the regulations provide a valuation formula to determine the value of the flight. The calculation includes a terminal charge plus a cents per mile charge. The business office will obtain the current cents per mile rates and also the distance for the flight to calculate the amount of income to be recognized.

Exception to taxable income recognition: The IRS regulations contain a special rule for excluding the taxable income of airfare: When fifty per cent or more of the regular passenger seating capacity of an aircraft is occupied by individuals whose travel purpose is primarily for the employer's business purpose, those employees who do not have a business purpose may fly and no additional income is recognized or added to their W-2 for the value of the airfare.

Additionally, retired employees, disabled employees, the surviving spouse of an employee, the current spouse, and dependent children of an employee may fly on such flights without the employee recognizing any additional taxable income even though those individuals do not have a business purpose for the trip.

Non-employees: Independent contractors, members of the board of trustees, external vendors, and any other guests must be treated as non-employees. If a traveling non-employee is engaged in a recognized business purpose on behalf of the university, no portion of the expenses incurred by the university on their behalf would be attributable to him/her as taxable income and thus no 1099 would be issued. Conversely, if a non-employee is traveling without a recognized business purpose, and provided travel, lodging, meals or tickets by the university where the total value exceeds 5(c)(2)(a) to (c)(2)(f) of this rule six hundred dollars, then that individual will be issued a form 1099-MISC reporting the taxable income per IRS regulations.

(3) Ground transportation

Ground transportation charges for employees with a recognized business purpose is excludable from their income. If additional charges are incurred for spouses, dependents, or others who do not have a business purpose, such amounts are includable in the employee's compensation. If there is no additional cost for the transportation (e.g., cab fare is the same for one or two people), then no additional compensation is attributed to the employee.

(4) Hotel

Lodging costs for those employees making the trip for a recognized business purpose is excludable from their compensation. If employees are accompanied by others who do not have a business purpose for the trip, only the incremental costs associated with the additional guests would be includable in the employee's taxable compensation.

Example: If the cost of a hotel room is the same for a single or double room and the employee's spouse accompanies him/her for a non-business purpose, there would be no additional compensation to the employee. However, if there is an additional cost for the double room, then additional cost will be included as taxable compensation to the employee.

(5) Event and game tickets

The cost of tickets for those attending the game or for those attending an event for a business purpose are excludable from income. The cost of tickets for spouses, dependents, or others who do not have a business purpose for attending the game or event would be includable in the employee's taxable compensation.

(6) Per diem or meal reimbursement

Per diems and meal reimbursements for employees traveling with a recognized business purpose are excludable from compensation. Any reimbursement for accompanying guests would be included in the employee's income unless the accompanying guest was engaged in a recognized business purpose.

Date: July 1, 2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-05 Authorization and award of capital construction projects.

(A) Policy statement and purpose

The purpose of this policy is to ensure the proper authorization and award of capital projects.

All proposed new construction, renovations, and alterations to the university's physical plant must be approved prior to any of the planning, design or construction activities being undertaken. Maintenance and repairs to the physical plant are not subject to this approval process.

Projects where the total cost of the planning, design and construction is estimated to exceed one million dollars must be approved by the board of trustees. Projects that are one million dollars or less are to be approved by the vice president for finance and administration.

For projects which are estimated to exceed one million dollars, pre-design, site analysis and schematic design services up to three hundred thousand dollars may be undertaken prior to approval by the board of trustees, provided that such services are needed to present the project to the board and are approved by the vice president for finance and administration.

(B) Roles and responsibilities

All phases of the planning, design and construction for new construction, renovations and alterations to the physical plant including the selection of professional service and construction contracts are the responsibility of the vice president for capital planning; awarding and execution of contracts for service and construction contracts are the responsibility of the vice president for finance and administration; selection and awarding shall be done in accordance with Ohio law and the rules of the Ohio facility construction commission (OFCC).

Date: October 3, 2013

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-06 BGSU mail account.

(A) Policy statement and purpose

ITS will only issue email accounts to individuals that meet the eligibility requirements. ITS will only issue one personal email account to each eligible individual.

ITS is responsible for issuing official BGSU email accounts. ITS has established eligibility requirements for email accounts to manage and secure the computing environment. By limiting account privileges to people that meet the eligibility requirements, ITS is better able to allocate resources to individuals actively working on university projects. ITS is also better able to identify and locate people that have misused computing facilities.

(B) Policy

An individual must have a current affiliation with the university. Affiliations include university employees (faculty and staff), currently enrolled students, retirees, alumni and guests. Guest account requests are evaluated by ITS on a case-by-case basis.

An individual must acquire a BGSU authentication account prior to requesting other server accounts.

An individual must agree to abide by the policies and responsibilities outlined in the university's acceptable use policy.

(1) Email addresses

ITS has rules and standards for email usernames and the corresponding email addresses.

(a) Background

Individuals can acquire an email account upon meeting university affiliation requirements. When registering for an email account, the client must choose a username. This username will be used for all server accounts (including email) that the individual requests throughout his or her affiliation with the university.

Different server systems have different username requirements. Due to the broad use of this username, ITS has established rules and standards for usernames to meet the requirements of the various university server systems.

(b) Details

Individuals requesting an email account will choose from a list of available usernames. These usernames will be derived from the client's first, middle, and last names. The requestor must select a username from the choices provided. ITS will not accommodate requests for special or "vanity" usernames.

Usernames will not be available for selection by new subscribers until the previous owner's email account has been deleted for at least three months. This is done to help avoid confusion when messages meant for the original owner of the username are sent to the new owner.

If a client leaves the university for an extended period and his or her account is terminated, ITS cannot guarantee that the account username will be available if that client returns to the university at a later date.

(2) Username changes

ITS will only change a client's username when a client has legally changed their name. This also changes the client's username for other server accounts.

(a) Background

As part of the email account acquisition process, a client is required to choose a single unique username from a list of available options derived from their first, middle and last names. This unique username is then used as the account name for every server account provided to the client. To minimize administrative overhead and to assure accurate record keeping, ITS has established strict rules for initiating a username change.

(b) Details

ITS will accept requests for changing a client's username if the client presents ITS with proof of a legal name change. The client should have their name changed on the administrative computer systems (human resources and/or student information system) before requesting a username change. ITS will then process the username change and change all server account names assigned to that client.

ITS cannot change an individual's name on the administrative computer systems. The client must make this request through registration and records.

(3) Office accounts

Departments and offices can obtain office email accounts for business correspondence. Multiple individuals within the department can access these accounts to process the incoming mail.

(a) Background

The university provides email as a tool for conducting the business of departments, academic offices, and ultimately the university. Office accounts are intended to streamline the operations of departments and offices by providing accounts for group use. These accounts allow multiple individuals within a department to access and respond to incoming mail. These office accounts also allow the departments to advertise an email address that corresponds to a department or function, rather than an individual. These accounts are intended to minimize the impact of staffing changes and absences and eliminate the need for one person to access another individual's email account to perform university business.

(b) Details

Offices and departments can obtain office email accounts by submitting a request to the ITS technology support center. The requesting office or department will need to choose a name for the account (preferably eight to twelve characters long) that is not already in use.

Office accounts have the same restrictions and quotas as faculty and staff email accounts and can be accessed through webmail and other POP and IMAP mail clients.

ITS has the right to limit the number of office accounts granted to a department or office.

(4) Email forwarding

The owner of a BGSU e mail account can have the account forwarded to an email address outside of the BGSU domain.

(a) Background

Clients must register for a BGSU e mail account to acquire other server accounts. ITS recognizes that many individuals already have email accounts when they join the university community. To sirrmlify management of individual's email accounts, ITS allows BGSU e mail accounts to be forwarded to an email address outside the BGSU domain.

(b) Details

ITS will not allow email to be forwarded from an individuars BGSU e-mail address to another individual's BGSU e mail address.

ITS will immediately remove any forward that is suspected of creating an email routing loop or other delivery problems.

(5) Quotas on attachments

ITS will establish and enforce quotas on email attachment size provided to account holders. When an attachment is over its twenty-five meg size, the email will not be delivered.

(6) Email blocking

ITS reserves the right to block any incoming email messages that might cause email server problems, problems for the email users, or problems for the university's network.

(a) Background

Email can be used to transport virus-infected files or programs that can disrupt the email servers and the email user community. Email can also be used to broadly deliver information that is inappropriate or a nuisance (unsolicited bulk email, also known as "spam.") To protect the university community and university resources from such threats, ITS may block specific messages, senders or domains from the university's domain. These blocks may be set on a temporary or permanent basis depending on the nature of the threat.

(b) Details

ITS may use anti-virus software to automatically block messages that appear to be infected by a virus.

ITS may use "black-hole" lists to protect against known email abusers and sites with open relays. At times, legitimate senders may be blocked if they are sending from a site that has left itself open to abuse because of weak security.

ITS may manually set blocks on specific senders or domains when they are suspected of sending messages that are deemed inappropriate or a threat to our environment.

ITS will set size limits for email messages. The current maximum size for a single message is ten megabytes. Limiting the size of messages keeps individual accounts from exceeding their quotas and protects the university network from excessive traffic. Email messages that exceed the size limit will be blocked from entering the email server.

Email messages must properly identify the sender. Email messages that are found to not properly identify the sender will be blocked from entering the email server.

(7) Account access

ITS reserves the right to restrict email server access methods to those appropriate for the intended use of a server. For security reasons, these methods are generally restricted to the lowest level of access needed to perform the intended functions of the server.

(a) Background

ITS is responsible for securing the university's email environment. ITS evaluates the intended use of a server in conjunction with the security risks introduced by various account access methods to establish the best account access policy. In general, the least access necessary to provide the necessary services will be granted.

(b) Details

Email accounts can only be accessed with email software that follows post office protocol (POP) or internet message access protocol (IMAP). Clients can use the ITS-provided webmail interface to access their accounts, which uses the IMAP protocol to access the servers.

(8) Client responsibilities

Account holders have responsibilities that must be met as part of the privilege of email access. Account holders are expected to live up to these responsibilities or lose their access privileges.

(a) Background

The email server environment is a shared environment. Since the account holders are a diverse group, and since email access is critical to university business, it is essential that each account holder use the servers responsibly.

(b) Details

An account holder is responsible for the use of his or her email account, and may not give anyone else access to that account. Conversely, account holders may not, in any way, try to obtain access to any account other than their own.

An account holder is responsible for the security of his or her account password. This includes changing that password on a regular basis and ensuring that no one else knows it. It is also the account holder's responsibility to remember passwords that they set for their accounts.

An account holder may not deliberately perform acts that will disrupt the normal operation or diminish the performance of the network, servers, or other devices on the university network.

An account holder must abide by the terms of all software licensing agreements and copyright laws.

An account holder must abide by the rules established for the server where the account is housed. The account holder must follow all rules regarding quotas, server access methods, usage restrictions, etc.

An account holder must adhere to the responsibilities and policies dictated in Bowling Green state university's acceptable use policy.

(9) Account termination

BGSU accounts will be administratively disabled and deleted within an established time interval after the account holder is no longer affiliated with the university.

(a) Background

Information technology services has responsibility for managing access to the university's centrally controlled servers and services. Account termination policies have been established in order to enhance the security and reliability of these systems, and to allow for system resource planning and growth to meet the evolving needs of the university community. By limiting account privileges to users who have an active affiliation with the university, ITS can focus the resources and support toward the proper subscriber group and allow current and prospective students, faculty, and staff to get priority service.

(b) Details

Accounts held by individuals who violate university policies, policies established in the BGSU information technology policy, or any ITS established policies will be immediately eligible to have their accounts administratively locked without prior notice.

Accounts held by student applicants who have failed to enroll and register for the term in which they were accepted for admission will be eligible for deletion the following term.

Accounts held by faculty and staff will be eligible for deletion ninety days after their resignation or termination, however retirees of BGSU are eligible to retain their email accounts indefinitely. Accounts of terminated employees may be administratively locked prior to the ninety day timeframe at the request of university administration or the management of the contracting department, area or unit. Faculty and staff must make arrangements prior to their departure from the university to publicize a new email address as appropriate.

Accounts granted to non-affiliated individuals (campus ministers, visiting scholars, adjunct (intermittent) faculty, external faculty, consultants, contractors, participants in continuing education courses or programs, etc.) will be considered eligible for deletion twenty-four months after their accounts are created. Individuals in this category who have a continuing role at the university can contact the technology support center (TSC) when notified of their deletion eligibility to be put into contact with their sponsoring department, area or unit to request an additional twenty-four month extension of their access.

Accounts are eligible for deletion two weeks after the university has been notified that an account holder is deceased. Account privacy policies apply to all accounts, even after an account holder's death.

Accounts may be deleted at ITS discretion any time after they become eligible. A delay in the deletion process does not imply a right of the account holder to extended access to their accounts. Account holders can have their accounts deleted earlier than scheduled by placing a request through the technology support center.

(10) Account privacy

ITS will honor the account holder's right to privacy. As necessary for email administration, ITS reserves the right to examine, log, capture, archive, inspect, and preserve any messages stored on the university central servers.

(a) Background

ITS is responsible for managing and supporting the university email servers. This responsibility requires ITS to investigate and analyze server performance and security issues. At times, these efforts require ITS personnel to examine, log, capture, archive, inspect, and preserve messages in client accounts. ITS will honor the account holder's right to privacy except in cases where there are security violations, policy violations, and/or violations of the law.

(b) Details

Individuals eighteen years of age or older are considered to be adults in the state of Ohio and are therefore responsible for their own actions. ITS cannot honor requests from the parents of these individuals to release email account information or terminate email privileges for these individuals.

ITS employees are required to protect the account holder's right to privacy based on the confidentiality rules in the ITS code of ethics. Any violation by ITS employees of this code of ethics is considered grounds for dismissal.

Any email account that is associated with or suspected of being associated with security violations, policy violations, and/or violations of the law may be examined, logged, captured, archived, inspected, or preserved as part of a formal investigation. Any account found to be in violation may be turned over to university officials, law enforcement officials, officials of the court, or other officials engaged in an investigation.

(11) Public records

Email correspondence that relates to the organization, functions, policies, decisions, procedures, operations or other activities of the university may be considered public documents under Ohio's Sunshine Laws. BGSU employees are responsible for maintaining these records. ITS does not assume responsibility to maintain archives of public record documents for its email clients.

(a) Background

ITS is responsible for managing and supporting the university email servers. This responsibility includes maintaining backups of the email system in case of catastrophic or system failures. These archives are expired on a regular schedule and only include messages that were in a client's account at the time of a backup. Our resources do not allow for a more extensive archive of public record documents of the type required by Ohio laws. Also, since personal correspondence is often mixed with business correspondence in BGSU email accounts, ITS disclosure of contents of email accounts in response to public records requests might also mean disclosing personal correspondence.

(b) Details

BGSU employees are responsible for maintaining records of correspondence that relates to university business. This includes electronic mail that may be subject to disclosure under Ohio's Sunshine Laws. ITS recommends that employees familiarize themselves with these laws and with BGSU's document retention policies and maintain their records accordingly.

Date: August 6, 2013

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-07 BGSU information technology.

(A) Policy statement and purpose

Bowling Green state university provides information technology resources to support the academic, administrative, educational, research and service missions of its appropriately affiliated members within the margins of institutional priorities and financial capabilities. The information technology resources provide for the university, a conduit for free and open forum for the expression of ideas mindful of the university core values. In order to protect the confidentiality, integrity, and availability of information technology resources for intended purposes, the following policy has been developed.

(B) Policy scope

The scope of this policy is to encompass all information technology devices owned by the university, any device obtaining connectivity to the university network, and all university relevant data on these devices.

(C) Policy

(1) All usage of information technology resources is to be consistent with all other relevant policies at BGSU.

(2) Users must be aware of and comply with all federal, state, local, and other applicable laws, contracts, regulations and licenses.

(a) US Code

(b) Ohio Revised Code

(c) Digital Millennium Copyright Act (DMCA)

(d) Electronic Communications Privacy Act (ECPA)

(e) Computer Fraud and Abuse Act (CFAA)

(f) Family Educational Rights and Privacy Act (FERPA)

(g) Health Insurance Portability and Accountability Act (HIPAA)

(h) Gramm-Leach-Bliley Act (GLBA)

(i) House Bill 104

(3) Use of information technology to access resources other than those supporting the academic, administrative, educational, research and service missions of the university or for more than limited social purposes is prohibited.

(a) Information technology is provided to access resources supporting the academic, administrative, education, research and service missions of the university. Use of the provided information technology resources is to be mindful of the university core values. Use of information technology for experimental use or limited social purposes is permitted, as long as it does not violate other policies or interfere with operations of the university.

(b) The legitimate use of information technology resources does not extend to whatever is technically possible. Although some limitations are built into computer operating system and networks, those limitations are not the sole restrictions on what is permissible. Users must abide by all applicable restrictions, whether or not they are built into the operating system or network and whether or not they can be circumvented by technical means.

(c) Network applications and protocols that are not essential to carrying out the mission of the university or to conduct university business are neither specifically permitted nor specifically prohibited. Should such a subsidiary application or protocol become a risk to the security of the university's information technology infrastructure, its use will be restricted or blocked as deemed appropriate or necessary, without prior notice.

(4) All users must only access or attempt to access information technology resources that they are authorized to use and then only in a manner and to the extent authorized.

Ability to access information technology resources does not, by itself, imply authorization to do so. Prior to accessing a resource, users are responsible for ascertaining and properly obtaining necessary authorization. Accounts, passwords, and other authentication mechanisms, may not, under any circumstances, be shared with, or used by, persons other than those to whom they have been assigned by the university.

A violation of this policy may result in disciplinary action, up to and including termination of employment.

(5) Attempting to circumvent information technology security systems is prohibited.

BGSU employs various technologies and procedures in the interest of protecting the confidentiality, availability, and integrity of information technology. Some examples of these technologies and procedures, include, but are not limited to, physical methods, firewalls, antivirus software, encryption, and passwords. Circumvention or attempted circumvention of a security system creates a threat to the university and is not permitted.

A violation of this policy may result in disciplinary action, up to and including termination of employment.

(6) Disruption of university authorized activities is prohibited.

All members of the BGSU community share the information technology resources provided by BGSU. Those causing disruption to the use of information technology resources for other community members will be in violation of this policy. Some examples include, but are not limited to, configuration of devices that disrupt network services, launching denial of service attacks, and disturbing public access resources.

(7) Use of information technology to conduct reconnaissance, vulnerability assessments, or similar activity by unauthorized personnel is prohibited.

In an effort to protect the confidentiality, availability, and integrity of information technology resources, BGSU officials will investigate any discovered unauthorized network reconnaissance, vulnerability scanning, or service enumerations. While it is recognized that there are some valid purposes for this activity, BGSU officials are unable to determine intent and must react in a manner that will best protect information technology resources by assuming that the source of scans are malicious. Additionally, many vulnerability scanning tools utilize techniques that may be disruptive if not properly used. Please contact the ITS information security office for authorization to conduct vulnerability or service assessments using BGSU information technology resources.

(8) Users are required to protect the confidentiality, integrity, and availability of information technology.

This responsibility includes practicing safe computing at all times when deploying or using BGSU information technology resources. Users are to care for the integrity of technology based information sources they are authorized to access and to ensure that information is shared only with other appropriately authorized users.

(9) Anonymous use, impersonation, or use of pseudonyms on an information technology resource to escape accountability is prohibited.

Examples of this include, but are not limited to, forging email or using any Internet service not affiliated with the university that can prevent accountability for its usage.

(10) The use of any unlicensed spectrum space is prohibited on any BGSU-owned or BGSU-occupied property, unless it is part of the wireless services being deployed by the university.

Information technology services (ITS) has implemented wireless local area network (LAN) services on the BGSU main campus and the Firelands campus. While this service allows mobility and easier access to the BGSU network, it means that the air space on campus now serves as a medium for network connectivity. The use of open air space poses a number of potentially difficult situations for both users and network administrators. Users that may need to make use of wireless equipment for special purposes such as research or other unique applications must contact the technology support center within ITS to coordinate this use of wireless air space.

(11) Responsibilities

(a) University responsibilities

(i) Provide and coordinate information technology resources to allow completion of duties as assigned in support of the academic, administrative, educational, research, and service missions, within the margins of institutional priorities and financial capabilities.

(ii) Communicate, review, update, and enforce policies to protect information technology resources.

(iii) Take reasonable measures to mitigate security threats.

(b) User responsibilities

(i) Read, agree to, and abide by all university policies and policy updates.

(ii) Practice safe computing when using information technology resources.

(iii) Notify university officials upon discovery that an assigned information technology resource has been accessed, attempted to be accessed, or is vulnerable to access by unauthorized users.

(iv) Users are responsible for activity resulting from their assigned information technology resources.

(12) Security and privacy statement

BGSU respects the privacy of all information technology users. The university does not routinely monitor the content of material but does reserve the right to access and review all aspects of its information technology infrastructure to investigate performance or system problems, search for harmful programs, or upon reasonable cause, to determine if a user is violating a policy, state or federal law. BGSU monitors, keeps, and audits detailed records of information technology usage; traces may be recorded routinely for trouble shooting, performance monitoring, security purposes, auditing, recovery from system failure, etc.; or in response to a complaint, in order to protect the university's and others' equipment, software, and data from unauthorized use or tampering. Extraordinary record keeping, traces and special techniques may be used in response to technical problems or complaints, or for violation of law, policy or regulations, but only on approval by university administrators specifically authorized to give such approval. In addition to the privacy of individuals being respected under normal circumstances, the privacy of those involved in a complaint will be respected and the university will limit special record keeping in order doing so, where feasible. Information will be released in accordance with law. Users should be aware that while the university implements various security controls to protect information technology resources, protection of data from unauthorized individuals cannot be guaranteed.

(13) Enforcement and sanctions

Individuals or entities in violation of the BGSU information technology policy will be referred to the appropriate disciplinary authority for review. Access privileges may be suspended without prior notice if it is determined that a policy violation is causing a current or imminent threat to the confidentiality, integrity, or availability of information technology resources.

A violation of this policy may result in disciplinary action, up to and including termination of employment.

(14) Implementation of policy

This policy replaces the information technology services network and computer policies and the acceptable use policy for information technologies and is authorized by the office of the chief information officer (CIO) and has been approved by the appropriate university committee(s). This policy may be supplemented with additional published guidelines by campus units that are authorized to operate/control their own information technology resources provided such guidelines are consistent with and supplemental to this policy and do not alter its intent.

(15) Related policies

Codes of student conduct, BGSU copyright policy, administrative staff handbook, classified staff handbook, intermittent classified staff, retirees handbook, academic charter

Effective: 12/22/2017
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345
Prior Effective Dates: 3/17/2015, 3/31/2016

3341-6-08 Business entertainment expense.

(A) Policy statement and purpose

The purpose of this policy is to provide guidance and direction for university employees entertaining for university-related purposes. It is not intended to address every entertainment-related issue, exception or contingency that may arise in the course of university-related entertainment. Specific issues not covered should be directed to the office of the vice president for finance and administration for clarification and resolution.

(B) Policy

Bowling Green state university shall conduct its business-related entertainment activities in an efficient and cost-effective manner that supports the mission of the university while maintaining compliance with applicable state and federal laws and regulations. All business entertainment reimbursement from university-provided funds shall be administered through the division of finance and administration (i.e., accounts payable; not through a department's petty cash account) and will be conducted in a manner that is compliant with applicable federal and state regulations.

(1) Authorized entertainment purposes

Entertainment expenses should only be incurred for authorized purposes such as the following:

(a) To establish and maintain effective external communications and relationships for the benefit of the university.

(b) To assist operations by utilizing early morning, noontime, and evening hours for legitimate business activity to expand available working hours with university employees, external clientele, or prospective employees of the university.

(c) To provide appropriate amenities for organized events of the university,such as conferences and academic ceremonies, in which friends and clientele of the university are invited guests.

(d) To provide appropriate food service for formal employee meetings and student functions in university facilities particularly when employees or students give up personal time to participate.

Expenditures for meals and other incidental costs associated with hosting a conference for which participants pay an attendance fee are not considered business entertainment and are not subject to this policy. These are normal operating expenses and can be processed accordingly.

No university funds can be used for the purpose of purchasing alcoholic beverages.

(2) Allowable entertainment

University funds may be used to provide food and refreshments at a seminar, retreat, workshop, orientation, or other university-sponsored functions (recruiting and student functions). University funds may also be used for entertainment-related incidental expenses such as gratuities for service, use of space, room arrangements or floral or other decorations at such events. However, the IRS requires that requests for reimbursement or charges to a university purchasing card include documentation describing the event date, time, attendees and business purpose.

Any expenses incurred should be reasonable, actual and consistent with the stated business purpose.

(3) Unallowable entertainment

Generally, entertainment only including university employees, their spouses or personal acquaintances is an unallowable entertainment expense and is not eligible for reimbursement, regardless of where the event is held.

Federal grant funds may not be used for entertainment costs, including amusement, diversion, and social activities, which are unallowable under office of management and budget (OMB) (Zircular A-21.

(4) Entertainment expense reimbursement

The IRS requires substantiation of all business entertainment expenses, including the time, date, place, business purpose, attendees at the meal, and affiliation of attendees. The documentation requirement applies to all expenses, regardless of payment method.

Reimbursement requests must be accompanied by an itemized receipt. In the event a subsequent review or audit determines a reimbursement has been made in error, the individual will be required to reimburse the university.

Reimbursement requests for business entertainment expenses require approval by the appropriate dean, division head or president.

(5) Related policies

(a) University travel expense

Additional statements related to business entertainment expense may be found in other policies issued by finance and administration or individual divisions, colleges or departments.

Date: October 1, 2011

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-09 Campus ID card.

(A) Policy statement and purpose

The office of human resources will authorize the issuance of ID cards to all permanent and temporary full-time and part-time employees (faculty, administrative and classified staff) once all required hiring paperwork has been completed and the employee has been assigned a university personal identification number (PIN).

The ID card identifies individuals as university employees and entitles them to discounts on items purchased at the bookstore, skate shop and peregrine shop. The BG1 card is prepared in the BG1 card center in the Bowen-Thompson student union.

The ID card entitles an employee to use the library and to certain check cashing privileges. Lost ID cards should be reported to the office of human resources.

Additional information about the campus ID policy can be found in the classified staff handbook. There is no information on this policy in the administrative staff handbook or the charter's faculty handbook although the policy does apply to employees in both groups as well.

(B) Policy

The BG1 card is the official identification card for Bowling Green state university students, faculty and staff.

The BG1 card provides access to campus facilities, events, and certain services. Food plans and spending accounts can be accessed using the BG1 card.

Only the proper card holder is permitted to use their BG1 card. BG1 cards may be confiscated if presented by anyone besides the proper card holder.

See the BG1 card web site for procedures and instructions related to obtaining a BG1 card: http://www.bgsu.edu/bg1card.html.

Date: July 1, 2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-10 Cancellation of student class schedule (de-registration).

(A) Policy statement and purpose

Students are expected to fulfill their financial obligations (including but not limited to tuition and fees) to the university prior to the beginning of each semester in which they enroll. Students living in residence halls or using their food plan must meet the same payment requirements in order to gain access to their residence hall rooms or dining halls at the beginning of each semester.

(B) Policy

Student accounts must be paid in full or be up-to-date in an approved payment plan arrangement by the posted due date on the monthly bill preceding the semester start (e.g., August fifteenth for fall semester, and December fifteenth for spring Semester) which falls prior to the start of semester classes. This policy also applies to occupancy in residence halls; i.e., students will not be permitted to move in (or return to) their residence hall rooms unless they have fulfilled their financial obligations according to the university's approved payment due dates. Failure to satisfy financial obligations, both past due and current charges, will result in cancellation of student class registration, on-campus housing and dining/meal plans.

This policy applies to all Bowling Green students for all student charges for fall, spring, and summer class schedules, residence hall room assignments, dining plans, past due balances and any other charges. The university email system will be used to notify students that their course registration has been cancelled.

Reasonable attempts will be made by the bursar's staff to contact students via email and telephone utilizing the most recent data contained in the university's student information system. It is the student's responsibility to maintain current address and telephone contact information in the system. Students can update their address and telephone information under my student center in MyBGSU.

Students are encouraged to contact the office of the bursar with questions regarding their bills, bill due dates, and payment status.

Current tuition and general fee schedules, current due dates, and payment plan options can also be found on the office of the bursar's web site: http://www.bgsu.edu/bursar.html.

Date: July 1, 2012

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-11 Cash advance.

(A) Policy statement and purpose

In rare circumstances, it may be necessary to request cash advances.

(B) Policy

(1) Requests for cash advances will be considered for:

(a) Cash payments to confidential human subjects;

(b) For extended student educational trips abroad in countries where credit cards are not readily accepted;

(c) Other unusual or unique circumstances where cash is the only available payment option.

All cash advances must be approved by the vice president for finance and administration or in her/his absence, the president.

Procedures and forms may be founds on the web site of the office of the controller:http://www.bgsu.edu/finance-and-administration/controller.html.

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-12 Cash collection and handling policy.

(A) Policy statement and purpose

Cash and checks should not be collected by departments as a routine procedure. The collection of cash and checks is the prime responsibility of the bursar's office and should be done at the bursar's office when practical. It is appropriate, in limited situations, that monies be collected by departments of the university other than the bursar's office. In such cases, prior authorization by the university treasurer is required. All cash and checks collected by a departmental/university activity that has used or been supported by university resources must be deposited to a university account. Such university activities where cash and checks may be collected include: performances, competitions, merchandise sales, and social activities.

(B) Policy

The following cash and check collection procedures must be followed, if your department has been authorized to accept university monies:

(1) All cash and checks collected by a department must be deposited on a timely (generally daily) basis in the bursar's office, unless prior arrangements have been made to use the night deposit facility at a university-designated bank.

(2) Checks accepted for payment are to be made payable to Bowling Green state university and immediately stamped "for deposit only--Bowling Green state university general fund" (or other specifically authorized account). Departments are not authorized to cash checks.

(3) If possible, a cash register will be used to record the collection of cash and checks. When no cash register is available, pre-numbered receipt forms must be used to record the collection of cash and checks. The procedure to be followed when using the recommended three-part pre-numbered forms is:

(a) A copy of the receipt is to be given to the customer. Receipts must be completed indicating the date, customer's name, services rendered or items purchased, and the amount of sale. A separate line is to be used indicating Ohio sales tax collected (if applicable).

(b) A copy of the receipt is to be transmitted by the department to the bursar's office together with the monies collected.

(c) A copy of the receipt must be retained for departmental files.

(4) Any other method of recording the collection of cash and checks must be approved by the business office and reviewed by the internal auditing office prior to implementation.

(5) No cash collected shall be expended for departmental/university activities or expenses -- (petty cash funds must be established for this purpose). Individuals responsible for accepting cash and checks may be held personally liable for shortages of funds either through theft, loss or improper disbursement.

(a) Occasionally donors will send contributions to the university that might more appropriately be deposited with the Bowling Green state university foundation. These contributions can be deposited with the foundation as long as they do not represent receipts from an activity supported by university resources.

(6) Deposits

(a) Cash and checks shall be deposited daily unless the amount of collections is small (less than fifty dollars weekly), in which case deposits may be made weekly.

(b) When a deposit is made at the bursar's office, attach an adding machine

tape (or other listing) to the copies of the pre-numbered receipts. This tape reflects

(i) the total amount of goods or services sold, excluding sales tax, )

(ii) "the total amount of sales tax, and

(iii) the total for the monies being deposited. The bursar's office will enter into an income budget (to be identified by the department) the total amount deposited for goods and services. The amount of sales tax collected will be credited to a balance sheet account.

(c) The bursar's office will provide the department with a receipt that will reflect the validated total of the deposit. This deposit receipt should be attached to the department's receipt forms (third copy of the pre-numbered receipts) and should be retained in the departmental files.

(d) For units authorized to deposit cash and checks with the bank, a transmittal sheet must accompany the deposit. Transmittal sheets are picked up at the bank by the bursar's office along with the bank's teller deposit receipt and the copy of the BGSU deposit ticket. The bursar's office will make the appropriate entries as noted above. The second (yellow) copy of the bursar's receipt will be sent to the department for verification of the deposit and its recordings.

(7) Security of funds

All undeposited funds must be maintained in a locked cash box and when not in use shall be kept in a secure place, preferably a fireproof safe, to prevent loss. Funds are to be secured only in university buildings. Funds are not to be taken home or stored at a private residence or in a motor vehicle. Funds, even grouped funds, over one thousand dollars must be stored in a fireproof safe in an alarmed room. Any further questions regarding security should be directed to public safety, investigations division.

(8) Audit procedures

All cash accounts are subject to audit by the internal auditing office and the external auditors--audits may be scheduled or unannounced. If a cash register is used, keep tapes with a copy of the deposit slips from the bursar's office. All voided receipts must be retained by the department for reference during audits.

(9) Loss of university funds

Cash losses shall be reported by the custodian to the budget administrator, public safety, and internal auditing immediately so that a complete investigation and report can be made of the circumstances involved. When the required documentation and security procedures have been in place and a theft or mysterious disappearance of cash/checks occurs, a five hundred dollar deductible per incident will apply. The five hundred dollar deductible or the total loss, whichever is less, will be charged to the departmental budget. The remainder of the loss may be reimbursed to the department by the risk management department upon notification from internal auditing.

If one or more of the following conditions are identified during internal auditing's review of the cash loss, the custodian may be held personally responsible for the total loss:

(a) The collection activity has not been properly authorized.

(b) The monies collected have been commingled with personal funds, petty cash funds, change funds, and/or BGSU foundation funds.

(c) Current, complete records of monies collected and deposits have not been maintained.

(d) All monies collected have not been accounted for and reconciled to deposits.

(e) Monies collected have not been deposited with the bursar's office or bank on a timely (generally daily) basis.

(f) Undeposited cash and checks have not been secured in a locked cash box and/or fireproof safe.

(g) Expenditures have been made from the monies collected.

(10) Loss of personal funds

Contact public safety when there is a loss of personal funds so that an investigation and report can be made of the circumstances. However, neither individuals nor departments will be reimbursed for the loss of personal funds. Personal funds include flower funds, coffee funds, and the like. Contact internal auditing for an audit of the loss if there is a question whether the funds are personal or university funds.

Date: July 1, 2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-13 Cell phone reimbursement.

(A) Policy statement and purpose

The university recognizes that wireless communication devices provide significant advantages for employees whose university position requires them to be mobile or to be continuously available or "on call" This policy outlines reimbursement for business related calls.

(B) Policy

Reimbursement of business calls, including cell phones:

(1) BGSU will not reimburse for the cost of a personal cell phone.

(2) BGSU will not reimburse for the monthly service charges for personal cell phones. This is the normal cost that is paid for the phone, whether or not business calls have been made.

(3) If the personal cell phone bill has additional charges for calls made during a particular month, submit a detailed listing of calls highlighting the business calls. BGSU will reimburse for the greater of:

(a) The total dollar amount that shows on the detailed listing for business calls only, or

(b) The minutes of business calls for the month, divided by the total minutes of all calls, times the additional charges shown on the cell phone bill.

(4) BGSU does not reimburse for sales tax.

(5) For business calls made from other than a cell phone, submit the detailed listing of calls highlighting the business calls, which will be reimbursed for the amount indicated.

Note: BGSU does not reimburse for personal calls at any time.

Date: July 1, 1012

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-14 BGSU cellular services policy.

(A) Policy statement and purpose

The purpose of the BGSU cellular services policy is to provide guidelines when providing a cell phone stipend to a university employee.

(B) Policy

Employees of Bowling Green state university whose duties may include the need for cellular services can obtain this service in one of the following manners:

Option

General description

Cellular services stipend:

Personally owned phone managed by the employee with a provided monthly, taxable stipend paid to the employee for business use of the cell phone.

BGSU owned phone:

Phone and service owned by BGSU and managed by the department.

(1) General

The policies under the "general" heading apply to all faculty and staff of BGSU regardless of the method of cellular services.

(a) Management for each department will determine the cellular services options for their staff subject to the approval of the divisional vice president.

(b) Employees must not store sensitive university data unencrypted on their phone.

(c) Any cellular phone that has been used to access the BGSU email system must wipe the data from the phone in the event the phone is deemed lost, stolen, or the phone is no longer going to be used for university purposes. For assistance on remotely wiping a phone, please contact the ITS technology support (419-372-0999- www.bgsu.edu/tsc).

(2) Stipend

(a) Employees eligible for a cellular services stipend must complete the "cellular services stipend authorization" form.

(b) Stipend allowance, including amount, is subject to the approval of the vice president of each division.

(c) Employees must provide their supervisor with the cellular phone number obtained as a result of the stipend.

(d) Employees must retain a cellular services contract for as long as the stipend is provided.

(e) Employees must notify the university if their cellular services contract is cancelled or expires.

(f) Stipends will not be provided for hardware (i.e. employees must purchase their own phones).

(g) Employees are responsible for researching and obtaining a cellular services contract that meets the requirements of the stipend allowance. Employees can purchase services/features beyond the stipend package if they choose to, however, the employee will be responsible for the additional charges.

(h) Employees are individually responsible for all contractual obligations agreed to in their cellular services contract. This includes any termination fees.

(i) Employees are responsible for the maintenance of their phone, both hardware and software.

(j) Stipend allowances must be reviewed annually for accuracy and relevancy by the employee's supervisor.

(3) BGSU owned phone

(a) Use of the BGSU owned cellular phones must be done so in a manner consistent with the IRS rules for employee cell phones: http://www.irs.gov/irb/2011-38_IRB/ar07.html.

(b) A BGSU owned cellular phone may be issued only to those who have on-call positions and who, furthermore, have responsibility to protect property, health, and safety of the institution.

(c) The employee is required to account for personal calls on the monthly bill.

(d) Charges

(i) The employee must timely reimburse BGSU for the cost of the personal calls, to include a pro rata share of the monthly charge.

(ii) Failure of the employee to timely reimburse BGSU shall result in the personal use of the phone being treated as ordinary taxable income to the employee. This use will be reflected in the employee wage statement and shall be subject to usual income tax withholding.

(e) University owned cellular phones must be returned to the college/department upon termination of employment of duties requiring the use of a cellular phone.

(f) Colleges/departments are responsible for maintaining the hardware, software, accounts and services for the BGSU owned cellular phones used by their employees.

(g) Colleges/departments are responsible for assuring that usage of the BGSU owned cellular phones are in compliance with this policy.

(h) Colleges/departments are responsible for monthly review of the employees' BGSU owned cellular phone bills, and any supporting documentation.

(i) College/departments must maintain the usage records and supporting documentation to support the exclusion of the phone use from the employee's wages.

(4) Personally owned cellular phones-no stipend

No reimbursement will be provided for business related calls or data access.

(C) Policy definitions

Sensitive university data - Sensitive university data includes personal information and proprietary information of the university included but not limited to: social security numbers, driver license numbers, credit card or other financial account numbers, BGSU id numbers, protected health information, financial data, educational records, intellectual property or research records, donor profiles, or any information that could result in material risk of identity theft, a violation of the family educational rights and privacy act, or otherwise harm the legitimate financial and reputational interests of the university if unauthorized access is permitted, whether intentionally or unintentionally.

(D) Enforcement and sanctions

Individuals or entities in violation of the cellular services policy will be referred to the appropriate disciplinary authority for review.

Effective: 3/31/2016
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345
Prior Effective Dates: 3/17/2015

3341-6-15 Clean air and smoking policy.

(A) Policy statement and purpose

Bowling Green state university is dedicated to promoting a healthy and comfortable environment for students, faculty, staff and visitors. To meet this commitment, smoking is limited. Research shows tobacco use, in general, constitutes a significant health hazard. The policy is designed to educate the community and reduce exposure to secondhand smoke and to help reduce tobacco use among students, faculty and staff. This policy will be communicated to visitors and members of the BGSU community by appropriate signage located throughout campus. This policy will be reviewed as needed, and should not be construed as constraining academic research by the faculty into matters associated with smoking.

(B) Policy definitions

(1) Smoking: defined as inhaling, exhaling, burning, or carrying any lighted cigar, cigarette, pipe, or other lighted smoking device for burning tobacco or any other plant, per section 3794.01 of the Revised Code.

(2) Facilities owned or leased by Bowling Green state university and grounds of any property owned or leased by the university: includes all buildings owned or controlled by Bowling Green state university, shelters, indoor and outdoor athletic facilities, indoor and outdoor theatres, walkways, sidewalks, residence halls, and parking lots (unless otherwise designated).

(C) Policy

(1) Clean air and smoking policy

Smoking is prohibited in all facilities owned or leased by Bowling Green state university and on the grounds of any property owned or leased by the university. Smoking is defined as inhaling, exhaling, burning, or carrying any lighted cigar, cigarette, pipe, or other lighted smoking device for burning tobacco or any other plant, per section 3794.01 of the Revised Code. This includes all buildings owned or controlled by Bowling Green state university, shelters, indoor and outdoor athletic facilities, indoor and outdoor theatres, walkways, sidewalks, residence halls, and parking lots (unless otherwise designated). Smoking is prohibited on sidewalks that adjoin university property. Smoking is also prohibited in any vehicle or equipment owned, leased or operated by Bowling Green state university. Application of this policy to university owned detached single family residences shall be determined by university facilities at the time any such lease is executed.

This policy should not be construed as constraining academic research by the faculty into matters associated with smoking.

(2) Smoking areas

Bowling Green state university is committed to providing a healthy, comfortable and productive environment and offers several resources for smoking cessation. Recognizing the use of smoking products is a personal choice, Bowling Green state university has designated areas on campus where smoking is permitted. Designated areas will be marked with signs and include cigarette butt receptacles for disposal. Students, faculty, staff and visitors may choose to smoke in personally owned vehicles.

The map below designates where smoking is permitted.


                image: oh/admin/2018/3341-6-15_a_corr_312120_20170313-1.jpg

(3) Responsibilities

All persons coming on to the campus and property of BGSU must comply with this policy. Persons observing a violation of this policy should, if feasible, and in a respectful and polite manner, inform the person about this policy by directing their attention to the appropriate signage. Continuing or repeated non-compliance with the policy should not be handled by individuals but should instead be reported to campus authorities including, when appropriate, the BGSU campus police.

(4) Cessation programs

Bowling Green state university actively promotes tobacco cessation and provides assistance to students, faculty, staff, as well as their benefit eligible spouse/domestic partners. Many services are provided at reduced or no cost. Anyone seeking assistance with tobacco cessation is encouraged to visit http://www.bgsu.edu/offices/sa/health/selfcarfe/page8836.html for campus and community resources.

(5) Violations

Students, faculty, and staff violating this policy may be subject to university action. Visitors who violate this policy may be denied access to Bowling Green state university campuses and may be subject to prosecution for trespass. Violations of this policy will be handled in accordance with procedures outlined in the code of student conduct and the BGSU employee common handbook.

(6) Implementation of policy

Members of the clean air and smoking policy development committee and the drug, alcohol, and sexual offenses coalition (DASO) will be creating a new implementation committee, charged with: creating a clean air promotional campaign; student, staff, and faculty programming; and, working with facilities for signage and relocation of cigarette butt receptacles. The new committee will seek representation from human resources, athletics, facilities, and the BG chamber of commerce, and a majority of the implementation work will be done throughout fall 2013, in preparation for the policy implementation in spring 2014.

(7) Related policies

(a) No smoking policy, August 15, 1993; August 15, 1994

(i) Smoking shall be prohibited inside Founders quadrangle and all non-residential buildings, structures and vehicles owned or leased by Bowling Green state university, including those at the Firelands campus, effective August 15, 1993; and smoking shall also be prohibited inside all residence halls, including small group living units, owned or leased by Bowling Green state university, effective August 15, 1994; and as part of the general health promotion programs of the university, smoking cessation services for faculty, staff, and students will continue to be made available.

(ii) Smoking cessation services can be found at the following locations:

(a) The wellness connection at the health center has smoking cessation services for students. Call 419-372-9355.

(b) Employees can contact BGSU's employee assistance program for information on smoking cessation programs. The American lung association operates the tobacco quitline at 1-866-784-8937, and has an on- line program at www.lungusa.org (see quit smoking). You can also call 800-586-4872 for information on smoking cessation programs at various locations in northwest Ohio. Contact the wellness department, Wood county hospital, 950 West Wooster street, Bowling Green, Ohio 43402, 419-354-8900, for availability and cost of smoking cessation classes.

Effective: 3/23/2017
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345
Prior Effective Dates: 3/17/15

3341-6-16 Commercialization of BGSU products.

(A) Policy statement and purpose

Pursuant to, section 3345.14 Revise code of the Bowling Green state university's (BGSU) board of trustees has determined that employees of the institution may be afforded the opportunity to hold personal financial interests in companies commercializing technology developed in conjunction with their BGSU research and development activities.

(B) Policy

The board recognizes that participation by employees of BGSU in the ownership and commercialization of technology and other intellectual property may increase the transfer of discoveries and knowledge generated at BGSU to the private marketplace by providing an incentive for faculty who develop inventions with commercial applications. The opportunity to participate in these transactions is also essential to BGSU's efforts to attract and retain highly qualified faculty, staff or students. The procedures and guidelines set forth in this policy are intended to enable the university to realize the benefits of these entrepreneurial activities while protecting the integrity of its research and educational mission and to comply with BGSU policies and applicable federal and state laws. This chapter serve as an exception to the Ohio Ethics Law and related statutes[ Chapter 102, R.C. section 2921.42, of the Revise code Section 2921.43 of the Revise Code], which might otherwise apply. Matters outside the scope of This chapter will be subject to such laws to the extent applicable.

*See commercialization of BGSU products procedures for more details

Date: July 1.2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-17 Concealed weapons.

(A) Policy statement and purpose

While the state of Ohio through the division of a section 2923.126 of the revise code establishes the privilege of carrying a concealed handgun, there are certain restrictions regulated by state and federal laws, as well as local ordinances that apply to all university employees (faculty, administrative and classified staff) while at work.

(B) Policy

First, employees must carry a piece of valid government identification in addition to the handgun license.

Second, the law limits where a handgun can be carried. Division (B) of section 2923.126 of the Revise Codelists the places where concealed handguns are not allowed. These include: police stations, sheriff's offices, highway patrol posts, premises controlled by the Ohio bureau of criminal Identification and Investigation, correctional institutions or other detention facilities, airport terminals or commercial airplanes, institutions for the care of mentally ill persons, courthouses or buildings in which a courtroom is located, universities, unless locked in a motor vehicle or in the process of being locked in a motor vehicle, places of worship, unless the place of worship permits otherwise, and child day-care centers. Concealed firearms are also banned from rooms or arenas in which liquor is dispensed and for which a class D permit has been issued. This concealed weapons ban would apply if you are sponsoring an off-campus university function in such a setting in which alcohol was to be served.

Additional restrictions apply to buildings under the control of the state or any of its political subdivisions, such as counties and cities. This prohibition also extends to all portions of any building that is leased by the state government. For example, it would extend to the floor of a private building that is leased by the government. Additionally, libraries, which are often funded through a consortium of governmental bodies, are covered by the statute. Section 2923.1212 of the Revise Code allows the posting of signs to alert license holders that concealed firearms are prohibited in a particular location.

There is no additional information on the concealed weapons policy in either employee handbook or in the charter's faculty handbook although the policy does apply to all employees.

(1) Related policies

(a) Firearms, deadly weapons, and dangerous ordinance, student code, workplace violence

Date: May 23. 2013

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-18 Data use and protection.

(A) Policy statement and purpose

Information in the form of data is an essential and vital asset of Bowling Green state university (BGSU). BGSU collects and stores vast amounts of data essential to university business. The purpose of this policy is to ensure that BGSU faculty, staff, and students appropriately protect data from improper use or release.

(B) Policy-definitions

(1) Data - BGSU data includes, but is not limited to, student records, personnel data, research data, BGSU financial data, BGSU or department administrative records, alumni and donor information, library circulation information, and medical information. Such information may be in existing or archived form, or in physical or digital form. Data may include facts, files, records, reports, or any information meant only for internal use and /or subject to confidentiality agreements.

(2) Data owner/steward - university officials or their designees assigned planning and policy-level responsibility for data within their functional areas, and management responsibility for defined segments of institutional data. Data owners are responsible within their functional areas for assigning and overseeing authorized data users, overseeing the establishment of data policies, determining legal and regulatory requirements for data, and promoting appropriate data use and data quality.

(3) Data users - any authorized faculty, staff, or student at BGSU that accesses, modifies, or handles data.

(C) Policy

(1) All data users must use and protect data in a manner consistent with all relevant policies of BGSU.

(2) All data users must be aware of and comply with all applicable Federal, State, and other applicable laws, contracts, regulations, and licenses.

(3) BGSU data should be given one of the following classifications by the data owner/steward

(a) Public - data that must be released under Ohio public records laws or where BGSU unconditionally waives an exception to the public records law.

(b) Limited access - data BGSU may release if it chooses to waive exceptions to the public records law and place conditions or limitations on such release. Notification of unauthorized access is not required to the victims or other outside entities. e.g. intellectual property, research data, BGSU ID numbers

(c) Restricted - Data release prohibited by federal laws, state laws, and/or contractual obligations. For data to be defined as restricted, notification of unauthorized access is required to the victims or other outside entities. e.g. social security numbers, personal health information, driver's license numbers

(4) All data users must understand the classification of the data they are accessing and protect the data appropriately based on the classification. (See data resource summary for assistance with this step)

(5) All data users must only access or attempt to access data that they are authorized to use and then use only in a manner and to the extent authorized.

(6) Data users may only provide data to other data users authorized to receive such data

(7) Related policies

(a) Information technology

Date: August 6, 2013

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-19 Debt policy.

(A) Policy statement and purpose

It is the policy of Bowling Green state university to utilize various forms of debt financing to fund the acquisition and construction of capital assets and to provide for university liquidity and cash flow requirements. The following debt policy sets forth guidelines applicable to issuance of debt, subject in all cases to approval of the university's board of trustees.

(B) Policy

(1) Debt administration and oversight

No debt (including all short and long-term obligations, guarantees, and other debt instruments) shall be incurred except as approved by the university's board of trustees. The board shall be advised by the financial affairs/facilities committee on all debt related topics.

(2) Principles governing use of debt Unless otherwise determined by the board of trustees:

(a) The university may incur long-term debt to acquire and construct capital assets.

(b) Debt shall not be used to finance current operations.

(c) Debt shall not be incurred unless projected debt service requirements (principal and interest payments) and operating costs associated with any new capital improvements financed by the debt can be accommodated within the university's operating budget.

(d) The university shall seek to maintain a long term credit rating in the A category or higher.

(e) The university shall seek to maintain a debt portfolio that balances interest rate risk and the long-term cost of capital given market conditions and overall university financing objectives.

(f) The university shall maintain debt capacity ratios in excess of the minimum acceptable composite score as outlined by the state of Ohio (see appendix A to this rule) and seek to achieve its credit rating, cost of capital and long-term viability objectives.

(g) The university's debt portfolio shall be evaluated in the context of all ofits assets and liabilities. Diversification within the debt portfolio may be used to balance risk and liquidity.

(h) Capital and operating leases are financing tools that may be utilized, where appropriate, to help achieve the university's objectives concerning the use of debt. Consideration shall be given to the accounting impact of lease financing.

(3) Debt capacity

Bowling Green state university's debt capacity can be defined as:

(a) A level of outstanding debt at which the university can maintain its high credit ratings and a low cost of borrowing.

(b) A practical level of annual debt service payments that the university can comfortably cover from predictable sources of repayment.

In general, the university's debt capacity shall be evaluated and determined by the consideration of the following factors:

(i) Legal authorizations and limitations

(ii) Current and pro forma financial operating performance

(iii) Credit considerations, including the university's credit rating(s)

The university's legal debt capacity as specified in applicable debt covenants and statutory restrictions shall be the starting point for evaluating the appropriate level of new and total indebtedness.

The university's debt capacity is in part a function of current and pro forma operations. While a target range shall be established, annual debt service (principal and interest payments) as a per centage of the operating budget are expected to vary over time as the university makes judgments about its highest priorities and needed investments.

Credit considerations encompass a broad array of factors that affect how the university is viewed by the financial and capital markets. Many of these factors will be analyzed by the credit rating agencies in the determination of the university's credit rating, which is an important reflection of the university's operating, management and financial strengths, and a significant determinant of both its access to and cost of capital.

Debt capacity is generally measured through ratio analysis. Ratios provide a consistent measure of the debt level carried by an institution in relation to its balance sheet, revenues and expenses.

Ratio analysis provides insight into the debt capacity from two perspectives: by monitoring trends over time and in comparison to benchmarks. It is the intent of the university to maintain a strong financial position that will support a favorable ratio analysis measured against national standards, peer and in-state comparisons, and credit rating agency medians. Some of the key ratios currently utilized for evaluating debt capacity are contained in appendix A to this rule.

(4) Projects that may be considered for debt financing

The university shall utilize long-term debt financing solely for capital projects. In general, this will include:

(a) Capital projects where it is unlikely that sufficient donor funding for the project will be secured.

(b) Capital projects where all or the majority of the project is to be funded through gifts and contributions: however, the timing of payment of those gifts and pledges may extend beyond the construction period.

(c) Capital projects which are projected to generate sufficient cash flow to cover operating expenses and contribute in full or substantially in-full to the costs of debt service.

(5) Other considerations regarding the use of debt

(a) Term of debt

The university shall determine the appropriate duration and the specific amortization schedule of a proposed debt issue by evaluating the overall debt portfolio. Considerations shall include the life of the assets being financed, interest rate costs, risk assessment, general market conditions, and the university's future financial plans. If and when bullet or balloon payments are used, the university shall establish and fund reserves over the life of the debt issue to assure that the bullet or balloon maturity payments will not unduly impact any one fiscal year. In cases where the project is intended to generate revenues that will fund the underlying debt, bullet or balloon payment structures shall not be used.

(b) Refinancing and restructuring of debt

The administration shall periodically review all outstanding debt to determine if refinancing opportunities exist. Refinancing or restructuring of current debt may be used to reduce debt service payments or to change covenants in order to benefit the university's financial or operating position.

(c) Use of tax-exempt versus taxable debt

The university may use tax exempt and taxable debt as market conditions, tax laws and other considerations allow. For example, the university may utilize taxable debt in certain situations where Federal tax law limits the use of tax-exempt debt for particular projects, such as those where use of the project includes both private and not-for-profit purposes. The university may also consider taxable debt under other circumstances where market conditions, speed and flexibility make it an appropriate alternative.

(d) Use of call options

The university shall consider the use of call options to reduce the university's overall cost of capital and to provide maximum flexibility in its debt portfolio. The use of non-callable debt beyond ten years is generally to be avoided because of the potential constraints such an issuance may place upon the university's future financing plans.

(e) Use of alternative borrowing strategies

The university may consider the use of alternative borrowing strategies such as; subordinated general receipts, project revenue alternatives and privatized options as market conditions and university financing objectives warrant.

(6) Acceptable approaches for debt structure

(a) Mix of fixed and variable rate debt

The university may structure its overall debt portfolio, using a combination of fixed and variable rate debt, to provide an appropriate and prudent balance between interest rate risk and the cost of capital as well as to integrate asset-liability management.

Variable rate debt is an appropriate tool that the university may use to manage its assets and liabilities. Variable rate debt allows the university greater diversification in its debt portfolio and may reduce its overall interest costs. In addition, variable rate debt typically can be called more readily which would provide greater flexibility to debt management especially when pledge payments toward a project are expected. However, the use of variable rate debt increases interest rate risk as a result of market fluctuations and potential tax law changes.

The amount of variable rate debt maintained by the university can vary depending on market conditions. When financings are being considered in a low interest rate environment, it may be prudent to secure fixed-rate financing. In high interest rate environments, variable rate financings may be preferable because:

(i) variable rate debt is generally lower in rate than fixed rate debt; and

(ii) variable rates can be expected to decrease as interest rate levels decrease.

Likewise, fixed rate debt provides a different set of advantages for the university. Fixed rate debt ensures a known and set obligation for the university which assists management in planning and budgeting. In low interest rate environments, fixed rate debt can secure significant financings at relatively low costs for extended periods.

(b) Interest rate swaps and other derivative products

Interest rate swaps and other derivative products can be appropriate interest rate management tools that can help the university meet important financial objectives. Properly used, these instruments can increase the university's financial flexibility, provide opportunities for interest rate savings or enhanced investment yields, and help the university manage its balance sheet through better matching of assets and liabilities. Swaps may be integrated into the university's overall debt and investment management guidelines and should not be used for speculation or leverage.

(c) Rationale for utilizing interest rate swaps and other derivative products

The university may use interest rate swaps and other derivative products if it is reasonably determined that the proposed transaction will:

(i) Optimize capital structure, including the schedule of debt service payments and/or fixed vs. variable rate allocations.

(ii) Achieve appropriate asset/liability match.

(iii) Reduce risk, including:

(a) Interest rate risk

(b) Tax risk

(c) Liquidity renewal risk

(iv) Provide greater financial flexibility.

(v) Generate interest rate savings.

(vi) Enhance investment yields.

(vii) Manage exposure to changing markets in advance of anticipated debt issuances (through the use of anticipatory hedging instruments).

(d) Permitted instruments

The university may utilize the following financial products on a current or forward basis, after identifying the objective(s) to be realized and assessing the attendant risks.

(i) Interest rate swaps, including fixed, floating and/or basis swaps.

(ii) Interest rate caps/floors/collars.

(iii) Options, including swaptions, caps, floors, collars, and/or cancellation or index based features.

The instruments outlined above are only intended to be examples of various interest rate hedging products. They are not intended to be a limitation on other derivative products that the university may consider.

(e) Authorization

The vice president for finance and administration shall receive approval from the board of trustees prior to entering into any swap or derivative product arrangement related to the university's debt. The financial affairs/facilities committee shall evaluate the recommendation for the use of such products and shall evaluate the appropriateness of the instrument in meeting the university's financial objectives before making a recommendation to the board of trustees for approval.

(7) Payment of debt service

The university typically relies on the operating budget for payment of debt service on long-term debt. Other sources may include permitted endowment revenue and pledge payments.

Where the university identifies a capital project to be funded through the issuance of long-term debt and funded entirely through operations, such debt shall be included in financial modeling as an operational item sufficient to support debt service.

Where the university identifies a capital project to be funded through the issuance of long-term debt and funded by revenues to be generated by the project, the projected revenues shall flow through the operating budget. In evaluating debt on a new revenue generating project, special attention shall be given to projects that are replacing an existing debt-free revenue generating project that is planned to be decommissioned. The revenue generated on the new project should be evaluated to determine if it can replace revenue generated from the decommissioned facility as well as satisfy the debt service on the new project.

(8) Reporting requirements

The vice president for finance and administration shall present to the financial affairs/facilities committee of the board of trustees periodically the following information:

(a) An overall review of the university debt portfolio, balance sheet and debt issuance plans.

(b) A comprehensive schedule of long-term debt issues and underlying structure of debt.

(c) A schedule of each issuance that has an associated derivative product and review of its purpose in line with university objectives. The schedule shall include, but not be limited to, information on the counterparty risk, termination risk, basis risk, and liquidity and remarketing risk.

(9) Debt policy

Through the 1997 enactment of Senate Bill 6, a standardized method for monitoring the financial health of Ohio's state-assisted college and universities was established. Key ratios monitored by the Ohio board of regents (OBOR) are:

(a) Viability ratio: expendable net assets divided by total debt. This ratio is a measure of an institution's ability to retire its long-term debt using available current resources. A viability ratio in excess of one hundred per cent indicates that the institution has expendable fund balances in excess of its plant debt. A viability ratio above sixty per cent is considered good, while a ratio below thirty per cent may be a cause for concern.

(b) Primary reserve ratio: expendable net assets divided by total operating expenses. This ratio is a measure of an institution's ability to continue operating at current levels without future revenues. A primary reserve ratio of ten per cent or greater is considered good, while a ratio below five per cent may be a cause for concern.

(c) Net income ratio: change in total assets divided by total revenues. This ratio measures an institution's financial status in terms of current year operations. A negative net income ratio results when an institution's current year expenses exceed its current year revenues. A positive ratio indicates the institution experienced a net increase in current year fund balances.

(d) Composite score: weighted summary statistic of the above three ratios.

Each ratio is assigned a score of one to five based on predetermined ranges and then weighted, with thirty petibent to the viability ratio, fifty per cent to the primary reserve ratio, and twenty per cent to the net income ratio. The scoring process emphasizes the need for campuses to have strong expendable fund balances, manageable plant debt, and a positive operating balance. The highest possible composite score is five and zero tenths. The minimum acceptable composite score is one and seventy-five hundredths. A score at or below this minimum level for two consecutive years will result in being placed on fiscal watch by OBOR.

In addition to the above ratios, the major rating agencies such as Moody's and Standard') and Poor's track a series of financial indicators. The university will regularly provide a discussion of these indicators and trends.

Date: December 6, 2013

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-20 Electronic signature.

(A) Policy statement and purpose

It is the purpose of this policy to establish rules for the use and permission for use of electronic signatures at the university in conformance with division (j) of section of the revise code 1306.20(J).

(B) Policy

(1) This rule applies to electronic signatures involving Bowling Green state university, in accordance with division (j) of section 1306.20 of the Revised Code.

(2) The university policy governing electronic signatures shall remain consistentwith electronic signature requirements in the Ohio Revised Code.

(3) Electronic signatures shall only be used as governed by the policy governing electronic signatures involving the university as set forth in paragraph (d) (5) of rule 3341-1 07 of administrative code and as specified by the chief financial officer and vice president for finance and administration or as delegated to the office of information technology services (ITS).

(4) When implementing electronic signatures systems, the university shall consider types of institutional data, as governed by university policy.

(5) The university recognizes an electronic signature as legally binding to the fullest extent permitted by law.

(6) An electronic signature may be accepted in all situations if requirement of a signature or approval is stated or implied in conformance with requirements set forth by ITS.

(7) The university may designate specific university transactions to be executed by electronic signature.

(8) The university may, at its discretion, elect to opt out of conducting business electronically with any party or in any transaction, for any reason or no reason.

(a) Employees, including student employees, acting within the scope of their employment may not opt out of conducting a transaction electronically.

(b) Individuals and entities (excluding employees acting within the scope of their employment) may seek to opt out of conducting a transaction electronically by providing written notice of a request to opt out of conducting business with the university electronically.

(9) An electronic signature that does not employ a university-approved authentication method at the time of signature may not be binding on the university.

(10) All security procedures and technologies shall provide authentication, nonrepudiation, and integrity to the extent that is reasonable for each electronic signature, as determined by the university.

(11) When at any time during a transaction the university requires a signature or is conducting a financial transaction, the university shall require a separate and distinct action on the part of the person conducting the transaction for financial transactions and each signature. The separate and distinct action shall be clearly marked as indicating an intent to complete a financial transaction or electronically sign a record. The separate and distinct action may include a series of keystrokes, a click of a mouse, or other similar actions.

(12) Electronic signature documentation shall be maintained in accordance with the university record retention schedule and as specified by the university policy governing electronic signatures.

(13) The university shall identify responsibilities of individuals and units regarding electronic signatures.

Date: March 2, 2015

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-21 Faculty and staff email.

(A) Policy statement and purpose

Email is a mechanism for official communication within Bowling Green state university. Official university correspondence will be sent to faculty and staff through email and official university email accounts are required for all BGSU faculty, staff, and students. The addresses are all of the form: username@bgsu.edu.

(B) Policy

Email is a mechanism for official communication within Bowling Green state university. Official university correspondence will be sent to faculty and staff through email and official university email accounts are required for all BGSU faculty, staff, and students. The addresses are all of the form: username@bgsu.edu.

(1) Faculty and staff are required to obtain their university email account at the time of employment/contract.

(2) Faculty and staff will anticipate that official university correspondence will come to them through this email account and must access this email account on a regular and timely basis in order to stay current with university related communications.

(3) Faculty and staff are expected to use their BGSU email account for all email correspondence related to official university business.

(4) All use of email will be completed in a manner consistent with meeting BGSU email policies.

(5) Responsibilities

(a) University responsibilities

(i) Official email communications are intended only to meet the academic and administrative needs of the campus community. As stewards of the process, information technology services is responsible for directing the use of official email.

(b) User responsibilities

(i) Faculty and staff who wish to have email redirected from their official BGSU email address to another email address (e.g., @aol.com, @hotmail.com) may do so, but at their own risk. The university will not be responsible for the handling of email by outside vendors. Having email redirected does not absolve faculty and staff from the responsibility associated with the official communication sent to the BGSU account. In order to forward email, contact the technology support center in 110 Hayes Hall, tsc@bgsu.edu, or by telephone at 419-372-0999.

(ii) Users should exercise extreme caution in using email to communicate confidential or sensitive matters, and should not assume that email is private and confidential. Users should be aware that BGSU email correspondence is considered a public record.

(iii) Faculty and staff have the responsibility to recognize that certain communication will be time critical. The university expects that such communications will be received and read in a timely fashion.

(6) Enforcement and sanctions

Use of BGSU technology resources must be completed in compliance with the BGSU information technology policy. Any violations will be referred to the appropriate disciplinary authority for review.

(7) Related policies

Information technology

Date: July 1, 2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-22 Financial responsibility of personal property.

(A) Policy statement and purpose

In response to inquiries involving loss or damage of personal property on university premises, please realize that personal property brought into the workplace is done so at the employee's own risk.

(B) Policy

This would include wallets, purses, artwork, decorations, radios, personal papers, books, periodicals and other materials whether or not they are used in conjunction with an employee's job responsibilities. While the university recognizes its responsibility to provide a working environment that is as safe and secure as possible, it cannot accept responsibility for loss of personal property or vehicles which are personal property. All faculty, staff and students are encouraged to purchase a standard homeowner or renter's property insurance policy, which in most cases will provide some coverage for losses of personal property at work.

Date: July 1, 2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-23 Firearms, deadly weapons, and dangerous ordinance.

(A) Policy statement and purpose

No person shall possess, store or use a firearm, deadly weapon or dangerous ordinance as defined in the Ohio Revised Code, in and/or on university owned, rented and/or sponsored property except where specifically permitted.

(B) Policy scope

This policy applies to all persons coming on to the university premises including faculty, staff, students, visitors, vendors and contractors, except where specifically permitted.

This policy does not apply to law enforcement officers coming on to the university premises while engaged in the performance of their official duties or while required to possess a firearm by rules of the officer's employing agency.

This policy does not apply to firearms, deadly weapons or dangerous ordinance possessed by or used by persons affiliated with the Reserve (officer Training forps (ROTC) in the performance of official ROTC responsibilities and functions.

Persons holding valid concealed weapons permits may lock firearms in motor vehicles parked on the campus in compliance with the relevant provisions of the Ohio Revised Code and the university concealed weapons policy.

(C) Policy

(1) Responsible office

The Bowling Green state university department of public safety is solely responsible for the oversight and implementation of this policy. All requests for deviation or exceptions of this policy must be approved by the director of public safety or her or his designee.

(2) Implementation of policy

Persons determined to be in violation of this policy are subject to immediate action under the university rules applicable to that individual including but not limited to, student judicial affairs, and employee disciplinary action up to and including removal, dismissal or termination in accordance with applicable law, rule or collective bargaining agreement. Persons determined to be in violation of this policy may also be subject to criminal prosecution or persona non grata proceedings.

(3) Related policies

(a) University policies on workplace violence, concealed weapons and the student code.

(D) Policy definitions

A "firearm", "deadly weapon" and "dangerous ordinance" shall have the same meaning as in section 2923.11 of the Revised Code. For purposes of this policy a "firearm" and "dangerous ordinance" does not include a cannon or artillery piece of as defined in division (L)(3) of section 2923.11 of the 'Q!T|y Revised Code, and the primers and powder appurtenant thereto, that is used only for display or celebrations at a university sponsored event.

The "university premises" are any facilities, grounds, parking lots, vehicles, that are owned or leased by the university or that are owned or leased by the state of Ohio for the benefit of the university.

Date: May 23, 2013

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-24 Reporting fraud, waste, or abuse of university resources.

(A) Policy statement and purpose

Bowling Green state university encourage its employees (faculty, administrative and classified staff) and students to disclose suspected misconduct and instances of fraud, waste, or abuse involving university resources.

(B) Policy

All such allegations are seriously considered and pursued to the extent allowed by the quality of the information received and available evidence. Individuals, when reporting such misconduct and fraudulent acts, as well as incidents of suspected waste and misuse of resources, may identify themselves or, if they prefer, remain anonymous. Allegations of financially-related misconduct, fraud, theft, embezzlement, abuse, or waste of university resources may be reported to the office of internal auditing and advisory services in person, in writing, via telephone, fax, or email to the office of internal auditing and advisory services. Allegations can also be reported online at the office of internal audit and advisory services web page: http://www.bgsu.edu/internal-auditing.html.

Internal auditing and advisory services will treat all allegations as sensitive and will reveal the information only on a "need to know" basis. All reports will be treated diligently and when properly received, the auditor will undertake a preliminary investigation to establish whether the claim has merit and can be substantiated. The audit staff follows the standard of professional practice to review the received allegations and to determine evidence for substantiation in order to draw an unbiased conclusion.

The auditor's conclusion, when completed, may be transmitted orally or in a written format. All written reports will be transmitted, as appropriate, to the department head, division vice president, vice president for finance and administration, president and the audit committee of the board of trustees. When deemed necessary, a copy of the report will also be transmitted to the general counsel, university police and/or human resources.

Date: July 1, 2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-25 Garnishment of wages.

(A) Policy statement and purpose

Bowling Green state university will comply with wage garnishment orders issued by court order or other legal or equitable procedure (e.g., Intemal Revenue Service (IRS) or state tax collection).

(B) Policy

The policy on the garnishment of wages applies to all employees, faculty, administrative and classified staff. While the manner in which employees use their wages is, of course, a private matter, the courts have the authority to force the university to hold back a portion of an employee's wages to pay a debt if a creditor has not been able to collect that which is owed. When this is court-ordered, the procedure is called "garnishment."

Additional information on the garnishment of wages policy may be found in the classified staff handbook. There is no information on this policy in the administrative staff handbook or the charter's faculty handbook although the policy applies to both groups of employees.

Date: July 1, 2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3341
Rule Amplifies: 3341

3341-6-26 Holds on student delinquent accounts.

(A) Policy statement and purpose

When university charges (room, meals, fees and others) are not paid on a timely basis, the office of the bursar will seek to collect the past due monies in a prompt business-like manner.

(B) Policy

A student experiencing financial difficulties should contact the office of the bursar promptly to arrange for the payment of any outstanding balance to avoid additional collection actions.

As part of this process, service charges will be assessed and a student's grades, diploma, transcript and/or other services will be withheld. Rooms, meals and/or registration will be canceled. If satisfactory arrangements cannot be made, the account will be referred to a collection agency, or to Wood (county municipal court, or to the Ohio attorney general's office.

Date: July 1, 2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-27 Institutional memberships.

(A) Policy statement and purpose

The university purchases annual institutional memberships in organizations deemed to best represent the university's interests.

(B) Policy

Any centrally-funded institutional membership requests must be sent to the vice president for finance and administration for approval and payment processing.

Memberships to wholesale clubs are not permitted. (e.g., Sam's wholesale club)

Date: July 1, 2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-28 Investments.

(A) Policy statement and purpose

This statement of investment policy (the "policy") is intended to specify the guidelines and objectives for Bowling Green state university ("BGSU" or the "university") investment and operating funds (the "portfolio"). The purpose of this policy is to establish direction for the management of the portfolio, to outline internal staff's responsibilities and to establish the basis for communication between the university and the external investment manager(s) and advisors.

(B) Policy scope

This policy is adopted by the board of trustees of the university to govern the investable assets of the university. This policy also identifies the broad investment strategy to be followed in the investment of the university's investable assets and the limitations on the discretionary authority to be given to internal and external investment manager(s).

(C) Policy

(1) Roles and responsibilities

The policy intends to distinctively define the roles and responsibilities of university management, the investment committee, and external advisors and investment managers.

(a) BGSU administration: The vice president for finance and administration is responsible for implementation, review of current investment strategies, and reporting as required to the joint investment committee and the board of trustees. External investment advisors may be retained to assist the university staff with the management of these investments. It is staff's responsibility to implement daily operational and tactical activities of the portfolio and to execute the strategic directions of the portfolio.

(b) Joint investment committee: The joint investment committee is responsible for broad, strategic oversight of the portfolio, including, but not limited to: developing sound and consistent investment policy guidelines; communicating clearly the major duties and responsibilities of those accountable for achieving investment results; monitoring and evaluating results to assure that the guidelines are being adhered to and the objectives are being met; approving actions to be sent forward to the full board of trustees for approval and action by the vice president for finance and administration, and undertaking such work and studies as may be necessary to keep the board of trustees of the university adequately informed as to the status of the investment of the assets.

On a day-to-day basis, the committee will be represented by BGSU's vice president for finance and administration, who is to act as liaison for communications between the committee, the board of trustees, and investment consultant.

(c) Board of trustees: The board of trustees is responsible to ensure that annual appointments of trustees have been made to serve on the joint investment committee and duly consider all actions forwarded by the joint investment committee. The board may also choose to delegate investment decision making authority to the joint investment committee to act on its behalf as may be desirable to ensure the timeliness of any actions the vice president has been directed to take.

(d) Investment consultant: The investment consultant/advisor is responsible for: assisting in the development and implementation of investment policies, objectives and guidelines; reviewing asset allocation and investment strategy and recommending changes; reviewing all managers including search, selection and recommendations; providing a quarterly performance evaluation report and assessment of the portfolio assets; reviewing asset allocation to determine if the current levels are consistent with the asset allocation ranges stated in this document; assisting the administration in special tasks; monitoring the performance of each investment manager to determine if performance is outperforming the appropriate benchmark; communicating with all investment management organizations to determine portfolio composition and ascertain information concerning organizational change; and monitoring the performance of the portfolio to determine if the collective investment strategy is outperforming the appropriate benchmarks.

(2) Investment objective

The university has multiple investment objectives for its portfolio. The principal objective is to achieve a risk adjusted return with investments which are oriented to safety of principle, liquidity, and a stable level of current income. The secondary objective is portfolio growth by investing in vehicles which provide such opportunities. These objectives are to be accomplished within state and other regulatory requirements and prudence.

The policy is intended to provide flexibility to staff to adjust the investment allocation (within a predetermined range), and limit the types of securities depending on the financial needs of the university.

(3) Risk tolerance

Risk tolerance must be considered in conjunction with the expectations from the operation of the university. Thus, investment risk is part of the university's total operational risk. Acceptable levels of risk are largely a function of the financial soundness of the university. Various factors which influence the organization's risk tolerance, such as funds provided by the state of Ohio, enrollment, etc., are significant determinants when evaluating the risk tolerance. The factors are quantitative and qualitative in nature and should address operational and investment issues.

(4) Investment constraints

There exist certain boundaries on investment decision-making that must be stated and respected. The boundaries are formally called investment constraints and include liquidity, time horizon, regulation/legal restrictions, taxes, and unique needs of the organization.

(a) Liquidity: The level of liquidity, in part, determines the organization's capability to fund its operating requirements. To ensure that these cash flow needs are met, the availability of cash must be addressed prior to allocating funds to longer-term assets. From time to time the liquidity pool levels may increase to accommodate anticipated expenditures such as expenditures associated with payroll (recurring) and capital expenditures (non-recurring), etc.

(b) Time horizon: While the university is a going concern and invests in a fashion consistent with a long-term horizon, the investment Portfolio must also accommodate the requirements of the immediate need of cash for administrative requirements. Accordingly, the investable assets of the university can be categorized as immediate needs (liquidity pool) and those investable assets available for Portfolio growth (investment pool). Both pools fulfill a unique role with each pool having distinguishing characteristics.

(c) Regulatory/legal restrictions: The state of Ohio may, from time to time, provide legislation regarding levels of prudence, etc. In all instances, the university will be in compliance with these regulations.

(d) Taxes: The university does not pay state or federal income taxes.

(e) Unique needs: As with any institution, the university has its own character that makes it different from other institutions. Therefore, the university must consider its uniqueness when making investment decisions. Some of the needs that must be addressed include maintaining/improving financial strength and working smoothly and efficiently with the needs of the university.

(5) Asset allocation

More than any other factor, the asset allocation decision determines the risk and return of a portfolio. Since the investing function is closely integrated with the business function, asset allocation decisions cannot be made without first considering the expectations for the fiscal year. Once those characteristics are identified and analyzed, investment decisions can then be made.

Consistent with the primary objective of this policy, diversification is the primary focus of asset allocation. Each portfolio will have an allocated range and a target level. From time to time, the administration may transition the portfolio to a more/less conservative position, depending on the items addressed under investment constraints.

Investable funds are to be allocated to the investment pool after the requisite funds are estimated in the liquidity pool. The purpose and determination of size for each pool is summarized below.

(a) Liquidity pool

Purpose: Serves as a source of liquidity to meet normal operating requirements and provide funds for anticipated near-term capital expenditures. The size of this pool will be determined based on cash flow needs as projected by a twelve month cash flow projection.

(b) Investment pool

Purpose: The investment pool is comprised of assets in excess of the liquidity pool that the university can invest in a fashion to meet its income and growth goals. Under normal circumstances, the investment pool shall have fixed income, equity securities, and alternative investments. This pool shall serve as the primary source of portfolio growth through the use of portfolio enhancing opportunities.

The asset allocation shall be a function of the results of a determination of the university's financial strength and the opportunities in the capital markets. The broad ranges for the asset allocation are established in the table below and shall be approved by the board of trustees. The specific allocation within each asset class is to be determined by the joint investment committee in cooperation with the administration and the investment consultant. This allocation will largely be determined by its relative size and management's objectives. Therefore, the allocation may change from time to time and does not require the approval of the board provided it is within the board's approved ranges. The asset classes along with representative benchmarks, is presented in appendix A in this rule.

(i) Growth assets: It is expected that the portfolio will have a modest allocation to growth assets. These investments are expected to help grow the portfolio over time. Growth investments include, but are not limited to: equity, equity-oriented marketable alternatives, and nonmarketable equity strategies.

(ii) Risk reduction assets: It is expected that the portfolio will need protective assets to help mitigate portfolio risk. These assets should have long term returns comparable and/or complementary to equity with significantly less volatility. Included within the risk reduction assets will be fixed income securities, cash, and low volatility marketable alternatives.

(iii) Inflation protection assets: Inflationary pressures could damage the purchasing power of the portfolio. Given this, a small portion of the portfolio will be dedicated to protecting against inflation. Investments in this category have historically performed well during times of high unexpected inflation. The investments could include non-marketable or marketable real estate and oil and gas, inflation-linked bonds, and commodities investments.

Investment portfolio

Portfolio range

Growth assets

30-40

Risk reduction assets

45-55

Inflation protection

10-20

(6) Policies for traditional and alternative managers

The following are performance goals and constraint guidelines placed on individual managers within specific asset classes:

(a) All traditional managers: Index managers can be terminated if performance or volatility significantly differs from that of the benchmark. Active managers may be terminated due to philosophical changes, management turnover, poor long-term investment performance, or other material changes. The investment consultant will also monitor investment managers' risk on an ongoing basis. It is expected that the investment consultant will use multiple risk metrics in their evaluation of the managers.

(b) Alternative investments: Alternative investment managers typically must have significant latitude in the strategies and investments they make and the leverage they introduce into a portfolio. As a result, it is generally not feasible to impose guidelines and restrictions on such managers. Instead, the committee may choose to terminate a manager, subject to the manager's liquidation policy, if they are dissatisfied with the manager and/or his strategy.

(7) Consolidated portfolio administration

(a) Management of the individual portfolios:

Generally, the university's staff shall manage the liquidity pool internally, while external investment managers shall manage the investment pool assets under the direction of the university and the investment advisor. Other arrangements are possible if approved by the board.

This statement of investment policy shall be provided to each manager retained to manage the assets. While individual portfolios may not conform to each characteristic, the asset classes (equities, core bonds, etc.) shall fully conform to policy.

(8) Performance evaluations standards

The university intends to maintain open communication with the investment manager(s). The focus of these exchanges shall be on understanding the manager's expectations for the economy and capital markets and how these are reflected in the portfolio. A necessary part of the communication process is the evaluation of the progress of the portfolio and to this end, investment results shall be reviewed quarterly.

The performance of the investment portfolio, net of management fees and transaction costs, shall be evaluated relative to and is expected to be at least equal to the appropriate benchmark indices noted for each asset class or, if applicable, as set forth in the specific supplemental investment restrictions for each investment manager. However, it is not anticipated that comparisons with market indices and peer groups shall be favorable in every single quarter or year. It is expected that they will be favorable over any rolling three-year cycle. Analysis of performance shall always be within the context of the prevailing investment environment and the investment manager's particular investment style.

External investment managers or advisors shall be expected to meet with the university's management periodically to review the investment outlook, structure of their portfolios, and past results.

(9) Approval

This policy as approved by the board of trustees of the university shall be provided to each internal and external investment manager.

(a) Monitoring of objectives and results

The dynamics of the university's operations and the capital markets require flexibility and adaptability in investment decision-making and practices. To promote flexibility and adaptability, the policy shall be reviewed regularly for appropriateness by the vice president for finance and administration. Modifications to the investment policy may be proposed from time to time. However, to enforce the principles of flexibility and adaptability, the vice president for finance and ST administration in consultation with the investment consultant shall review the need for any changes at least annually and make a recommendation to the board.

(10) Conflict of interest

All persons responsible for investment decisions or who are involved in the management of the portfolio or who are consulting to. or providing any advice whatsoever, to the Joint investment committee shall disclose in writing at the beginning of any discussion or consideration by the joint investment committee, any relationships providing material benefit, which the person has or may reasonably be expected to have, with respect to any investment issue under consideration. The board may require such persons to remove themselves from the decision-making process.

Any members of the joint investment Committee responsible for investment decisions or who are involved in the management of the Portfolio shall refiise any remuneration, commission, gift, favor, service or benefit that might reasonably tend to influence them in the discharge of their duties, except as disclosed in writing to and agreed upon in writing. Failure to disclose any material benefit shall be grounds for immediate removal from the joint investment committee. This provision shall not preclude the payment of ordinary fees and expenses to the portfolio's custodian(s). investment managers and consultant in the course of their services on behalf of the university.

Appendix A to this rule

Date: December 3. 2009

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-29 ITS computer lab utilization.

(A) Policy statement and purpose

Information technology services (ITS) at Bowling Green state university provides computer lab facilities to support the academic, research and instructional activities of the university. The resources provided are intended for the sole use of university faculty, staff, students, and authorized users.

(B) Policy

Authorized users should be prepared to validate their university affiliation by showing a valid BGSU ID if asked to do so at any time.

(1) Food and drink are prohibited in ITS computer labs.

(2) Report any hardware, software, or network problems as directed within the labs. Do not attempt to fix these items yourself.

(3) Only ITS lab consultants are to occupy the area behind the operations desk.

(4) The telephone at the lab consultant's desk is provided for business use only. There is a public accessible phone provided within each building for general use.

(5) Computer labs are intended for instructional and official use. Commercial or business use of lab equipment is prohibited. Academic use takes precedence over recreational use; students using computers for recreational purposes will be asked to relinquish their machines if students are waiting to do class work.

(6) Noise levels must be minimized to allow clients to complete their work. Please keep talking and general noise to a reasonable level to allow others to concentrate. All ringers and alarms on such devices should be turned off or set to vibrate. Headphones are available at the desk for checkout with proper ID for clients who need to use software with audio.

(7) All lab clients are expected to understand and comply with the provisions of the United States copyright laws as they apply to computer software and corresponding documentation.

(8) The creation or use of illegal copies of software on lab equipment is prohibited.

(9) All labs are considered public forums. Materials viewed online which could be considered objectionable, offensive, or otherwise inappropriate to others in the lab are prohibited.

(10) Responsibilities

(a) User responsibilities

(i) Alert the lab consultant to any printer needing attention - i.e. for restocking of paper/clearing of paper jam.

(ii) Take responsibility for saving your work often! Be sure to label your media with name and phone number.

(iii) Lab staff is allowed to consume food in the operations area of this lab. They are asked to do so discreetly and away from lab equipment.

(iv) Lab consultants are trained in general use and troubleshooting of basic application packages. Consultants may not be able to answer all questions regarding specific software.

Date: August 6, 2013

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-30 ITS facility rental.

(A) Policy statement and purpose

Instructors (faculty, staff and graduate students teaching university classes) may use ITS computer facilities for internal academic and administrative fimctions at no charge. These include such activities as official university classes, seminars, staff-training sessions and university users groups. Programs arranged by continuing and extended education that offer university credit are considered classes and are included in this category.

(B) Policy

All other groups using ITS computer facilities will be charged a rental fee according to the schedule below:

(1) External for profit groups will pay an hourly rate of fifty dollars for up to twenty systems and an additional two dollars and fifty cents per each system over twenty.

(2) Non-profit organizations will pay seventy-five per cent of the external rate. (University departments sponsoring a conference and charging outside fees will pay at the non-profit rate.)

If groups renting computer facilities need the assistance of information technology services staff, they will be charged at the rate of ten dollars per hour for student time. If contract or classified staff are needed, the rates are negotiable. If the facility is rented at a time that it is normally closed, there may be a charge for unlocking and relocking.

Those wishing to rent an ITS facility/area should contact Ginny Pinkelman via email at ginnyg(a),bgnet.bgsu.edu or by phone at 419-372-2006. At least five days prior notice is required. Request for rental of a facility may be denied during peak usage.

Date: August 6. 2013

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-31 Key issuance.

(A) Policy statement and purpose

The following policy applies to all key-holders, including faculty, administrative staff, classified staff, students, contractors, vendors, or any other persons issued university keys.

(B) Policy

When any person who possesses a university key leaves the employment or enrollment of the university, the key(s) are to be returned to campus operations so that a receipt can be issued and the final paycheck or records released. Former key holders who retain keys will be subject to police action for recovery of university property.

When key holders transfer to other positions on campus, their current keys are to be returned to campus operations and not taken with them to the new assignment. The new position will determine which keys are to be assigned. Current keys must be surrendered prior to issuance of new keys.

Key holder keys are not to be passed on to the key holder's replacement; rather they will be reissued to the replacement by the campus operations' key unit.

Request for key(s) are to be made by an authorized departmental representative via the BGSU key request form (available on the campus operations web page). Keys will only be issued to individuals in their own name.

Keys will not be issued in department or office names. Departments or offices who wish to manage a departmental/office key box for shared or loaned keys must seek approval from campus operations and utilize a locked key box with an approved key check-out/check-in process.

Key holders must pick up their own keys and provide a Bowling Green state university photo ID (or other legal form of photo identification) in addition to the properly authorized blue key card. The blue key card must be signed by a department chair, director, college dean or vice president before a key will be issued.

Requests for building master, sub master, Marlok or restricted keys must also be accompanied with a written justification and signature approval of the department chair, director, college dean or vice president over the area. Grand master keys exist for police use only. These keys are not available for issue at any other level.

Alarm key requests need the written approval of the department chair, director, college dean or vice president responsible for the area.

When a key holder loses a key, the unit head must request the replacement key in writing. If an assigned university key is lost or stolen, the key holder may be responsible for the replacement charge plus the cost of labor and materials to rekey and reissue keys to the affected areas and key holders. Replace charge for master or sub-master key is one hundred fifty dollars, individual key is twenty-five dollars.

Duplication of keys for any university facility or equipment is prohibited.

(1) Related policies

Additional information on the key issuance policy may be found in the administrative staff handbook and the classified staff handbook.

Date: July 1, 2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-32 Laptop loan.

(A) Policy statement and purpose

Eligibility for participation requires enrollment as a BGSU undergraduate or graduate student and documents indicating financial need for submission to the office of student financial aid.

(B) Policy

(1) This laptop will be provided for a loan period of one academic year (Fall to spring semesters). At the end of the loan period, you must return the laptop to the circulation desk of the Jerome library in the same condition as when issued. Loan renewals for the following academic years will be granted on an application basis. Special consideration is not given to those with previous loans.

(2) If you withdraw from BGSU, you must turn in your laptop as soon as you withdraw or prior to graduation. The laptop should be turned in to the circulation desk of the Jerome library and must be in the same condition as when issued. You will have seven working days after your withdraw or graduation to return the laptop. Failure to do this will result in a late fee often dollars per day and will go as high as the replacement value of the laptop. The late fee will start accumulating on the eighth day. It will be charged to your bursar account and may be taken out of your financial aid package.

(3) You will be responsible for repair costs if the computer is damaged due to misuse, accidents, modifications, unsuitable physical or operating environments, or improper maintenance by the user. This type of damage may include, but is not limited to: LCD panel damage; cracked, scratched or broken parts; broken latches; broken connectors; liquid damage caused by spills; damage from foreign material inside the system; CD-ROM drive damage; or shock from misuse or drops. Repair costs will be charged to your Bursar account and may be taken out of your financial aid package.

(4) At the end of the fall semester, the laptop must be checked into the circulation desk of the Jerome library for renewal. Failure to check the laptop in will result in a late fee of ten dollars per day to your Bursar account and may be taken out of your financial aid package.

(5) BGSU does not assume any responsibility for theft or loss of the laptop. Stolen or missing laptops should be reported immediately to the BGSU campus police at (419) 372-2346. As soon as a police report is available, you must provide a copy to the circulation desk of the Jerome library. You are responsible to BGSU for the entire cost of the laptop if it is stolen. Replacement costs will be charged to your bursar account and may be taken out of your financial aid package.

(6) You may be asked to bring in your laptop for routine maintenance. We will run diagnostic tools on it and give it a "tune-up" to ensure optimal performance.

(7) You are responsible for checking your BGSU email account regularly for periodic updates from the circulation desk of the Jerome library.

(8) Anyone called up for active duty in the military is responsible for returning their laptop before they are deployed.

Date: August 6, 2013

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-33 My VPN.

(A) Policy statement and purpose

In order to maintain the appropriate level of protection for BGSU systems and data as well as provide for external access for authorized users, the BGSU MyVPN has been implemented by information technology services (ITS). This policy has been created to mitigate any threats and vulnerabilities to BGSU's information technology resources that are accessed through the BGSU MyVPN.

(B) Policy definitions

Virtual private network (VPN) - a "tunnel" connection created to allow secure communications over public networks.

Information technology resources - All aspects associated with management and processing of information. This includes facilities, technologies, and data used for university processing, transfer, storage, and communications. Examples of these resources, include, but are not limited to, computers, networking equipment, telecommunications equipment, electronic mail, electronic information sources, network bandwidth, wireless devices, video communications, IP telephony, university assigned accounts, voice mail, passwords, access controls, storage media, documentation, personal digital assistants.

Public computers - Any computer that is available to the general population. Example of public computers includes, but not limited to, airport kiosks, library computers, internet cafes etc.

(C) Policy

(1) Connection to the BGSU MyVPN is considered an extension of the BGSU network. Thus usage of the BGSU MyVPN and its connected systems must be consistent with all relevant BGSU policies.

(2) Only authorized users are permitted to use the BGSU MyVPN.

(3) All users must obtain access via the BGSU MyVPN access request web form.

(4) The BGSU MyVPN must only be used for official university business.

(5) Supervisors of MyVPN users must inform ITS whenever a user no longer needs access to the BGSU MyVPN so access can be deactivated.

(6) Users may not access the BGSU MyVPN from public computers.

(7) Responsibilities

(a) User responsibilities

(i) Users must logout when they have completed any work through the BGSU MyVPN.

(ii) Users must report any known or suspected unauthorized usage of their BGSU MyVPN account to ITS immediately.

(iii) Users are responsible to assure the system they are accessing the BGSU MyVPN is secure. This includes, but is not limited to, ensuring the system is free from all malware (viruses, worms, trojans, spyware, etc.), firewalls enabled, and security updates applied.

(8) Enforcement and sanctions

Individuals or entities in violation of the BGSU MyVPN policy will be referred to the appropriate disciplinary authority for review. Access privileges may be suspended without prior notice if it is determined that a policy violation is causing a current or imminent threat to the confidentiality, integrity, or availability of information technology resources.

(9) Related polices

Information technology

Date: August 6, 2013

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-34 Parking regulations.

(A) Policy statement and purpose

The general assembly of the state of Ohio has granted the board of trustees the authority to create parking and traffic regulations to control the use of all vehicles on university property. This policy having been duly approved is legally enforceable by the duly appointed enforcement officers of the university. All applicable statutes of Title 45 "Motor Vehicles" of the Revised Code shall apply to all owners and/or operators of motor vehicles on university property.

(B) Policy

Parking services is a university auxiliary service. Generated income shall be used for the operation of parking services, enforcement of regulations, the maintenance and improvement of existing parking areas and the construction of additional parking areas.

(1) The manager of parking services is responsible for the registration and parking of vehicles on property owned or leased in whole or in part by Bowling Green state university. The manager of parking services is authorized to set forth parking services rules and regulations which will be published online and accessible to the public. All persons on university property must comply with all provisions of the parking services rules and regulations and any lawful order of any duly appointed enforcement officer of the university.

(2) Parking permits are and shall remain the property of Bowling Green state university.

(3) A duly appointed enforcement officer of the university may have a vehicle removed if found parked in violation of any of the parking services rules and regulations. Vehicles may be towed or booted for unpaid tickets even though legally parked at the time.

(4) Parking services is authorized to install parking control signs on university property as it deems necessary. No person while operating a motor vehicle on university property shall fail to comply with the provisions of officially-posted parking signs, markings or traffic control signs unless otherwise directed by a duly appointed enforcement officer of the university.

(5) No person while operating a motor vehicle on university property shall drive onto prohibited areas nor shall they park or remain stationary in areas prohibited by the parking services rules and regulations.

(6) Registration for parking

(a) The vehicles of all employees, students, vendors, contractors and visitors of the university must display valid parking permits obtained through parking services while parked on campus during enforcement hours.

(b) All parking permits must be displayed as directed by parking services.

(c) Parking permits are only valid on vehicles that are operable and display a current license plate registration.

(d) Bowling Green state university parking permits may only be sold by and purchased from parking services or their authorized agents exclusively and cannot be resold.

(e) Employees who park their vehicles on university property during enforcement hours, other than in an area designated as a free parking area, will be charged for their parking permit according to the type of permit they choose. Employees covered by a collective bargaining agreement will be charged for their parking permit in accordance with the terms of the bargaining agreement.

(f) University students will be charged for their parking permit in accordance with established rates and the type of permit they choose.

(g) Vendors, contractors and visitors to campus will be charged for parking permits in accordance with established rates and the type of permit they choose.

(7) Responsibility. Any ticket issued against a valid permit displayed on a vehicle parked in violation of these regulations will be the responsibility of the registered permit holder, unless the permit was previously reported lost or stolen. If the vehicle does not display a valid permit and the operator is not known, the ticket will be the responsibility of the vehicle owner.

(8) Misuse of parking permits.

(a) No person shall make, possess or display an altered or counterfeit permit.

(b) No person shall possess or display a stolen or found permit or give said permit to another person knowing that the permit was reported lost or stolen.

(c) No person shall knowingly give false information in application for a permit or in the reporting of a lost or stolen permit.

(d) No person shall use a permit for any purpose other than that for which it was intended.

(e) No person shall purchase or furnish a permit to another person who is not authorized to have that permit.

(f) No person shall fail to surrender any permit to parking services on demand.

(9) Parking privilege suspensions and fines.

(a) Fines will be assessed for parking violations as indicated in the parking services rules and regulations set forth by the manger of parking services.

(b) Parking ticket appeals must be submitted according to the procedures identified in the parking services rules and regulations set forth by the manager of parking services. All appeals will be reviewed by parking services or an appeals committee established by the manger of parking services. Once a decision has been made regarding the appeal, the individual will be notified.

(c) If the fine for the parking ticket is not paid or appealed within the appropriate timeframe, one or more of the following actions may be taken:

(i) Application for renewal of parking permit may be denied.

(ii) Vehicle may be towed or booted at the expense of the violator/owner.

(iii) Transcript of academic records may be withheld.

(iv) Permission to register for classes may be denied.

(v) Parking privileges may be suspended until all past fines are paid, and vehicle towed or booted immediately if found parked on university property.

(d) In addition to being assessed fines or having parking privileges suspended, persons violating any of the parking rules and regulations set forth herein may be charged under applicable state statutes and/or may be referred to student conduct or the appropriate vice president.

(10) Validity of regulations. If any provision of this policy or any provision of the parking services rules and regulations set forth by the manager of parking services, or any parts thereof, shall for any reason be held to be illegal, invalid or unenforceable, such illegality, invalidity or unenforceability shall not affect any other provision and the remaining provisions shall be construed and enforced as if such illegal, invalid or unenforceable provision did not exist and each of the remaining provisions shall continue to be effective and operative to the full extent permitted by law.

(11) Temporary modifications. The director of public safety is granted the authority and responsibility for temporarily modifying certain provisions of this policy under extraordinary or unusual circumstances when such modification is in the best interest of the university.

Date: July 1, 2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-35 [Rescinded] People Soft account administration.

Effective: 2/4/2016
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345
Prior Effective Dates: 3/17/2015

3341-6-36 "Persona non grata" status for campus visitors.

(A) Policy statement and purpose

BGSU is authorized by law to regulate the use of university premises so that the university's educational objectives and programs can be pursued in an orderly manner. Accordingly. BGSU adopts this policy.

(B) Policy

(1) Definitions

(a) "Persona non grata" means a visitor whose behavior has been determined to be detrimental to the university community and who is not permitted to be present on the university premises. A person who is persona non grata is subject to prosecution for trespass should he or she be found on the university premises.

(b) "Visitor" means any person who is neither a currently enrolled student nor an employee. This definition includes persons enrolled at the university in the past but who have graduated, transferred, or who are not enrolled for the current academic term. It includes former employees. The term "visitor" does not include any person who is subject to the jurisdiction of the student code of conduct or the disciplinary processes applicable to employees. Where a person's status is in doubt the university may commence action against that person under this policy and then later refer the matter to the appropriate procedure if the person is later determined to be a student or employee.

(c) "Behavior detrimental to the university community" includes but is not limited to actions by a visitor which

(i) disrupt or interfere with university operations or programs or which pose a reasonably foreseeable risk of doing so.

(ii) are offenses against persons or property,

(iii) violate a previous legitimate order given by a university official, or

(iv) are a continuing violation of university rules and regulations after notice of the rules has been given. The actions listed above do not include the exercise of free speech or the right to assemble peaceably.

(2) Authority and delegation

Only the university president or his/her designee has the authority to declare a person persona non grata. For purposes of this policy the university president delegates responsibility for issuing persona non grata orders to the vice president for finance and administration (hereafter "the vice president").

(3) Determination, notice, and hearing

(a) Notice of persona non grata status.

A campus visitor engaging in behavior detrimental to the university community shall be served with notice that such behavior is not acceptable and as a consequence the person is barred from the university premises for the period specified in the notice. A notice of persona non grata status may be approved only by the university president or the president's designee who is the vice president. The restrictions imposed by persona non grata status shall take effect upon service of the notification on the visitor being placed on persona non grata status.

(i) The notice shall contain:

(a) Name and last known address of the visitor.

(b) A statement of the unacceptable behavior necessitating the persona non grata order.

(c) A statement that the individual is persona non grata and thus is barred from being on the university premises. The person shall be informed that this status shall continue until the date specified or until the order is modified following the hearing provided for in this section.

(d) A statement that the person is entitled to a hearing to be conducted before the university vice president. Following the hearing the vice president shall make a determination of whether or not to maintain the visitor on persona non grata status.

(e) The name, office phone, and office location of the vice president.

(f) That individual must contact the vice president to request a hearing date and to confirm attendance at the hearing within five business days of the notice.

(g) A warning that the individual's failure to confirm attendance at a hearing with the vice president within five business days of the notice may result in a determination as to persona non grata status being made without the accused individual being present.

(h) Notices must be reviewed by university general counsel before they are issued.

(b) Hearing and procedure

(i) A visitor subject to a persona non grata order may request a hearing before the vice president. The hearing may be held at any convenient place selected by the vice president. At that hearing the visitor may challenge the grounds for issuing the persona non grata order; the evidence against him or her; confront any witnesses; and present evidence including witnesses on his or her behalf. If the visitor chooses not to be present or participate, the visitor may be deemed to have waived the hearing or the process may proceed at the discretion of the vice president.

(ii) The visitor may be accompanied by another individual who may serve in an advisory capacity but who may not participate directly in the hearing.

(iii) The vice president shall hear and weigh all evidence presented. To continue the accused visitor on persona non grata status the vice president must find by a preponderance of the evidence that the accused visitor engaged in the behavior alleged and that the alleged behavior is detrimental to the university community. If such a finding is made, the vice president may take into consideration the reasons for such behavior and the likelihood of its recurrence. Based on these findings and considerations, the vice president may continue the visitor on persona non grata status for a period of up to two years subject to conditions that the vice president finds reasonable to allow the university's operations or programs to be conducted free from undue disruption or interference.

(c) Notification of hearing decision.

Notification shall occur, when possible, upon the conclusion of the hearing. If not given at the conclusion of the hearing, notice of the hearing outcome shall be given within ten business days. Notice shall be provided by the best means available to the last known address on file with the university. Receipt of the notice should be verified when possible.

(d) Review by the president.

(i) Following a hearing, a visitor subject to a persona non grata order may submit a written request for review to the president. The request must be submitted to the president within ten business days of the date on the notice of decision by the vice president.

(ii) The president's review shall be limited to a review of the record developed before the vice president. The president shall not consider any facts not presented to the vice president at the hearing unless it is shown that these facts were not available to the visitor at the time of the hearing and could not have been discovered by the visitor through reasonable diligence in time for the hearing. The president's review of that record shall be limited to:

(a) Determining whether there is adequate factual support in the record to support the conclusion reached by the vice president.

(b) An examination of procedural errors which may have occurred in the persona non grata determination process.

The persona non grata status shall remain in effect pending the president's decision on the review. The president or designee shall render his or her decision within ten business days of receipt of the request for review. The president's decision shall be final.

(4) Modification of a persona non grata order:

Persona non grata status continues without interruption until modified in writing by the university vice president. During the time that the persona non grata status is in effect, the vice president may in his or her sole discretion modify or rescind the order to grant permission for entrance of the person declared persona non grata to enter onto specified university location(s) for a specified purpose and limited period of time. The decision whether to modify or rescind an order during its original effective period shall be final and not subject to review or appeal under this policy.

Date: September 1, 2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-37 Purchases from employees.

(A) Policy statement and purpose Pursuant to division (D) of section 102.04 of the Revised Code the following university policy exists.

(B) Policy

Pursuant to division (D) of section 102.04 of the Revised Code, there are certain restrictions involved in the purchasing of property, supplies, or fire insurance from any organization or business in which a university employee or any member of the employee's family has a financial interest.

Date: July 1.2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-38 Purchasing, sales, and disposal of university property and inventory control.

(A) Policy statement and purpose

The purpose of this policy is to ensure the proper administration of the university's purchasing and inventory disposal activities.

(B) Policy

(1) Opening statement

Bowling Green state university shall conduct its procurement activities in an efficient and cost-effective manner that supports the mission of the university while maintaining compliance with applicable state and federal laws and regulations. All university procurement activities shall be administered through the division of finance and administration and will be conducted in a manner that is compliant with the university purchasing manual and best practices.

(2) Competitive bidding will be required in the following circumstances:

(a) The purchase or lease of any equipment, material and supplies when the cost is twenty-five thousand dollars or greater; The procurement of services when the cost is fifty thousand dollars or greater; Construction contracts when the estimated cost is two hundred thousand dollars or greater; Competitive quotations may also be solicited for purchases below the established competitive bidding limits whenever it would best serve the interests of the university.

(b) Any purchase or lease of any material, equipment, supplies, or services subject to competitive bidding shall be advertised in a way that is determined to be in the university's best interests.

(3) Waiver of competitive bidding

The purchasing department has the authority to waive competitive bidding when the following requirements are met:

(a) Sole source vendor - as determined by the responsible purchasing officer, and approved by the vice president of finance and administration (VPFA) or in the absence of the VPFA, by the university's president.

(b) Emergency situation requiring such action - as determined by the president, vice president of finance and administration, or his/her designee.

(c) Need to utilize an existing vendor or to maintain consistency of good/product where changing vendors or utilizing different brands would resuch in additional cost, or resuh in incurring unnecessary or excess costs to facilitate a change - as approved by the responsible purchasing officer based on satisfactory supporting documentation.

(d) Existing state of Ohio contracts, inter-university council contracts. Bowling Green state university contracts or other institutional memberships extending pricing to the university are utilized as a source for the established price.

(4) Vendors and related ethical/legal issues

Bowling Green state university recognizes the importance of having strong, mutually rewarding relationships with the vendors with whom it does business. The university seeks to maintain and improve these relationships by treating vendors in a fair and equitable manner. Individuals authorized to place purchase orders with vendors on behalf of the university shall do so in accordance with the BGSU code of ethics policy and shall not allow relationships with these vendors and/or their employees to influence the award.

(5) Buy Ohio

The university shall give preference in its purchasing activities to products that are produced or mined in Ohio and to bidders that qualify as having a significant Ohio economic presence in accordance with division (B) of section 125.11 of the Revised Code. This requirement may be waived when compliance would result in the university paying an excessive price for the product or acquiring a disproportionately inferior product.

(6) Buy America

Division (B) of section 125.11 of the Revised Code stipulates that state agencies and public colleges or universities shall give preference in their purchasing activities to products produced, mined, or manufactured in the United States.

(7) Equal employment opportunity requirement

Bowling Green state university requires that a supplier in bidding and/or filling a purchase order agrees not to discriminate against any employee or applicant for employment with respect to tenure, terms, conditions, or privileges of employment, or any matter directly related to employment, because of ethnicity/race, religion, color, gender, sexual orientation, age, veterans and persons with disabilities, or national origin. The supplier also must agree that every subcontract shall contain a provision requiring nondiscrimination in employment.

(8) Minority business

The university shall seek to set aside a specified per centage of its estimated value of all purchases per year for competition by certified minority business enterprises in accordance with section 125.081 of the Revised Code

(9) Inventory control and the sale or disposal of university equipment

(a) Equipment purchased with university funds, or held and identified as an asset of the university, shall be subject to university inventory control procedures. All equipment with a value in excess of three thousand five hundred dollars (capitalization threshold) with a life expectancy of more than one year must be tagged and assigned an inventory control number. Each department head is responsible for such equipment and shall perform a physical equipment inventory every two years in order for the university to maintain compliance with applicable federal and state regulations.

(b) The logistics department, working with the controller's office, has responsibility for the sale or disposal of property by one of the following methods:

(i) Redistribution within the university community;

(ii) An advertised public auction with the property being sold to the highest bidder;

(iii) Pursuant to competitive bidding procedures with the award being made to the highest bidder;

(iv) An advertised public sale with the property having a price assigned to each item and sold to the public at a stipulated time and place; or

(v) Property may be disposed of in ways determined to be the most economical for the university.

(c) No employee of the university who has participated in the following:

(i) Determination to dispose of property, preparation of property for sale, determination of the method of sale, or who has acquired information not otherwise available to the general public regarding usage, condition, quality or value of property may then bid on or purchase any property offered for sale by the university.

(ii) To qualify as a purchaser of such property, an employee of the university may be asked to certify in writing that he/she has not participated in any of the activities or acquired information as specified in this rule

(10) Personal purchases

No personal purchases are permitted to be made, either via the purchase order system, a payment request, the university's purchasing card or other institutional purchasing methodology. In addition, no employee may use the university's name or present him/herself as an agent of the university when making personal purchases.

Date: March 22. 2012

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-39 Sensitive data privacy.

(A) Policy statement and purpose

BGSU must protect its information resources, comply with laws and applicable statewide policies issued by the Ohio office of information technology (OIT) under the authority of the Ohio Revised Code, and comply with other university policies regarding the protection and use of university data and information technology resources. As a result, the policy on sensitive data privacy has been established.

(B) Policy

BGSU stakeholders must have the ability to collect and process information for administrative and academic purposes. Information collected and processed may include sensitive information.

Sensitive information includes personal information and proprietary information of the university included but not limited to: social security numbers, driver license numbers, credit card or other financial account numbers, BGSU ID numbers, protected health information, financial data, educational records, intellectual property or research records, donor profiles, or any information that could result in a material risk of identity theft, a violation of the family educational rights and privacy act, or otherwise harm the legitimate financial and reputational interests of the university if unauthorized access is permitted, whether intentionally or unintentionally.

BGSU stakeholders are to use university information on university owned media or equipment. BGSU stakeholders are not to store, communicate, transport, or process university information on personally owned media, devices, or computers without prior written approval from the appropriate vice president and the approval of the personal equipment by information technology services (ITS).

Information on university owned portable devices such as flash drives, disks, or laptop computers must be stored in physically secure locations and is not to be transported without encrypting the data using university approved software and techniques.

Software, policies, and procedures for encrypting sensitive information are currently installed. To schedule encryption installation for a university owned portable device, contact the technology support center (TSC) at extension 20999 or email at tsc@bgsu.edu.

The Ohio Breach Notification Act requires prompt notification to individuals whose personal information has been exposed if the incident could lead to fraud or identity theft. Any loss of sensitive data, disclosure of sensitive data to unauthorized individuals or suspected misuse of sensitive data must be immediately reported to the office of the CIO.

(1) Related policies

(a) Code of ethics and conduct; core values; information technology policy; records retention requirements

Date: August 6, 2013

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-40 Bicycles, skateboards, and other personal conveyance vehicles.

(A) Policy statement and purpose

Bowling Green state university recognizes that students, faculty, and staff use a variety of means of transportation on campus. Although personal choice is important, the university must consider the safety and well-being of the campus community and visitors, as well as the preservation of university property. In an effort to balance the concern for safety with the use of various modes of transportation on campus, the university has issued this policy regarding the use of bicycles, and other personal conveyance vehicles on campus.

(B) Policy definitions

Personal conveyance vehicles

Vehicles powered by the individual rider, by motor, or by batteries that may be operated on sidewalks. These include, but are not limited to, bicycles, motor scooters, mopeds, segways, roller blades/skates, skateboards, motorized skateboards, and self-balancing scooters (hoverboards), and other similar-wheeled devices.

University property

Buildings, grounds, and land that are owned by Bowling Green state university, or controlled by Bowling Green state university via lease or other contractual agreement.

(C) Policy scope

(1) This policy applies to all use of such vehicles in and on university property.

(2) This policy does not apply to:

(a) Wheelchairs and other personal mobility devices as defined by the ADA.

(b) Personal conveyance vehicles operated by the BGSU police or Bowling Green city police.

(c) Specifically approved or university sanctioned events involving personal conveyance vehicles.

(D) Policy

The following requirements govern the use of personal conveyance vehicles on university property.

(1) Bicycles, skateboards, and other personal conveyance vehicles shall not be ridden in the following locations:

(a) Within any university building.

(b) On any ramp established for the use of persons with disabilities.

(c) On any stairs, stairways, landings, loading docks, handrails, or other raised surfaces such as ledges and parking curbs.

(d) On university structures, including but not limited to benches, column bases, walls, artwork, and sculptures.

(2) Riders shall operate at a safe speed, and yield to pedestrians at all times. Reckless or negligent operation of personal conveyance vehicles is prohibited.

(3) Personal conveyance vehicles outside of buildings must be parked in a manner which does not obstruct any sidewalk, street, path, or other routes of pedestrian or vehicle traffic.

(4) Bicycles should be parked in provided bike racks or designated parking areas for bikes, and should not be parked on lawns or sidewalks. Bicycles and other personal conveyance vehicles should not be locked to trees or other landscaping, poles, signs, light fixtures, benches, fences, handrails, trash receptacles, pipes, fire hydrants, building fire connection equipment, or other fixtures.

(5) The operator of personal conveyance vehicles is liable for any injuries or damage resulting from the misuse or improper storage of vehicles.

(6) Personal conveyance vehicles found in violation of this policy may be removed by BGSU police or other university staff at the direction of BGSU police.

(E) Violation and accountability

Individuals that violate this policy will be subject to having the personal conveyance vehicle removed and impounded, as well as being subject to corrective action procedures as defined in the appropriate employee handbook, collective bargaining agreement, student code of conduct, or as per the Ohio revised code.

Effective: 3/28/2016
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345
Prior Effective Dates: 3/17/2015

3341-6-41 Social networking media policy.

(A) Policy statement and purpose

Social networking media is a popular and powerful mechanism for timely communications to the entire world about news and events occurring at Bowling Green state university. It has also become common to integrate classroom instruction and assignments with these technologies. BGSU recognizes the use of social media by its faculty, staff and students to communicate factual information regarding the university. However, posting to social networking media on behalf of BGSU must adhere to this policy.

(B) Policy

General

(1) All usage of official BGSU social networking media is to be consistent with all relevant policies of BGSU. This includes, but is not limited to the following policies:

(a) BGSU information technology policy

(b) Codes of student conduct

(c) Administrative and faculty staff handbook

(d) Academic charter

(e) Users should also be aware of any additional policies created by colleges, departments, student organizations, etc.

(2) All users of official BGSU social networking media must be aware of and comply with all federal, state, local, and other applicable laws, contracts, regulations, and licenses. This includes, but is not limited to the following:

(a) Family Education Rights and Privacy Act (FERPA)

(b) Equal employment opportunity commission (EEOC)

(c) Health Insurance Portability and Accountability Act (HIPAA)

(d) Digital Millennium Copyright Act (DMCA)

(3) The creation of new official BGSU social media presence must be reviewed and approved prior to implementation by the office of marketing and communications.

(4) All users of official BGSU social networking media should follow the BGSU social networking guidelines.

(5) No BGSU data that is considered limited use or restricted should be posted to social networking media.

(6) Enforcement and sanctions

Individuals or entities in violation of the BGSU social networking media policy will be referred to the appropriate disciplinary authority for review and action.

(C) Policy definitions

Disciplinary authority -entity at BGSU that has ability to enforce sanctions upon a classification of an affiliated member of the BGSU community. Some examples include: Supervisors and human resources for staff members, department chair or provost office for faculty, student affairs for students.

Limited use (data) - data BGSU may release if it chooses to waive exceptions to the public records law and place conditions or limitations on such release. Notification of unauthorized access is not required to the victims or other outside entities. (Some examples include BGSU intellectual property, BGSU ID numbers, campus security details, internal memorandums, etc.)

Restricted (data) - Data release prohibited by federal laws, state laws, and/or contractual obligations. For data to be defined as restricted, notification of unauthorized access is required to the victims or other outside entities. (Some examples include, social security numbers, student records, financial account data, driver's license numbers,4iealth records, etc.)

Social networking media - Internet based technologies that are typically very accessible and scalable allowing users to post content on topics in various forms. Some forms of social media include, wikis, blogs, podcasts, and forums. Some specific examples include, but are not limited to, Facebook, Twitter and Wikipedia.

Date: August 13, 2013

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-42 Space and facilities reservation including use of campus grounds.

(A) Policy statement and purpose

The university reserves the right to determine the time, place and manner of use of space and facilities so as not to interfere with the mission and regular operation of the institution. To this end, no university student organizations or campus departments may hold events beginning at five p.m. the Friday before each week of final exams through the end of the final exam period. The use of university facilities and grounds must at all times conform to the following regulations and to local, state and federal laws. The policy applies to both faculty and administrative staff as well.

(B) Policy

Campus grounds use

(1) Registered student organizations, departments, or groups outside the university desiring to use campus grounds must submit a request for approval to the conference and event services (C&ES) located in #231 Bowen-Thompson student union . 419-372-9000. Requests for use of designated campus grounds must be made to C&ES at least ten university working days before the requested date of use.

(2) During each fall and spring semester, registered student organizations may also reserve campus grounds located adjacent to residence halls or small group living units directly with the office of residence life, and intramural fields directly with the department of recreation and wellness through requests to the Perry field house.

(3) Selected grounds areas (other than those described.abtrv^ are available for activities that are sponsored and approved by university departments and registered student organizations. Academic use by departments and colleges has priority, and assignments may be changed or canceled if conflicts with regular academic programs develop. Grounds adjacent to academic buildings are not normally reserved when classes are in session, or if the activity taking place will disrupt academic or other operations of the university.

(4) The director of the Bowen-Thompson student union or a designee will review

all applications for grounds use, except for those listed in paragraph (B)(2) of this rule If necessary, the director of the Bowen-Thompson student union or a designee will meet with or contact the representative of the organization applying for use of campus grounds to resolve any questions concerning the request, and to determine the propriety of the particular use.

(5) In reviewing grounds-use applications, only grounds-use requests which are consistent with applicable university regulations as well as local, state and federal laws will be approved.

(6) When the application for grounds use is granted, it shall specify the boundaries of the areas to be used, the date for which the use is approved, the time at which the reservation for the use expires, and any special provisions concerning the use of the space.

(7) Registered student organizations, departments, as well as groups outside the university which are granted the use of specified campus grounds are subject to the following requirements:

(a) Use of amplification equipment must be in accordance with regulations as stated in the sound amplification policy.

(b) No structure may be erected on campus grounds without prior written

approval. The approval must be secured at the time the activity is registered. See; use of temporary structures.

(c) The failure of a registered student organization or department to provide the C&ES office with notice of cancellation of a proposed activity or event at least two university working days prior to the scheduled activity or event may result in the denial of a future permit for use, unless the cancellation is necessitated by events reasonably beyond the control of the registered student organization or department.

(C) Use of temporary structures

The use of temporary structures on university grounds are by permission only with the prior approval of the director of the Bowen-Thompson student union or designee.

(1) Temporary structures of any type may have no more than three closed sides.

(2) Generators, space heaters, cooking equipment, or any other appliances cannot be used in temporary structures.

(3) Temporary structures must comply with all state of Ohio codes.

(4) Personal property in a temporary structure must be attended to at all times as the university will not be held responsible for any damaged, lost, or stolen items.

(5) Registered student organizations, departments, or groups outside the university may use university utilities and facilities only with prior approval.

(D) Appeals of space and grounds-use request denials

(1) If a registered student organizations or departments request(s) for the use of campus grounds and/or academic or nonacademic facilities are denied, they may appeal to the office of student affairs or the designee of that office as follows:

(a) A written appeal describing the objections to the denial must be filed no later than five university working days after receipt of notice of the denial. Notice of the appeal will be provided to the office which denied the request.

(b) The dean of students shall convey the appeal decision, in writing, to the registered student organization or department with a copy of the decision being provided to the office which denied the request.

(2) Registered student organizations or departments may not appeal beyond the dean of students.

Date: July 1, 2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-43 Student email.

(A) Policy statement and purpose

Official university email accounts are required for all BGSU students. The official BGSU email address for all students will be in the form: username@bgsu.edu.

Undergraduate students receiving email at the official BGSU email address will have these messages automatically forwarded to their office 365 email box using their username@bgsu.edu address.

(B) Policy

At the time of admission or initial registration, all students are given a BGSU account. Students may anticipate that official university correspondence will come to them through this email account and should access this email account on a regular and timely basis.

Additionally, all students should recognize that their BGSU account is currently part of the authentication process used for accessing the MyBGSU portal. MyBGSU is an essential university tool used for administrative and academic correspondence. It is expected that students will be required to use this tool to access one or more administrative or academic services at the university, such as grade reports, class registration and class assignments/announcements.

(1) University use of email - Email is a mechanism for official communication within Bowling Green state university. The university expects that such communications will be received and read in a timely fashion. Official email communications are intended only to meet the academic and administrative needs of the campus community. As stewards of the process, information technology services is responsible for directing the use of official student email.

(2) Assignment of student email - A BGSU account registration web site is available to allow students to set up their BGSU account online. This page is located at http://www.bgsu.edu/newaccount

Admitted students will receive an information packet that includes information necessary to create their BGSU account.

Students on the main campus can use the Web service or can register for an email account by bringing their official BGSU ID to the technology support center in 110 Hayes hall. Firelands students can register for an account online or by visiting the Main lab in 231 North and bringing their official BGSU ID. Accounts must be created before the university can correspond with its students using the official email accounts.

Official email addresses will be directory information unless a student requests otherwise.

(3) Expectations about student use of email - Students are expected to check their email on a frequent and consistent basis in order to recognize that certain communications may be time critical. "I didn't check my email," error in forwarding mail, or email returned to the university with "mailbox full" or "user unknown" are not acceptable excuses for missing official university communications via email. Additionally, no student should share his or her BGSU password with any other individual. Such sharing could facilitate violations of federal, state, and/or local laws and therefore is prohibited.

(4) Redirecting of email - Students who wish to have email redirected from their official university email address to another email address (e.g.,@aol.com, @hotmail.com), may do so, but at their own risk. The university will not be responsible for the handling of email by outside vendors. Having email redirected does not absolve students from the responsibilities associated with the official communication sent to their BGSU account. In order to forward email, please contact the technology support center in 110 Hayes hall or by telephone at 419-372-0999.

(5) Authentication of confidential information - It is a violation of university policies, including the codes of student conduct to impersonate a university officer, faculty/staff member or student. To minimize this risk of fraud, some confidential information may be made available only through MyBGSU, which is password protected. In these cases, students will receive email correspondence directing them to MyBGSU, where they can access the confidential information only by authenticating. The confidential information will not be available in the email message. Again, because password protection is a key component of MyBGSU security, students should never share their passwords or other identifying information, except as requested by the university.

(6) Privacy - Users should exercise extreme caution in using email to communicate confidential or sensitive matters, and should not assume that email is private or confidential. It is especially important that users are careful to send messages only to the intended recipient(s). Particular care should be taken when using the "reply" command during email correspondence.

(7) Educational uses of email - Faculty will determine how electronic forms of communication (e.g., email) will be used in their classes, and will specify their requirements in the course syllabus. This "official student email policy" will ensure that all students will be able to comply with email based course requirements specified by faculty. Faculty can therefore make the assumption that students' official BGSU accounts are being assessed and faculty can use email for their classes accordingly.

(8) Enforcement and sanctions

Use of BGSU technology resources must be completed in compliance with the BGSU information technology policy(http://www.bgsu.edu/offices/cio/page52522.html). Any violations will be referred to the appropriate disciplinary authority for review.

Date: August 6, 2013

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-44 Tax exemption certificates.

(A) Policy statement and purpose

Bowling Green state university purchases are exempt from sales tax based on the exemption found in Division(B)(1) of section 5739.02 of the Revised Code "sales to the state or any of the its political subdivisions"

(B) Policy

The university is exempt from all Ohio sales taxes and many federal excise taxes. Tax exemption certificates will be furnished to a vendor requesting them. Please provide the vendor's name, address, fax number, and if possible, a contact person. If you are using a purchase order, the tax exemption statement and the federal tax ID number is printed at the bottom of the order.

Note: The business office is the only office authorized to furnish this certificate.

Date: July 1, 2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-45 Time reporting.

(A) Policy statement and purpose

Bowling Green state university requires time reporting of all employees as outlined in the policy below in order to make accurate and timely wage payments to all university employees.

(B) Policy

(1) Classified staff employees are required to complete a time reporting form when there is an exception to working a fourty hour week. Exceptions include use of sick leave, vacation, overtime, personal time, leave without pay, etc. The time reporting form is to be submitted to the immediate supervisor who will review and indicate approval by signing it. Any changes made by the immediate supervisor are to be communicated back to the employee.

For classified staff employees, time reporting forms are due in the payroll office on Monday following the previous week. The employee's immediate supervisor will determine when the forms are to be completed and turned in at the unit level. For absent employees, immediate supervisors will complete and submit a Time Reporting Form in order to meet established deadlines.

(2) Administrative staff employees are required to submit a time reporting form (for reporting leave only) to the payroll office on a monthly basis on or before the fifth of each month. The immediate supervisor must sign the exception sheet prior to submission.

(3) Faculty are expected to be in attendance for all classes and office hours.

Absences are to be reported to the chair/director of the unit so that appropriate coverage can be arranged. However, no time reporting form is expected.

(4) Related polices

Additional information on the time reporting policy may be found in the administrative staff handbook and the classified staff handbook.

Date: July 1.2014

Effective: 3/17/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-46 University food service policy.

(A) Policy statement and purpose

The following policy reviews the parameters for providing food at meetings or events on Bowling Green state university (the "university") grounds. The purpose of the policy is to outline the standard protocols associated with serving food and/or accepting donation of food for the purpose of supporting a meeting or event. This policy also holds true for any outside vendor, or non-university entity, bringing food onto university grounds.

(1) Food served on the BGSU campus must be approved and coordinated through the designated booking agent of the venue it is being provided in. Please see the booking agent for venue specific requirements, as each location may have additional terms and conditions for food service. However, no university location is approved to provide high-risk food, unless it comes from an approved university caterer (see high-risk foods, paragraph (B)(2) of this policy

(2) When student budget committee (SBC) funds are being used to purchase food and/or beverages. BGSU dining/catering must provide this service. BGSU catering requires food and beverage orders be placed no less than two weeks (ten working days) prior to the event date. Requests made less than two weeks prior may be directed to an alternative BGSU dining outlet.

(B) Policy

The risk associated with providing food service at the university is of the utmost concern. To ensure the safety of our guests, foods to be served are divided into two categories, each with their own rules for safe handling.

(1) Low-risk foods

Low-risk foods are ambient-stable foods such as: bagels, baked goods, pies (no cream), cakes, packaged snack foods, candy, popcorn and non-processed fruit and vegetables. BGSU dining has also approved pizza and subs (without condiments) to the list of low-risk foods.

(a) Food purchased from an off campus provider that is to be served at a meeting or event, whether it is picked-up or delivered, must not contain any high-risk foods and must not be in excess of a two hundred fifty dollars total meeting/event purchase (not applicable in the Bowen Thompson student union or Olscamp hall 101, where all food purchases must be from BGSU dining outlets and/or provided by BGSU catering).

(b) Registered student organizations

(i) Donated products may be served in Bowen-Thompson student union and Olscamp 101. A food donation request form must be submitted for approval with the conference and event services (C&ES) office at least two weeks prior to the event. The form can be found at (http://www.bgsu.edu/bowen-thompson-student-union/food-donation-request.html)The liability factor of donated food may fall on the registered student organization sponsoring the event.

(ii) Baked goods provided for the purpose of fundraising for registered student organizations must meet the low risk food requirements. Additional guidelines for serving baked goods must be followed and can be found at

(http://www.bgsu.edu/bowen-thompson-student-union/guidelines-for-serving-baked-goods.html ).

(2) High-risk foods

In simple terms this means food that may become harmful to the consumer if it is not stored or handled correctly. Such foods are usually high in protein and require strict temperature controls (stored in a cold or hot holding device prior to consumption). When served, high-risk foods should only be handled by certified food handlers to further protect against contamination. Examples include: cooked meat and poultry such as beef, pork, ham, chicken, raw meat, fish, oysters, poultry, milk, desserts containing dairy products, tofu, cooked rice, and lasagna.

Only approved caterers for the university (currently BGSU dining and AVI, inc.) are permitted to sell/resell and/or manage the preparation and serving of high-risk foods consumed on campus in order to control food safety hazards that might arise during all aspects of food service (receiving, storing, preparing, cooking, cooling, reheating, holding, assembling, packaging, transporting and serving).

(3) Exceptions

(a) Tenants living in Greek housing will be permitted to serve high-risk (perishable) foods at approved events located within the Greek housing courtyards, so long as all of the following requirements are met:

(i) The event is registered through the office of campus activities using the Greek housing food event form found at (http://orgsync.com/7739/forms/197900).

(ii) A person in charge (PIC), designated by the group hosting the event, must be onsite throughout the event to oversee food preparation and service. This person must complete and/or maintain current ServSafe® certification status in consultation with BGSU dining.

(iii) All high-risk foods to be served at the event must be prepared on-site, and under the supervision of the PIC.

(iv) No student budget committee allocated fund source may be used to purchase any food (high-risk or low-risk) to be served at the event.

(v) Food and related items and/or services surrounding the event must be completely free to attendees of the event (no sale/resale and or donations may be accepted).

(b) This policy does not apply to traditional "office potlucks" defined as being held within the office or department hosting the event, and for the consumption of staff members within the hosting department. Students who do not work for the department, nor any outside guests are permitted to consume high-risk foods prepared for an office potluck. No food for an office potluck is permitted to be purchased using university funds. No individuals may charge or collect any money for an office potluck event.

(4) Implementation of policy

This policy is implemented by the BGSU dining with the support from the office of conference and event services (C&ES) office under the direction of the office of the vice president of finance and administration. For questions pertaining to this policy, please contact BGSU dining at Dining@bgsu.edu or 419-372-2891.

Effective: 9/26/2016
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345
Prior Effective Dates: 3/17/2015

3341-6-47 University travel expense.

(A) Policy statement and purpose

The purpose of this policy is to provide guidance and direction for university employees traveling on university-related business. It is not intended to address every travel-related issue, exception or contingency that may arise in the course of university travel. Specific issues not covered should be directed to the office of the vice president for finance and administration for clarification and resolution.

(B) Policy

Bowling Green state university shall conduct its business-related travel activities in an efficient and cost-effective manner that supports the mission of the university while maintaining compliance with applicable state and federal laws and regulations. All university travel reimbursement requests shall be administered through the division of finance and administration (and not through a department's petty cash account) and will be conducted in a manner that is compliant with applicable federal and state regulations and best practices.

Employees who travel on university business are encouraged to incur the lowest practical and reasonable expense while still traveling in an efficient and timely manner. Those traveling on university business are expected to avoid impropriety, or the appearance of impropriety, in any travel expense. Employees should conduct university business with integrity, in compliance with applicable laws and Ohio ethics guidelines, and in a manner that excludes consideration of personal advantage. Should an expense be incurred that is subsequently determined to be improper or in excess of normal costs of travel, the traveler may not be fully reimbursed. In the event an expenditure is reimbursed that is later deemed to be ineligible as a tax-free reimbursement as a result of post-reimbursement audit procedures, the amount will be included in the employee's W-2 as taxable income.

More restrictive policies and procedures may apply to travelers receiving funding from restricted sources (e.g., federal, private and/or state grants) or from departments, programs or centers that have chosen to enact more restrictive travel reimbursement practices.

Employees are responsible for following this policy and, if applicable, the policy of their particular program or department.

(1) University approved travel

The university follows IRS regulations which provide that daily transportation expenses incurred while traveling from home to one or more regular places of business are generally non-deductible personal commuting expenses, and therefore, will not be reimbursed. University approved travel is generally defined as transportation on university business in excess of one's normal commute and includes any travel on official university business from home or primary work location to another, secondary destination, and return to home or primary work location from a secondary location i.e., the university will reimburse the shorter distance of

(a) Home to temporary business or meeting locations or

(b) University to temporary business or meeting location

(2) Restricted fund programs (e.g., grants and contracts)

This policy applies to all restricted fund programs. However, if specific agency guidelines for a restricted fund program are more restrictive than university policy, the agency rules apply. Principal investigators and others traveling on restricted funds should be familiar with the allowable cost provisions of their funded program. In no case will an amount larger than that allowed under the university's policies be reimbursed. Travel expenses that do not conform with both this policy and the grant funded program guidelines will not be reimbursed or charged to the sponsoring agency.

(3) Travel authorization

All travel must be authorized in advance and approved by the traveler's supervisor. Please note that individual departments may have chosen to delegate travel authorization to the applicable budget administrator. If the budget administrator or any department head is the traveler, the travel must be authorized by his/her next level of supervision.

The approval of the travel expense report by the traveler and his/her supervisor constitutes certification to the accuracy and appropriateness of all expenses and allowances listed as actually necessary in the performance of official university business and in conformity with university travel policy and procedures.

(4) Travel expenditures

Generally, travel expenses should not be paid in advance (e.g., hotel, meals). However, allowable travel items charged to a university purchasing card (e.g., airfare, conference registration) may be charged in advance. Any unused airline or train ticket purchases remain the property of the university. Advances of university funds for individual travel purposes are not permitted.

Generally, no personal travel expenditures will be reimbursed without a receipt. The IRS permits the following exceptions:

(a) De minimis expenditures (individual small dollar purchases less than twenty-five dollars for items such as bridge tolls, short term parking, and cab fare.)

(b) meal per diem.

(5) Air travel

(a) Common carrier

University employees are expected to take advantage of the lowest airfare available and to obtain the lowest possible fare by booking travel tickets well in advance of planned travel times, whenever possible.

No reimbursement will be made for first-class or premium rates where other options are available. Expenses claimed under this section must be supported by a ticket stub, receipt, confirmation, or similar evidence of expense showing the details (destination and cost) of travel.

(b) Private or chartered aircraft

The use of private or chartered aircraft requires written authorization by the president or a vice president. Reimbursement shall not exceed the equivalent of the lowest available common air carrier rate available at the time the travel was authorized plus necessary commercial ground transportation to the travel destination.

The employee must submit with his/her travel expense report a copy of the written authorization to use a private or rented aircraft (receipts are required for rental) indicating a private or chartered aircraft was used.

Note that the university's general travel risk insurance covering employees while in travel status does not provide coverage to employees while piloting an aircraft. Consistent with the way travel is managed for personal autos, it is understood that the primary insurance for aircraft hull and liability shall be the responsibility of the owner of the aircraft or the employee if the employee is the owner. The cost to maintain this insurance is not recoverable beyond the mileage allowance that is paid.

(c) Frequent flyer miles

In accordance with Ohio ethics commission advisory opinion 91-010, university employees are prohibited from accepting, soliciting or using the authority or influence of their position to receive discounted or free "frequent flyer" airline ticket for personal travel if the ticket or benefits were obtained through the purchase of airline tickets for the use on official university travel. Any rebates or commissions earned based on university business and paid to a university employee offered by any source, including but not limited to credit card issuers, can only be applied to university approved travel.

(d) Airport transportation and parking

Airport parking and airport transportation will be reimbursed based on actual receipt (unless de minimis). Other services that may be available at a parking facility such as car washing, detailing, oil changes, are personal in nature and are not reimbursable.

(6) Miscellaneous transportation and expenses

If the traveler is required to use other transportation (bus, taxi, subway, ferry, etc.) between airports, between home and the departure point, at a destination or overnight lodging, the actual cost of the transportation will be reimbursed. Receipts must be obtained and provided for any fare that exceeds twenty-five dollars.

(7) Personal automobile

The use of a privately owned vehicle will be reimbursed at the current IRS rate: http://www.irs.gov/newsroom/article/0,,id=163828,00.html.

The IRS-specified mileage rate is intended to cover all expenses incurred for using a privately owned vehicle except parking fees and tolls.

Mileage reimbursements for a traveler who chooses to drive rather than fly should not exceed the lowest round trip coach airfare available at the time travel was authorized. The traveler must supply documentation to support what the airfare would have been at that time.

It is the responsibility of the owner of the vehicle being used for business to carry adequate insurance coverage. The owner's personal insurance on the vehicle is considered primary at all times. It is the responsibility of the vehicle owner to maintain insurance in an amount sufficient to pay for any loss and as required by the laws of the state of Ohio. The university does not provide coverage for loss of or damage to personal vehicles of employees when used in conjunction with university travel. Likewise, the university is not responsible for the loss of or damage to any personal property stored in the vehicle.

Expenses for the maintenance and repair of privately owned vehicles used for university business are the responsibility of the traveler.

(8) Car rental

Rental cars are authorized if their use is as economical as any other type of transportation. Additionally:

(a) Reimbursable expenses. Travelers may be reimbursed for a rented vehicle and for the gasoline purchased for official university business in the rental vehicle.

(b) Vehicle class. University guidelines do not provide for the reimbursement of luxury vehicles. The university standard is an intermediate size car or comparable vehicle.

(c) Insurance. The employee should waive the rental company's loss/damage supplemental liability and/or personal accident insurance. This insurance adds to the cost of the rental and duplicates coverage already carried by the university. (See exception for international rentals)

(d) International rentals. An international driver's license or permit may be needed in addition to your U.S. driver's license, in which case, the cost can be reimbursed with receipt. For travel outside the United States and Canada, the employee should accept the liability and collision damage insurance offered through the rental company.

(9) Meals

The university will reimburse meals at the IRS standard per diem rate (revised annually). When travel is to a location designated by the IRS as a high-cost area, the traveler may be reimbursed at the higher per diem rate. The per diem allowance includes incidental expenses such as fees and tips for porters, baggage carriers, housecleaning and bell staff, therefore, requests for reimbursements of these types of expenses will be disallowed.

Current standard, high cost city, and foreign per diem rates can be found at the U.S. general services administration (GSA) website: http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=17943&contentType=GSA_BASIC . IRS per diem rates are provided as a total daily rate. For purposes of calculating partial days, breakfast represents twenty per cent of the daily per diem total, lunch represents thirty-one per cent of the daily per diem total, and dinner represents forty-nine per cent of the daily per diem total.

University travelers do not qualify for personal meal reimbursement during same-day travel. IRS regulations require that an employee be away from home substantially longer than an ordinary day's work AND during the time away from home, need sleep or rest (referred to as the "overnight rule" - i.e., overnight stay is required).

No alcoholic beverages of any kind can be reimbursed from university funds.

For partial days of travel, meals will be reimbursed for one day prior and one day after an overnight stay for traditional meal times that occur during the travel. The maximum reimbursement will be at the GSA rate, located at: http://www.gsa.gov/portal/content/101518.

(a) Conference meals

No reimbursement will be made for a meal that is provided as part of a conference registration fee. Reimbursement may be made for meals in excess of per diem allowances, when such meals are an integral part of the conference or seminar and are listed separately on the registration materials or are included in the cost of the conference or seminar. Supporting documentation such as the registration receipt or printed material showing which meal(s) are covered is required. Conference meals will be reimbursed regardless of the overnight stay requirement.

(10) Lodging

Travelers will be reimbursed at the actual, reasonable single room rate for university business that is fifty miles or more from the traveler's primary work assignment. The reasonableness of the hotel will be determined by the immediate supervisor of the employee. Hotel stays in Toledo are not reimbursable unless part of a conference. Exceptions to the fifty mile rule will only be granted for exceptional circumstances.

When travel on official business requires overnight lodging more than fifty miles from the traveler's home or headquarters, reimbursement will be made for the actual and reasonable cost plus taxes per night. When in the state of Ohio, the traveler should inquire as to the availability of a state tax exemption due to the tax exempt status of the university. A copy of the university's tax exemption certificate may be obtained at: http://www.bgsu.edu/downloads/finance/file8713.pdf.

Personal expenses such as in-room movies, non-business telephone calls, in-room beverage or snack bars, child care, recreational activities, and other similar expenses will not be reimbursed.

(11) Additional information:

Once printed, this policy may be outdated. The official policy can be found at http://www.bgsu.edu/finance-and-administration/controller/university-travel-and-lbusiness-entertainment.

Additional statements related to travel expense may be found in other policies issued by finance and administration or individual divisions, colleges or departments.

Related policies: Business entertainment expense.

Effective: 11/3/2016
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345
Prior Effective Dates: 3/17/2015

3341-6-48 University vehicle use.

(A) Policy statement and purpose

Members of the Bowling Green state university (BGSU) community engage in many activities requiring university-provided transportation. The university is committed to protecting both the vehicles and especially the people involved in these activities. Because of the hazards such transportation activities may involve, the following policy has been adopted by the university. This policy is applicable to anyone driving a university vehicle .

University vehicles include all fleet vehicles owned or leased by the university, as well as any vehicles purchased, leased, or rented by the university and assigned to individual employees or departments for their use.

(B) Policy

(1) Allowable use of university vehicles

(a) University vehicles are to be used by employees, students and approved university affiliates for official business of the university only.

(b) Only properly authorized drivers may drive.

(c) Drivers must be eighteen years of age or older.

(d) Use of a university fleet vehicle, or assigned vehicle, while off-duty or on-call is allowable in certain situations provided there is sound business justification and the use has been authorized in advance by the appropriate divisional vice president.

(e) University-owned or leased vehicles provided to individual employees in the course of their employment may be used for limited personal use. However, monthly driving logs documenting personal miles must be maintained and provided annually (by November thirtieth) to the business office for inclusion as a taxable benefit on the employee's W-2 reporting.

(2) Misuse of university vehicles

(a) Driving a university vehicle without proper authorization.

(b) Permitting unauthorized persons to drive.

(c) Driving under a suspended license.

(d) Engaging in unsafe practices while driving, including failure to wear a safety belt, driving under the influence of alcohol or illegal drugs, or any practice which is a distraction.

(e) Falsification of mileage statements, maintenance records, accident report forms or other forms relative to use of the vehicle.

(f) Personal use or carrying passengers other than persons directly involved with the university except with the approval of the applicable divisional vice president, or as authorized above.

(g) Failure to comply with any law, regulation, or policy regarding the use of university vehicles, including the requirement to complete a university approved defensive driver training course when necessary.

(h) Known transport of hazardous materials.

(i) Possession of a firearm in a motor vehicle, except by university police.

(j) Smoking within the vehicle.

(3) Authorization

(a) Only drivers with a valid driver's license may operate a university vehicle.

(b) University-provided vehicles are not to be used for personal use except as authorized and described above.

(c) All drivers must be approved per the guidelines outlined by risk management.

(d) Because of the special risks they pose, drivers of large passenger vans (vans with eight seats or greater) must meet the requirements set forth in the university's vehicle use and van driver safety policy.

(e) Commercial drivers must have a current valid commercial driver's license (CDL) and complete all necessary educational requirements for those who drive commercial vehicles in Ohio as well as meeting any federal guidelines regarding education and eligibility standards.

(f) Visitors from other countries must possess an IDP - international driving permit in addition to holding a valid license from their country. They must also personally attest to their driving history if written verification is unobtainable.

(g) Any fines for tickets issued to the driver including parking tickets are the responsibility of the driver.

(4) Violations

Misuse of university vehicles and violations of this policy will be subject to university disciplinary actions and penalties as contained in the Ohio revised code for the misuse of state owned or leased vehicles.

Effective: 11/24/2015
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345
Prior Effective Dates: 3/17/15

3341-6-49 BGSU web privacy policy.

(A) Policy statement and purpose

Bowling Green state university (BGSU) uses best industry practices for website user privacy. This policy shall guide developers and users regarding website privacy guidelines for BGSU.

(B) Policy scope

This policy applies to webpages that are developed and maintained by BGSU. The university is not responsible for unofficial pages (i.e. those belonging to individual faculty or other staff members).

In addition, some webpages maintained by BGSU contain links to external websites. BGSU is not responsible for any content, availability or privacy policies of such non-BGSU sites.

(C) Policy

(1) Personal information

(a) At times BGSU may require contact information (i.e. name, address, email address, ZIP code and country of residence) to be provided when requesting information about college programs and services. This contact information is used to provide you with the specific information you requested. Occasionally, you may receive subsequent notifications of important information regarding the programs or services for which you made your initial inquiry.

(b) A user's browser sends us a variety of information such as IP (internet protocol) address, browser session, SSL encryption and URL (uniform resource locator). This information lets us know how the user is finding our site and which pages they have visited most often. All of this is used to improve the navigation of the site and to make it more useful for our visitors.

(c) In addition to the information provided by the browser, we also collect information that the user voluntarily provides when filling out any information request or an application for one of the programs featured on our site.

(2) Online advertising

(a) Certain BGSU websites utilize the Google AdWords marketing service to advertise on third-party websites (including Google). Third-party vendors use cookies to serve ads based on someone's past visits to the BGSU website. Any data collected will be used in accordance with our own privacy policy and Google's privacy policy.

(b) Users can set preferences for how Google advertises to them using the Google ad preferences page found here:https://www.google.com/settings/u/0/ads/authenticated. In addition, you can opt out of interest-based advertising on this same webpage.

(3) Consent

By using the official BGSU website, you consent to the collection and use of information discussed above as described in this policy.

Effective: 9/8/2016
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-50 Unmanned aircraft systems (drones and model aircraft).

(A) Policy statement and purpose

The operation of unmanned aircraft systems (UAS) including drones and model aircraft, is regulated by the federal aviation administration (FAA) and relevant state law. Bowling Green state university (BGSU) seeks to permit UAS to be utilized productively in a manner that fully meets institutional, legal, public safety, and ethical responsibilities. Operation of a UAS on or over university property, and the use of university owned UAS, will comply with this policy.

(B) Policy definitions

Unmanned aircraft system (UAS): any remotely operated or controlled aircraft intended to fly within the national airspace system. Includes devices commonly referred to as drones and may also include communications, support, and navigational equipment. FAA regulations apply to all types of UAS regardless of weight or size.

University property: , buildings grounds, and land that are owned by Bowling Green state university, or controlled by Bowling Green state university via lease or other contractual agreement.

Certificate of authorization (COA) or waiver: a certificate granted to an individual or entity by the FAA for a specific aircraft for a specific activity for a specific location.

333 Exemption: an FAA exemption under section 333 of the Modernization and Reform Act of 2012 which grants an individual or entity the ability to operate a UAS for civil and non-governmental purposes and activities, other than recreational and hobbyist activity.

Model aircraft: an unmanned aircraft system that is 1) flown for hobby or recreational purpose's as defined in the FAA Modernization and Reform Act of 2012; 2) capable of sustained flight in the atmosphere; and 3) flown within visual line of sight of the operator.

Operator: pilot or individual who is controlling, maneuvering, or commanding a UAS.

(C) Policy scope

This policy applies to:

(1) Employees and students operating UAS in any location as part of their university employment or as part of university academic/research program;

(2) The operation by any person of UAS on or above BGSU property;

(3) The purchase and operation of UAS with funding through the university, including grants and foundation accounts: and

(4) The hiring or contracting for any UAS services with an outside vendor

This policy does not apply to use by law enforcement in the scope of their duties.

(D) Policy

UAS use for the purpose of this policy will fall into one of three categories as defined by the FAA: government use (BGSU-owned). commercial use (contracted vendor), and private/hobbyist use (on or above university property). Each category requires the UAS operator to follow different procedures before UAS use. The following requirements govern the use of UAS within the scope identified in this policy.

(1) Any individual or group, including employees, students and contracted vendors, seeking to operate a UAS on university property, or anywhere on behalf of BGSU. is responsible for obtaining all required documentation and approvals for compliance with FAA regulations, federal and state laws, and university policies..

(2) The university's office of risk management, in conjunction with BGSU police, shall be responsible for university policy, approvals, and instructions regarding UAS use on or above university property, and for UAS use pursuant to university employment and academic/research programs.

(3) Private/hobbyist use of UAS and model aircraft on or above university property is not permitted.

(4) Government and commercial use on or above university property, or elsewhere on behalf of the university, must be approved in advance through the office of risk management to ensure compliance and insurance coverage.

(5) UAS shall be operated in a responsible manner and shall not create a hazard to university property, the university community, or the public at any time.

(6) In operating a UAS for purposes of recording or transmitting visual images, operators must take all reasonable measures to avoid violations of areas normally considered private, and the unauthorized interception or recordings of images, electronic communications, and electronic data.

(E) Violation and accountability

Individuals that violate this policy will be subject to corrective action procedures as defined in the appropriate employee handbook, collective bargaining agreement, student code of conduct, federal, state, and local laws, or as per the Revised Code.

Effective: 3/31/2016
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-51 Individual membership payment policy.

(A) Policy statement and purpose

To set forth the rules governing when university funds may be expended for individual professional membership dues or fees.

(B) Policy

University funds shall not be used to pay for individual professional memberships except under limited circumstances set forth in this policy.

University funds may be used for individual memberships for professional organizations only when having such a membership:

(1) is a necessary condition of an individual being able to perform a university job as reflected in the employee's job description; or

(2) advances a university program or purpose such as, for example, the membership is necessary for a faculty member to carry out university research responsibilities; or

(3) membership is included in a conference registration fee allowing for a reduced rate to attend the conference and the savings over the non-member registration fee rate is greater than the cost of individual membership in the organization.

The purpose for the individual membership must be documented and approved by the department chair and dean or the appropriate university officer. The supporting documentation and approvals shall be submitted with the payment request.

Effective: 5/3/2016
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-52 Acceptable use of foundation funds.

(A) Policy statement and purpose

The Bowling Green state university foundation, inc., solicits and receives gifts in support of Bowling Green state university's academic, research, and service mission. This policy outlines the acceptable use of funds held by the Bowling Green state university foundation for use by Bowling Green state university units and divisions.

(B) Policy

Funds held by the foundation are available to support the teaching, research and service missions of BGSU. Foundation funds may be used to further other educational and advancement interests and for specific stewardship purposes.

Spending policies of the Bowling Green state university foundation, inc. (the "foundation"), in so far as possible and appropriate, are congruent with the spending policies of Bowling Green state university (the "university").

These guidelines supersede any prior existing policies or other guidance regarding expenditures from funds.

(1) Acceptable fund uses

Any disbursement of funds held by the foundation must benefit the established purpose and needs of the relevant unit. In general, permissible disbursements include expenses for general support, operational needs, program expenses and other discretionary support.

All disbursements must be made in accordance with current university and Foundation policies and procedures and applicable IRS rules and regulations. All expenditures are subject to review by foundation and/or university management.

(a) The following list provides examples of permissible uses of foundation funds:

(i) Alcoholic beverages used for official university functions and entertainment;

(ii) Fowers for:

(a) university events/official entertainment;

(b) funerals or unique or special life events of donors or a member of a donor's family; or for individuals external to the university who have a philanthropic relationship or could have a philanthropic relationship to BGSU.

(iii) Community goodwill or sponsorship of community activities that E relate to the university in some manner;

(iv) Stewardship activities or events;

(v) Travel and entertainment expenses, as permissible per Bowling C Green state university's travel and entertainment policies, and designed to secure gifts or future gifts in support of BGSU;

(vi) De minimis gifts for persons external to the university who have or who could have a philanthropic relationship with BGSU; (de minimis defined as infrequent or occasional and valued at one hundred dollars or less);

(vii) Expenditures of a fundraising nature that are reasonable and necessary to the fulfillment of the foundation's fundraising goals;

(viii) Expenditures that focus on enhancing or developing alumni relations and are reasonable and necessary to promote goodwill among BGSU alumni;

(ix) Expenditures of a fundraising nature that are reasonable and ^necessary to the fulfillment of the duties of the administrative offices of the university.

(b) The following list provides examples of impermissible uses of foundation funds:

(i) Any expenditure that jeopardizes the foundation's status as a E charitable organization, as defined by Internal Revenue Code section 501(c)(3);

(ii) Expenditures to support lobbying of an elected official or that -benefit the political campaign of any candidate for public office;

(iii) Compensation of any amount that is paid for, or financial benefit that inures to, the personal benefit of an individual, as defined by IRS regulations; any prize or award that exceed de minimis amounts or frequency;

(iv) Fines, traffic tickets, parking tickets, impound and/or towing fees;

(v) Meals or reception expenses when only BGSU employees are in attendance unless there is a documented university-related, business entertainment purpose;

(vi) Flowers or gifts for a university employee, spouse or family member;

(vii) Travel or other expenses for spouse, significant other or family -members;

(viii) Any expenditure that does not directly support Bowling Green "state university; and is not considered a customary or reasonable expense incurred while conducting university business.

(2) Scholarships

Payments from any foundation fund for any scholarships must be coordinated and processed through the university's office of student financial aid to ensure compliance with all applicable restrictions, approvals, and regulations. No direct scholarship payment may be made to a student using foundation funds.

(3) Restricted funds- endowed and non-endowed

Expenditures from restricted funds must adhere to the guidelines outlined by the donor in the fund agreement for that specific fund. All expenditures are to be reasonable, to have a direct university purpose and to be compatible with and enhance the university's mission. All expenditures from restricted funds are subject to the permissible and impermissible fund usages described in this policy

Effective: 7/1/2016
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-53 Information system and database decommissioning policy.

(A) Policy statement and purpose

All information systems, applications and/or databases have a life cycle. The university must have a policy that provides a pragmatic means of disposing of old, end-of-life information systems and databases that are aligned with university records retention policies and schedules. This policy shall govern how university information systems, applications and/or databases are decommissioned in compliance with university records retention policies and schedules.

(B) Policy

This policy applies to any information system, application and/or database that have been procured with university funds by any unit or employee of Bowling Green state university or any others who provide services or act under the name of the university, including contractors, vendors and consultants.

(C) Policy definitions

(1) Information system: a computer system or set of components for collecting, creating, storing, processing, and distributing information; typically including hardware and software, system users, and the data itself.

(2) Application or application program: an application program (application or app for short) is a computer program designed to perform a group of coordinated functions, tasks, or activities for the benefit of the user.

(3) Database: a comprehensive collection of related data organized for convenient access, generally in a computer.

(4) Database schema: the skeleton structure that represents the logical view of the entire database. It defines how the data is organized and how the relations among them are associated.

(5) Metadata: the data providing information about one or more aspects of other data; it is used to summarize basic information about data which can make tracking and working with specific data easier.

(6) Decommission: the act of ceasing to use an information system, application and/or database and appropriately disposing of it in a manner compliant with university records retention policies and information technology services policies.

(7) University procedures: the operating procedures developed by the responsible unit to implement this university policy. University procedures must be consistent with and not conflict with university policies. Procedures that conflict with university policies are void and unenforceable.

Any procedures developed to operationalize this policy must be reviewed and approved by the responsible unit prior to adoption and publication.

(D) Decommissioning information systems, applications and/or databases

(1) When an information system, application and/or database reaches its end-of-life and is either being replaced or is no longer needed, any unit may seek to decommission the information system, application and/or database by making a formal request to decommission said information system, application or database by delivering that request to information technology services. At a minimum, any requests to decommission an information system, application and/or database must be formally coordinated and approved in writing by each of the following three units:

(a) The university unit that is the primary user, or owner of the information system, application and/or database

(b) Information technology services

(c) The university records manager

(2) When decommissioning an information system, application and/or database, records retention policies may require that the records contained within the information system, application and/or database must be retained beyond the useful life of the information system, application and/or database. Prior to decommissioning an information system, application and/or database, the responsible office, with the counsel of the university records manager, will inventory the types of records contained within the said information system, application and/or database to ensure that the records contained therein will be maintained according to published university records retention schedules.

(3) With very few exceptions, information systems and/or applications all have an underlying database that collects the transaction history of an information system and/or application over the life cycle of the information system and/or application. For the sake of records retention purposes and to pragmatically avoid unnecessary software licensing, the underlying databases may be decoupled from their original information system and/or application if, and only if, the data contained within the underlying database can be retrieved in its original context to meet valid records requests throughout the required records retention schedule. For the avoidance of doubt, the following are considered adequate alternative ways of retaining databases for records retention purposes:

(a) Prior to decommissioning an information system and/or application, capture each and every standard report that comes standard with said information system and/or application into a .pdf document if practical.

(b) If it is impractical to capture all of an information systems' and/or applications' standard reports, the underlying database may be retained for records retention purposes. However, this alternative may only be employed if, and only if, the metadata or data schemas associated with the database can also be documented for future use in retrieving records via database queries to render records to satisfy any valid records requests.

(c) Finally, if neither of the above two alternatives can be achieved, then information technology services must retain the original information system, application and/or database for records retention purposes until all record series retention schedules have expired.

(4) As each record series reaches its record retention expiration date, information technology services will coordinate and seek approval to purposefully destroy records according to university records retention policies and procedures.

Effective: 2/9/2017
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-54 Programs and activities with minor participants.

(A) Policy statement and purpose

As part of its educational mission, Bowling Green state university (BGSU) sponsors many programs and activities that are specifically for minor children or in which minor children participate. The university also makes its facilities available to outside groups and organizations that conduct programs directed towards or that include minor children. BGSU is committed to providing a safe environment for all members of the university community as well as all those who participate in programs and activities on campus or who use or visit campus facilities. Because minor children are a particularly vulnerable population, this policy has been adopted to address the special concerns when minor children participate in university sponsored activities or other activities utilizing university facilities.

While the primary purpose of this policy is to protect minor children, adherence to this policy will also serve to protect members of the university community and other adults participating in programs involving minors from false allegations of abuse.

In addition to the requirements of this policy, employees and volunteers must adhere to obligations that may be imposed by applicable law, including but not limited to sections 2151.421 and 2921.22 of the Revised Code.

(B) Policy definitions

Authorized adult

Individuals, age eighteen and older, paid or unpaid, who supervise, chaperone, or are otherwise responsible for or oversee minors in covered programs. This includes, but is not limited to, faculty, staff, volunteeers, graduate and undergraduate students, interns, student employees, employees of temporary employment agencies, and independent contractors/consultants. Authorized adults' roles may include positions such as counselors, chaperones, coaches, instructors, etc.

Care, custody, or control

When an adult(s) is present and has primary responsibility for supervision of minors at any given point throughout activity or program with minors. At least one adult must have care, custody, or control of minors at all times during covered programs.

Covered programs

Any: (1) event, operation, or endeavor operated, conducted, or organized by the university or by a third-party contractor, (2) that includes minors, and (3) during which parents or guardians are not expected to be responsible for the care, custody, or control of the minors.

Minor

Any participant in a covered program who is under the age of eighteen. This does not include persons under the age of eighteen who are enrolled for academic credit or have been accepted for enrollment.

One-on-One interactions

An intentional or purposeful interaction when one individual to whom the policy applies is alone with one minor.

Sponsoring entity

The entity offering the covered program. For programs offered by the university, the academic or administrative unit or registered student organization offering the program. For programs offered by third-party contractors, the organization or person that is contracting for the use of university facilities.

Third-Party contractor

A non-university entity contracting the use of university facilities to host events involving minors.

University facilities

Facilities owned by, or under control of, the university.

(C) Policy scope

(1) This policy applies to university programs and activities specifically designed for participation by minors, and all participants, employees, students, and volunteers who exercise direct supervision, chaperone, or otherwise oversee minors in the course of their duties in covered programs. This includes, but is not limited to:

(a) Activities and programs with minors the university operates on campus or in university facilities, including but not limited to overnight camps, licensed childcare facilities, instructional programs, day camps, academic camps, and sports camps.

(b) Activities and programs with minors the university operates that do not take place on campus, including but not limited to outreach and community service activities.

(c) Activities and programs with minors operated, conducted, or organized by third-party contractors which take place on campus or in university facilities.

(2) This policy does not apply to:

(a) Undergraduate and graduate academic programs in which individuals under the age of eighteen are enrolled for academic credit or who have been accepted for enrollment.

(b) Events on campus open to the general public, which minors attend, but the university is not accepting care, custody, or control for the minor.

(c) Enrolled BGSU students when hosting high school students, including prospective athletes, participating in pre-enrollment visitation.

(d) Institutional review board (IRB)-approved research.

(e) Minors working for the university as employees or interns.

(f) Employees or volunteers who may have incidental contact with minors but do not work directly with minors within a program or activity.

(g) Covered programs granted a specific exemption from part or all of the policy in advance of the event taking place, after a written request has been reviewed and approved by the exemption committee consisting of human resources, general counsel, and risk management.

(3) BGSU expects parents or guardians to provide supervision over minors on campus unless the minors are involved in a covered program. Parents or guardians should not leave minors unsupervised on university property.

(D) Policy requirements

The following requirements govern participation in covered programs. Details for each can be found in the procedures section.

(1) All covered programs must be registered with risk management.

(2) Those working in activities and programs with minors who witness child abuse or neglect, or have information that would lead a reasonable person to believe a minor faces a substantial threat of such abuse or neglect, must follow reporting procedures.

(3) Background checks must be completed on employees, students, and volunteers before working in covered programs and thereafter at the frequency specified in the procedure below.

(4) Sponsoring entities must ensure that individuals working in covered programs complete annual training on child abuse awareness, prevention, and reporting.

(5) Sponsoring entities must collect, at a minimum, a medical history, consent for emergency medical treatment, and a liability waiver for each minor participant in a covered program.

(6) Sponsoring entities must ensure appropriate supervision of minors in covered programs.

(7) Employees, students, and volunteers must adhere to the standards of behaviors set forth in this policy.

(8) If an exemption from specific policy requirements is desired, a written request must be submitted using the exemption process.

(9) Sponsoring entities and individuals must cooperate with investigations should they occur.

(10) Records must be kept consistent with this policy and the university records retention schedule.

(E) Violation and accountability

Individuals, entities, programs or units that violate this policy will be held accountable for their actions under the applicable program's standards of behavior and expectations, university policies and rules, and applicable law, including but not limited to:

(1) Volunteers are subject to reprimand or loss of volunteer status.

(2) Students are subject to the student code of conduct.

(3) Under the employee handbook or collective bargaining agreement applicable to them, employees, including student employees, who fail to comply with this policy, are subject to disciplinary action up to and including termination.

(4) Suspension or termination of the use of university facilities for a program or activity.

(5) Criminal investigation and prosecution.

(F) Procedures

(1) Registration

Sponsoring entities must register each covered program in the programs and activities with minor participants' registration system.

(a) Registration is requested at least thirty days before a scheduled event; however registration is required before the start of any covered program.

(b) Covered programs hosted by third-party contractors must be registered by the university entity facilitating the contract.

(2) Reporting

(a) "If you see something, say something."

(i) Every member of the university community has an obligation to report immediately abuse or suspected abuse or any other inappropriate interactions with minors to the BGSU police department or to the law enforcement agency having jurisdiction where the abuse is suspected to have occurred, and to the program director.

(ii) This includes information about suspected abuse, neglect, or inadequate care provided by a parent, guardian, or custodian/caretaker.

(b) Every member has a further obligation under Ohio law to make a report to the director of the department of social services in the county where the minor resides or is found.

Contact the BGSU police department at 419.372.2346 or the Erie county sheriff's department at 419.625.7951 on the Firelands campus for assistance with reporting requirements.

(c) No member making a good faith report of suspected abuse or neglect will be retaliated against in the terms and conditions of employment or educational programs or activities.

(3) Background checks

(a) The requirements for background checks under this policy are separate and distinct from those addressed in pre-employment background check policy. Background checks must be conducted on all employees, students, and volunteers working in activities and programs with minor participants as follows:

(i) Any employee, student, or volunteer working in activities and programs with minors, who is likely to have responsibility for the care, custody, or control of a minor as part of that activity or program, must have an Ohio bureau of criminal investigation (BCI) fingerprint background check completed before activity or program with minors begins.

(ii) Individuals required to be background checked who have not lived in Ohio for five consecutive years must have both a BCI and a federal bureau of investigation (FBI) check.

(iii) Individuals required to be background checked who have a break in service longer than twelve months must have a new BCI and/or FBI background check before working in activities and programs with minors.

(iv) A BCI check must be completed every four years to remain eligible to work in activities and programs with minors.

Covered programs may perform background checks on applicable individuals more frequently, and must do so if required by law.

(b) Parental consent must be given for the background check in the case of an individual under the age of eighteen requiring a check, unless the individual is a registered student.

(c) Background checks performed by a third party service, including those required at the time of hire for university employees, is insufficient for individuals requiring a background check under this policy.

(d) Authorized adults are required to notify human resourcesrisk management in writing within three business days of any charge or conviction.

(4) Training

(a) Sponsoring entities must ensure all employees, students, and volunteers are trained annually before they work in activities and programs with minors.

(b) Training content must include at a minimum the following topics:

(i) Child abuse awareness and prevention

(ii) Reporting suspected child abuse and neglect

(iii) All requirements in this policy

(c) Sponsoring entities, including third party contractors, may develop their own training program as long as it includes the above requirements at a minimum. A link to a training module which meets this requirement is available on the programs and activities with minor participants' webpage on the risk management website.

(5) Supervision of minors

(a) The number of supervisors required shall be determined by taking into account all aspects of the covered program, including but not limited to the number and age of participants, the activity(ies) involved, whether housing or travel is involved, and the age and experience of the authorized adults.

(b) One-on-one contact with minors is prohibited, except in music programs involving private instruction, clinical programs, or similar programs in which the parent or guardian of the minor has been informed of the one-on-one instruction, been given the option to be present and has given written consent to the one-on-one contact.

(i) Except where clinical requirements necessitate it, one-on-one interactions with minors should take place in a room or other space that is in full view from outside the room even when the door is closed.

(ii) This prohibition does not extend to situations in which an authorized adult is actually transporting minors in university owned, rented, or leased vehicles from one program activity to another, provided that the driver is never alone with any minor and is transporting not less than two passengers.

(iii) For all other activities, there must be at least two adults, at least one whom is an authorized adult, present for all activities in which minors are present.

(iv) The prohibition against one-on-one contact extends to all interactions and communications, including those by telephone, mail, email, texting, or any other means or medium. Any communication by an authorized adult with a minor shall include a second adult or the parent or guardian of the minor as a party to the communication.

(v) Adults shall not be alone in vehicles with minor participants other than their own child.

(c) Sponsoring entities shall establish a procedure for checking minors in and out of the program. Minor participants shall not be allowed to leave the program except in the company of their parent(s), legal guardian(s), or someone authorized in writing by the same.

(d) When overnight supervision is required:

(i) No adult may enter a minor's room, bathroom facility, or similar area unless accompanied by another adult and one is an authorized adult.

(ii) Separate accommodations for adults and minors are required other than the minors' parents or guardians.

(6) Standards of behavior

Adults working in covered programs must comply with these standards. By working in a covered program, adults agree to:

(a) Conduct themselves in a courteous and respectful manner, exhibit good sportsmanship, and be a positive role model for minors.

(b) Respect, adhere to, and enforce the rules, policies, and guidelines established by the activity or program, this policy, and the university.

(c) Refrain from engaging in any criminal activity. Not intentionally or purposefully place themselves in a one-on-one situation with a minor.

(d) Not, under any circumstances, physically, sexually, verbally, or emotionally abuse or fail to provide the basic necessities of care applicable to the activity or program to minor participants.

(e) Not engage or communicate with minors through email, text messages, social networking websites, internet chat rooms, or other forms of social media at any time except and unless there is an educational or programmatic purpose and the content of the communication is consistent with the mission of the program and the university.

(7) Exemption process

Requests for exemptions from this policy must be made in writing to the office of risk management. Requests for exemptions will be reviewed by the exemption committee consisting of human resources, general counsel, and risk management. Because of the nature of this policy, very few exemptions will be granted.

(8) Investigations

Investigations of allegations of child abuse or neglect will be conducted in accordance with the investigatory protocols of children service agencies, local law enforcement agencies, and the university.

(9) Third-party contractors

(a) Non-university entities engaging in programs or activities with minor participants utilizing university facilities shall execute the appropriate facility contract.

(b) Third-party contractors are required to meet the intent of this policy as a term of the facility contract, including background checks and training.

(c) The facility owner executing the contract is responsible for registering third-party covered programs, and ensuring the intent of this policy is metcontractor is aware of this policy.

(10) Additional information regarding this policy, including details on program registration, training resources, and requesting an exemption, can be found on the programs and activities with minor participants page on the risk management website.

Replaces: 3341-5-31

Effective: 3/9/2017
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345
Prior Effective Dates: 9/30/15

3341-6-55 Click-through contracts for software.

(A) Policy statement and purpose

The purpose of this policy is to address the purchasing or licensing or use of software that involves a click-through contract (also known as "click wrap" or "click and accept" or "web wrap" contract). These contracts frequently contain indemnity provisions, choice of law and forum provisions, and other terms that conflict with Ohio law.

The university will not be bound to any contract term or condition that conflicts with this policy or Ohio law.

(B) Policy scope

This policy applies to all university employees when acting on behalf of the university to purchase or license or use software to be installed in a university-owned device.

Questions concerning the scope and application of the policy should be directed to the office of general counsel. Specific operational questions may be directed to the chief information officer.

(C) Policy definitions

For the purpose of this policy, a "click-through" contract is a type of agreement that requires a prospective licensee to click an "I accept" button (or equivalent) on a web page before software can be purchased or licensed or used.

A "click-through" contract also includes:

(1) A shrink wrap agreement that accompanies packaged software, and

(2) Any form agreement to purchase or license or use software that the vendor will not amend to eliminate a conflict with this policy or Ohio law.

(D) Policy on required and impermissible provisions

The Ohio attorney general's office has directed state universities with regard to certain types of provisions commonly found in click-through contracts. Any provision of a click-through contract that conflicts with one or more of the following directions is impermissible and will not bind the university.

(1) Arbitration. The liability of any state university in Ohio can only be determined by the Ohio court of claims. No state university will agree to binding arbitration.

(2) Choice of law and forum. State universities are established and governed by the laws of the state of Ohio. A contract with a state university will be governed by Ohio law, without regard to choice of law and conflicts of law principles, and any dispute arising under the contract will be decided by an Ohio court of competent jurisdiction.

(3) Confidentiality. A confidentiality provision in a contract with a state university must be consistent with Ohio public records law. No state university can agree to limit its duty under that law to respond to public records requests.

(4) Indemnification. Under Ohio law, a state university cannot agree to a contingent liability that is uncertain as to amount or timing. No state university can agree to indemnify a vendor, hold a vendor harmless, or pay litigation costs or any other contingent liability.

(5) Legal representation and settlement authority. The Ohio attorney general is the chief law officer for the state and the attorney for each state university. No state university can agree to provide legal representation to or obtain legal representation from a software vendor, or to give a software vendor any authority to make decisions related to the settlement of a claim by or against the university.

(E) Implementation of policy

Whenever a click-through contract includes any of the foregoing provisions, the chief information officer will consult with the office of general counsel. If the software is reasonably necessary for a university function, and no available substitute can reasonably be obtained under an acceptable agreement, then the chief information officer may proceed with the click-through contract and any provision in it that conflicts with this policy or Ohio law will not bind the university.

(F) Related policies

3341-0 "Delegation of Contract and Signatory Authority"

Effective: 4/4/2017
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345

3341-6-56 Theft prevention policy (red flag rules).

(A) Policy statement and purpose

Bowling Green state university has developed an identity theft prevention program pursuant to the federal trade commission's (FTC) red flag rules, found at 16 C.F.R. § 681.2, which implements Section 114 of the Fair and Accurate Credit Transactions Act (FACTA) of 2003. The university's program is designed to detect, prevent and mitigate identify theft in connection with the opening of a covered account or any existing covered accounts within the university, and is appropriate to the size and complexity of the university as a creditor and the nature and scope of its activities.

The red flag rules require a creditor to periodically determine, by conducting a risk assessment, whether it offers or maintains covered accounts. The university adopts this identity theft prevention program 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. Upon identifying any covered account(s), the creditor is required to develop and implement a written identity theft prevention program designed 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.

(B) Policy definitions

(1) "Identity theft" refers to fraud committed or attempted using the identifying information of another person without authority.

(2) "Account" refers to a continuing relationship established by a person with a creditor to obtain a product or service for personal, family, household or business purposes. It includes

(a) An extension of credit, such as the purchase of property or services involving a deferred payment, and

(b) A deposit account.

(3) "Covered account" refers to

(a) An account that a creditor offers or maintains, primarily for personal, family, or household purposes, that involves or is designed to permit multiple payments or transactions and

(b) Any other account that the creditor offers to maintain for which there is a reasonably foreseeable risk to customers or to the safety and soundness of the creditor from identity theft, including financial, operational, compliance, reputation, or litigation risks.

(4) "Red flag" refers to a pattern, practice or specific activity that indicates the possible existence of identity theft.

(5) "Identifying information" refers to any name that may be used, alone or in conjunction with any other information, to identify a specific person.

(6) "Service provider" refers to a person that provides a service directly to the financial institution or creditor.

(C) Policy

(1) The controller's office will identify and inventory all covered accounts and service providers to be included in the red flags program.

(2) BGSU will identify relevant red flags based on the criteria listed below and will include them in the red flags program for training and awareness.

(a) Types of covered accounts offered and maintained

(b) Methods provided for opening and accessing each of those accounts

(c) Prior experiences with identity theft

(d) Size, complexity, nature and scope of our institution and its activities.

(3) BGSU will implement processes and procedures to validate identities of covered account owner prior to opening a new account or allowing access to an existing covered account.

(4) Upon detection of possible identity theft of a BGSU covered account, university personnel involved in the administration of the covered accounts will take appropriate steps to investigate, prevent, mitigate and/or resolve occurrences of identity theft.

(5) University departments, delegated responsibility for the development, implementation and administration of this program with respect to specific covered accounts, should develop and implement plans to effectively train their staff in the identification, detection, prevention and mitigation of the red flags identified above that are unique to their specific covered accounts. Staff training should be conducted on a regular basis and as necessary under the circumstances related to the administration of the particular covered account.

(D) Oversight of the program

Successful implementation of the identity theft program ultimately is the responsibility of each office, the employees of each office that maintains accounts or databases covered by the program, and the university community as a whole. As permitted by the red flags rule regulations, responsibility for overseeing the administration of the program has been delegated by the board of trustees to the vice president for finance and administration and chief financial officer of the university.

The program administrator 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.

(E) Oversight of service provider arrangements

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.

(F) Approval by the board of trustees

Under the red flags regulations, implementation and oversight of the identify theft program is the responsibility of the governing body or an appropriate committee of such governing body. Approval of the initial plan must be appropriately documented and maintained. After its initial approval of the program, however, the governing body may delegate its responsibility to implement and oversee the identify theft program. As the governing body of Bowling Green state university, the board of trustees, through is audit committee, as of the date below, hereby approved the initial identity theft program. Having made such initial approval, the board of trustees hereby delegates the responsibility for implementing, monitoring, and overseeing the university's identity theft program to the vice president for finance and administration and chief financial officer.

Effective: 5/10/2017
Promulgated Under: 111.15
Statutory Authority: 3345
Rule Amplifies: 3345