Chapter 3342-8 Administrative Policy on Regional Campuses

3342-8-01.1 Administrative policy regarding faculty tenure in regional campuses.

Policy statement. Regional campus faculty who receive tenure are tenured in the regional campuses and not on the Kent campus. Conversely, Kent campus faculty who are tenured are tenured on the Kent campus and not in the regional campuses.

Replaces: 3342-8-01.1

Effective: 3/1/2015
Promulgated Under: 111.15
Statutory Authority: 3341.01
Rule Amplifies: 3341.01 , 3341.04
Prior Effective Dates: 11/4/1977, 9/20/2005, 6/1/2007

3342-8-01.2 Administrative policy regarding summer teaching assignments in regional campuses.

(A) Summer teaching assignments at regional campuses are contingent upon enrollments. Remuneration for these teaching assignments is made from the established regional campus overload and summer salary schedule.

(B) Information regarding summer teaching assignments and the salary schedule is available through the offices of the executive dean for regional campuses and each regional campus dean.

Replaces: 3342-8- 01.2

Effective: 3/1/2015
Promulgated Under: 111.15
Statutory Authority: 3341.01
Rule Amplifies: 3341.01 , 3341.04
Prior Effective Dates: 11/4/1977, 5/14/1982, 11/11/1982, 9/20/2005, 6/1/2007

3342-8-01.3 Administrative policy regarding substitute faculty in regional.

Policy statement. Substitute faculty at the regional campuses are assigned cooperatively, with the approval of the individual academic department and the individual dean for the regional campus required. Compensation for substitute teaching is based on the academic rank of the substitute and is paid from an approved substitute salary schedule.

Replaces: 3342-8-01.3

Effective: 3/1/2015
Promulgated Under: 111.15
Statutory Authority: 3341.01
Rule Amplifies: 3341.01 , 3341.04
Prior Effective Dates: 11/22/1982, 9/20/2005, 6/1/2007

3342-8-01.4 Administrative policy regarding student complaints.

(A) Purpose. This administrative policy and procedures is established to provide an appropriate framework and method to resolve student complaints. This policy is specifically designed to maintain the integrity of the academic environment and to ensure that the rights of students in such matters are clearly ensured and protected. This policy also covers complaints arising from the student's relationship with the university as a student employee.

(B) General guidelines.

(1) During the campus complaint procedure and appeals process, the student may seek the counsel of the campus student complaint advisor to gain information, to clarify the process, and to facilitate communication.

(2) Some complaints may involve one or more policies which, because of either the nature of the complaint or the status of the complainant, may be related to university offices that have separate responsibilities for such policies. For example, an allegation of discrimination or sexual harassment could be reviewed separately by the office of affirmative action. Therefore, the student complaint may be filed simultaneously in more than one area.

(3) The campus student complaint advisor shall monitor the status of all complaints filed under this rule and the Administrative Code.

(C) Definition of terms.

(1) "Student" or means any person enrolled at the university in a course offered for credit.

(2) "Respondent" is defined as that person or persons named by the student in a written complaint.

(3) "Student complaint" is defined as a formal complaint of alleged violations of university policies and procedures including but not limited to academic, student employment, and administrative actions.

(4) "Complaint procedure" is defined as the process by which a student complaint is resolved

(5) "Campus student complaint advisor" (complaint advisor) is defined as a faculty member or administrator appointed by the campus dean for a one-year term (renewable) beginning on or about the first day of July each year. The advisor will review student complaints and assist the parties in resolving them. This person is also responsible for expediting the complaint procedure, for convening and chairing the campus student complaint review committee as a non-voting member, and for maintaining all records in a confidential file.

(6) "Student complaint review committee" is defined as a standing committee of three faculty and two students appointed by the campus dean. Faculty appointments shall be made from nominations to the dean from the faculty council; student appointments shall be made from nominations from the student body (when applicable student nominations will come from student government officers). Appointments are made annually at the end of the spring semester, with terms beginning the first of July. The duties of the committee are to:

(a) Receive and review information from all parties involved.

(b) Identify possible solutions.

(c) Make recommendations to the campus dean.

(7) "Days" refers to weekdays during periods in which classes are conducted, excluding examination week.

(8) "Regular semester" refers to the fall and spring instructional terms.

(D) Procedure.

(1) All parties are encouraged to resolve complaints on an informal basis. In seeking this resolution, the parties may confer informally with the complaint advisor, the faculty member or administrator involved, student services personnel, the assistant dean, as well as the ombudsman at Kent campus.

(2) If informal resolution is unsatisfactory, the student may make a formal complaint by submitting the complaint, in writing, to the complaint advisor. Where a complaint involves the advisor, the complaint will be submitted to the campus dean who will appoint an ad hoc advisor.

(a) The written complaint submitted by the student should include the nature of the complaint, the facts and circumstances leading to it, supporting documents, and a proposed remedy. The complaint should include any evidence and/or documentation pertinent to the issues identified. The written complaint should also note attempts, if any, that were made at informal resolution. This written statement and documentation becomes the basis for all further consideration of the matter. Verbal complaints will not be considered by the student complaint review committee.

(b) Upon receipt of the written complaint, the complaint advisor will forward a copy of the complaint to the respondent(s) who shall respond in writing to the complaint and include any information/documentation pertinent to the issues involved.

(c) The associate provost/regional college dean and campus dean are notified that the complaint has been filed. This notification contains the names of the complainant, the respondent, the general nature of the complaint (such as a grade dispute), and is signed by the complaint advisor.

(d) The conduct of matters brought before the student complaint committee shall be non-adversarial in nature. The committee shall examine and evaluate fully the written allegation and response, including any supporting documentation submitted by the complainant or respondent. The complainant and the respondent will be invited to appear before the committee. Both parties shall be offered the opportunity to appear alone or with another person, who may serve in an advisory capacity. A person serving in such capacity may not participate in the hearing or address the committee. Neither party is permitted to have an attorney as the advisor in the hearing. The committee may also invite testimony from other persons, who, in the judgment of the committee, may assist in its examination and evaluation of the complaint. All committee matters shall be handled in closed session. Upon completion of its inquiry, the committee will provide the campus dean with a written summary of its findings and recommendations.

(e) The campus dean's written decision shall be provided to the student, the respondent, the student complaint review committee, and the associate provost/regional college dean. A copy of the committee's findings and recommendation will be provided with this written decision.

(f) The dean's written decision will also advise the parties of their right to appeal. Appeals will be considered only if the appellant believes there was a procedural error or other substantive issue. Appeals must be submitted in writing within the time period allowed and will be received by the campus dean and forwarded to the associate provost/regional college dean.

(g) The appellant shall clearly state in writing to the dean the reasons for the appeal. The appeal must be based on procedural reasons or substantive issues that were not properly dealt with in the original review. In no case will the appeal be a complete rehearing of the original complaint. The associate provost/regional college dean shall notify the campus dean of the final decision

(h) In the event that the decision requires a change in a student's academic record, and neither party appeals the decision, it is the responsibility of the campus dean to initiate such a change, following established university procedures.

(E) Time limits. All parties will follow the following time limits. If conditions or causes exist requiring a modification of the time limits, the complaint advisor, following consultation with the campus dean, shall make the necessary and appropriate adjustments. All parties involved shall be informed immediately of these changes,

(1) Following an unsuccessful attempt at informal resolution, a written complaint must be submitted within fifteen days after the occurrence of the event.

(2) If the event occurs at the end of a regular semester or during a summer session. a student will have up to fifteen days from the start of the next semester to submit the written complaint to the complaint advisor.

(3) The complaint advisor must provide a copy of the complaint to the respondent within five days of receipt.

(4) The respondent has ten days from the date of the receipt of the complaint to provide a written response to the complaint advisor.

(5) The complaint advisor must provide copies of the complaint and the response to the complaint review committee five days prior to the scheduled meeting date.

(6) The complaint review committee is expected to conduct its review as expeditiously as possible, the committee, through the complaint advisor, must forward a written recommendation to the campus dean within ten days of completion of its review.

(7) The campus dean will normally provide a written decision to the parties involved within ten days of receipt of the recommendation of the committee.

(8) Appeals must be written and received within five days of receipt of the decision of the campus dean.

(9) Unless extensive further review is required, the appellant should receive a written decision regarding the appeal within fifteen days. A copy of the appeal decision shall be sent to the other party and to the compliant advisor.

(F) Student employee complaints. When a grievance arises from the student's relationship with the university as an employee, paragraph (E) of this rule and the Administrative Code will be invoked to provide for timely resolution of the matter. If both parties agree, the grievance will be forwarded to the campus dean for resolution. Appeals of the dean's decision will be to the associate provost/regional college dean for final resolution.

(G) Records. The records and disposition of any complaint, including those appealed to the dean, shall be maintained for a minimum of seven years in the campus complaint advisor's office.

(H) Exceptions. It is recognized that because of organizational structure, the nature of a complaint, or the possibility of persons normally involved in the process being subject to a complaint themselves, exceptions to these procedures maybe required. In any case, the matter should be brought to the attention of the campus dean for disposition, or the associate provost/regional college dean should the campus dean be the respondent.

Replaces: 3342-8-01.4

Effective: 3/1/2015
Promulgated Under: 111.15
Statutory Authority: 3341.01
Rule Amplifies: 3341.01 , 3341.04
Prior Effective Dates: 9/22/1989, 6/1/2007, 8/28/2008, 6/28/2012

3342-8-01.5 Administrative policy regarding athletes in the regional campuses.

(A) General.

(1) The student population at the university's regional campuses is different in terms of age, credit hour load, and interests from the Kent campus student population. A high percentage of regional campus students work (some full-time) while attending classes. This unique student profile prohibits affiliation with the "National Junior College Association" and other two-year external governing bodies since rules by these national associations are designed for full-time students, and compliance with these regulations would unreasonably limit student participation at regional campuses.

(2) The regional campuses have adopted a system of athletic governance by an internal regulatory and controlling body. The regional campus athletic committee is responsible for developing and recommending policy, procedure and guidelines to assure that regional campus athletics serve the needs and interests of our students. Equal opportunity for students and coaches, including an equalization of both budget allocations and coaching stipends for similar men's and women's sports, shall be observed.

(B) Definition of terms.

(1) "Regional campus athletic committee"- a committee meeting at least semiannually to oversee athletics on the regional campuses and make recommendations to the associate vice president for the extended university. This committee, appointed annually by the executive dean for regional campuses, is composed of at least one faculty member or administrator from each campus offering an athletic program and is a subcommittee of the student affairs coordinating council.

(2) "Regional campus varsity sports:- a varsity sport is an intercollegiate athletic activity on the regional campus which is recognized by the administration of the regional campuses, monitored by an internal governing body, (regional campus athletic committee), and financed by student activity funds. Varsity teams may compete with two-year campuses within the Kent state system as well as with other two-year institutions and, under appropriate circumstances as approved by the executive dean for regional campuses with four-year institutions. The feasibility of offering each varsity sports will be reviewed by the campus dean.

(3) Student-athletes. A "student-athlete" is a student who is competing or has competed in a varsity sport during his or her post-secondary academic career.

(C) Player eligibility. To be eligible to participate in varsity athletics at a regional campus a student must meet the following requirements:

(1) The student must be enrolled in and regularly attending at least six semester hours of university credit coursework at the campus where the student will participate.

(2) Student must have earned a grade point average of not less than 1.700 during the previous semester of attendance.

(3) New freshman are eligible upon admission and enrollment in the university if they have established a 1.700 minimum cumulative grade point average from high school records. The certifying authority will be the local campus registrar at the student's campus of record. Student s admitted with a "General Educational Development Examination" certificate must predict a 1.700 grade point average.

(4) Student-athletes must receive passing credit for twelve semester hours of classwork between seasons of competition (this may include summer sessions). The academic credits earned during the season of competition are included in the twelve semester hours required.

(5) Student-athletes are eligible for up to four years of athletic competition. Each year of participation will be subtracted from the remaining years of eligibility. No student may participate more than four years at any campus of the university. Years of participation need not be consecutive years of enrollment.

(6) A year of eligibility will not be charged to a student-athlete if he is unable to play due to injury or illness certified by a licensed physician and is unable to participate the remainder of the season. The injury or illness must occur before the athlete has completed participation in twenty per cent of the team's scheduled games, meets or matches.

(7) A student must meet the appropriate minimum cumulative academic averages based on the 4.000 scale, as defined:

(a) To be eligible to participate as an entering freshman, a student must have a 1.700 minimum cumulative grade point average in high school. Thereafter, the student must have a 1.700 minimum grade point average the semester prior to the semester of actual sports competition.

(b) For participation the second year of eligibility, a minimum cumulative grade point average of 1.700 is required at the end of the first year of competition

(c) For participation the third year of eligibility, a minimum cumulative grade point average of 1.800 is required at the end of the second year of competition.

(d) For participation the fourth year of eligibility, a minimum cumulative grade point average of 1.900 is required at the end of the third year of competition.

(8) An athlete who becomes ineligible at the end of a semester shall be declared ineligible and may not participate after the next semester begins. Any athlete who may gain eligibility after the end of the semester shall be immediately eligible upon recording of grades by the registrar's office.

(9) A new student-athlete enrolling at a regional campus during late registration and after a season of participation has started may become immediately eligible for competition when the athlete's registration has been completed and fees have been paid if the student has met all other eligibility requirements.

(10) A student-athlete not enrolled the fall semester and participating in early registration for spring may not compete in varsity sports until the last day of fall semester classes.

(11) A student-athlete attending a regional campus is not eligible to compete as a member of the varsity team representing the Kent campus when the student's records are housed at that regional campus. Normally a student may only compete on a varsity athletic team at the campus where the student's records are located. If a student competes in athletics at one regional campus and then enrolls in another regional campus for either part or all of his/her total hours, he/she shall have the option of competing in athletics at either campus, with the limitation that he/she may compete at only one campus within a single academic year.

(12) Student-athlete eligibility lists shall be prepared by participating campuses for each varsity sport. The eligibility lists shall be signed by the regional campus dean and sent to the regional campus supervisor of student services on the Kent campus no later than two weeks prior to the first scheduled game of the regular season for each varsity sport.

(13) Athletic eligibility will end upon completion of the four-year baccalaureate degree.

(D) Transfer students.

(1) A student-athlete transferring to a regional campus from a junior college, community college or two-year technical college is not eligible to compete in a varsity sport for one semester form the date of last attendance at the school from which he is transferring. The preceding may be waived for any student having a "letter of release" from the original institution. A transfer student who has not participated in athletics will be immediately eligible to compete in varsity athletics as in paragraph (C)(9) of this rule.

(2) A student-athlete transferring to a regional campus form a four-year institution will be eligible to participate when it has been determined by the campus registrar that all requirements for eligibility have been met.

(3) Transfer student-athletes should also have accumulated twelve semester hours of successful classwork between season of competition.

(4) A student-athlete who has played in the sport at another four-year institution during one semester of competition may not transfer to a regional campus and participate in that sport during the same season. A student-athlete who has not participated in that sport at another university is eligible when all the requirements listed in paragraph (D)(2) of this rule have been met.

(E) Other regulations.

(1) The total number of dates scheduled shall not exceed twenty. This does not include the end-of-season state tournament.

(2) All contests played among university regional campus teams, as well as intercollegiate teams from branches of other universities, community colleges, technical colleges, four-year institutions (varsity or junior varsity squads), business schools, etc.. shall count as scheduled dates. Each guaranteed tournament game played during the regular season shall also be counted as a scheduled date.

(3) Alumni games shall be considered exhibition games and are not shown in the win-loss record nor counted as scheduled dates.

(4) During the season of play a student-athlete participating may not play for a team in an industrial league or recreation league not sponsored by the regional campus. One high school alumni is permitted.

(5) Each student-athlete must pass a medical examination yearly prior to his participation in sports at the regional campus. A physician's signed statement should be kept on file in the appropriate office.

(6) Regional campuses should attempt to play within their own competitive skill level and against teams with similar philosophies of athletics. The university regional campuses should five priority to each other in scheduling for all mutually established sports.

(F) Sports are approved for varsity competition on the basis of student interest. Each campus reserves the right to discontinue a sport on the basis of lack of student interest and/or lack of funds.

(G) Regional campus intramurals. Each regional campus also offers a variety of local intramural sports. These competitive activities are recognized by the administration of the campus, offered by the student activities association, and are financed by the student activity funds. The particular intramural sports offered on each campus are determined by current levels of student interest. Each campus reserves the right to discontinue an intramural sport on the basis of lack of student interest and/or lack of funds.

Replaces: 3342-8-01.5

Effective: 3/1/2015
Promulgated Under: 111.15
Statutory Authority: 3341.01
Rule Amplifies: 3341.01 , 3341.04
Prior Effective Dates: 7/31/1981, 12/28/1984, 7/10/1985, 6/1/2007, 8/28/2008

3342-8-01.6 Administrative policy regarding administration of student conduct.

(A) General.

(1) Authority for developing policies of student conduct and a procedural due process is established in section 3345.21 of the Revised Code. The intent of these policies is to facilitate the maintenance of an orderly academic climate conductive to a satisfactory learning experience for each individual enrolled at Kent state university.

(2) The university has provided for the implementation of these procedures by establishing rule 3342-4-02 of the Administrative Code and this register. Each regional campus shall observe the following guidelines to insure procedural compatibility within the multi-campus system.

(B) Operational procedures.

(1) Each regional campus dean shall appoint a student conduct coordinator. The student conduct coordinator should be a member of the campus dean's administrative staff. This appointment will be for one calendar year beginning the fifteenth of April of each year.

(2) Each regional campus dean shall also recommend at least two full-time faculty or staff members as hearing officers.

(a) One of the hearing officers will be designated as an alternate to serve as needed. The term of service for the hearing officers will be for one calendar year beginning the first of July of each year.

(b) Each campus dean shall submit his recommendation of persons to serve as campus hearing officers to the dean for student affairs for transmittal to the president of the university for final appointment and notification.

(C) Operational parameters for addressing alleged violations.

(1) The student committing an alleged breach of conduct is reported to the regional campus student conduct coordinator. The conduct coordinator.

(a) Advises and explains the conduct procedure to the person reporting the alleged offense.

(b) Advises and explains the conduct procedure to the student charged.

(c) Schedules conduct hearing.

(d) Facilitates the hearing process.

(2) The hearing officer hears the case, renders a decision or judgment, and completes the prescribed reports and records. The hearing will be conducted in accordance with procedures stipulated and detailed in paragraph (H) of rule 3342-4-02.101 of the Administrative Code and this register. The hearing officer notifies the conduct coordinator of the outcome of the hearing.

(3) In accordance with paragraph (K)(2) of rule 3342-4-02.101 of the Administrative Code and of this register, notification of the outcome of the decision will be conveyed by the conduct coordinator to both the student charged and to the complaining party and/or appropriate university officials.

(4) The conduct coordinator completes the necessary administrative work and files the case records in the office of the campus dean

(D) Appeals. Appeals will be handled in accordance with paragraph (I) of rule 3342-4-02.101 of the Administrative Code and of this register.

Replaces: 3342-8- 01.6

Effective: 3/1/2015
Promulgated Under: 111.15
Statutory Authority: 3341.01
Rule Amplifies: 3341.01 , 3341.04
Prior Effective Dates: 5/28/1981, 9/20/2005, 6/1/2007

3342-8-01.7 Administrative policy regarding establishment of undergraduate student governmental bodies at each regional campus.

(A) Policy statement. The authority for establishing regional campus undergraduate student governments is established in rule 3342-2-08 of the Administrative Code, the undergraduate student government charter. Under this rule, the undergraduate student government (USG) will serve as the student government for each campus.

Each regional student government is recognized as a representative voice of the student body's interests, concerns, and needs for each campus. Each USG shall serve as the liaison between the campus student body, the undergraduate student government, and the university administration.

(B) Implementation. Each USG should adopt internal procedures including but not limited to by-laws, statues, legislation and may establish elected or appointed officers.

(C) Review. All undergraduate student government regulations and/or procedures will be reviewed by the dean, or designee, of each campus prior to implementation.

Effective: 4/1/2016
Promulgated Under: 111.15
Statutory Authority: 3341.04
Rule Amplifies: 3341.01, 3341.04