Chapter 3354:1-11 Cuyahoga Community College Policies
(A) The college shall honor its mission, vision, and values, while setting and achieving its goals. Goals will be achieved by marshalling employees and resources as directed in a strategic plan, while operating in accordance with college policies and procedures.
(B) Policies, and the procedures that operationalize them, establish college-wide rules and processes that unite the college community in a daily effort to accomplish the college's mission, vision, values, and goals. Whereas the strategic plan mobilizes employees and resources through long-term, annual, and individual goals, college policies and procedures direct day-to-day decision making, set behavioral parameters, and establish specific goals.
(C) The college's five-year strategic plan shall facilitate achievement of the college's mission, vision, and values. Annual goals shall flow from the strategic plan. (While goals are adopted and achieved annually, the college's mission, vision, and values are expected to be more enduring.) The college shall pursue operational excellence as it achieves its annual goals.
(D) Operational excellence flows from the establishment and maintenance of a system of policies and procedures. Pursuant to board bylaws and Ohio statute, the board holds authority to operate the college, but delegates some of this authority to the president through policies. The college shall establish and maintain policies and procedures in order to support and catalyze operational efficiency and effectiveness.
(E) The college's mission is, "To provide high quality, accessible and affordable educational opportunities and services - including university transfer, technical and lifelong learning programs - that promote individual development and improve the overall quality of life in a multicultural community."
(F) The college's vision is, "Cuyahoga Community College will be recognized as an exemplary teaching and learning community that fosters service and student success. The College will be a valued resource and leader in academic quality, cultural enrichment and economic development characterized by continuous improvement, innovation, and community responsiveness."
(G) The college's values are, "To successfully fulfill the mission and vision, Cuyahoga Community College is consciously committed to diversity, integrity, academic excellence, and achievement of individual and institutional goals. We are dedicated to building trust, respect, and confidence among our colleagues, students, and community."
(H) Annually, the president shall communicate the following fiscal year's goals to the board.
(I) The president or the president's designee is hereby directed to take all steps necessary and appropriate for the implementation of this policy.
(A) Policies, procedures, departmental directives, and rules.
Board policies create a framework within which the president or other officer of the college is directed or authorized to take discretionary action in a specific area. Frequently, policies delegate elements of the board's authority to operate the college. They tell what is required or permitted. They may also indicate why and how much.
College procedures are specific statements of process or means by which policies shall be fulfilled or implemented. Like policies, procedures generally have a broad impact. They may reach beyond any one college department to unify students, employees, multiple college departments, and other individuals or organizations in a common process.
(3) Departmental directives.
Departmental directives are typically minor internal forms, work instructions, guidelines, and other directives that do not have substantive impact beyond one college department. They are not official rules of the college, but rather serve as instructions important to the internal operations of a department.
Rules are duly-adopted college policies and procedures. Departmental directives are not rules of the college.
Subject to the board's sole authority to adopt, modify, and rescind policies, the president or the President's designee(s) shall lead and coordinate policy and procedure development efforts collegewide. Policies and procedures shall be implemented as a foundation for collegewide operations, and shall be integrated into the college's planning, continuous improvement, and quality assurance efforts. Specifically, the president or the president's designee(s) shall:
(1) Prescribe one or more rulemaking procedures.
(2) Analyze existing federal, state, and local statutes, regulations, and case law for impact on policy and procedure; formulate recommendations; and communicate recommendations to the president and any impacted executive vice president.
(3) Monitor proposed federal, state and local laws and regulations, and developing case law; formulate recommendations; and communicate recommendations to the president and any impacted executive vice president.
(4) Once every five years, lead a comprehensive policy and procedure review project.
(5) Annually, lead a comprehensive policy and procedure review project for at least one chapter of the college's policies and procedures.
(6) Routinely develop recommendations to ensure that the board and the college are complying with Ohio legal requirements relating to policy and procedure development.
(8) Participate in the strategic planning, annual planning, and quality assurance planning processes in order to encourage continuous improvement of policies and procedures so that they better support efficient and effective operation of the college toward achievement of its goals.
(9) Periodically participate in training programs that educate college leadership about the legal and operational aspects of policies and procedures.
(10) Periodically audit college operations in order to identify opportunities for improvement in compliance with existing policies and procedures, and for improvement of the policies and procedures themselves.
(11) Communicate policies, procedures, and related matters to students, employees, and trustees in an appropriate manner.
(C) The president or the president's designee is hereby directed to take all steps necessary and appropriate for the implementation of this policy.
(A) Authority. The board adopts policies. The board generally delegates procedure-making authority to the president. Subject to the president's oversight, each Executive vice president shall develop and adopt procedures impacting his or her own area of responsibility, while actively consulting with other executive vice presidents.
(B) Initiating the policy-making process. Policy matters may be introduced at any board committee meeting by the president, an executive vice president, or a trustee. In order to allow committee members to prepare in advance, all policy matters shall be transmitted to the appropriate board committee members at least two weeks prior to the meeting at which the policy matters are to be discussed. Policy recommendations will be introduced to the full board by the standing board committees.
(C) Initiating the procedure-making process. New or amended procedures may be suggested by submitting a draft of the new or amended procedure to the responsible executive vice president or to the president.
(D) Submission requirements. Anyone recommending a new or revised policy or procedure shall include with the recommendation a written description of the rule and changes it would bring to current rules, a draft of the new and current rules, a document that is marked to show changes to the current rule, and (optionally) a requested effective date.
(E) "Two-reading rule." Policy matters are generally not acted upon by the board at the same meeting at which the policy is introduced. Exceptions include emergency situations, and policy matters the governance system has had the opportunity to review prior to the meeting at which the policy is introduced to the full board.
(F) Governance system. The agreement between the college and the American association of university professors includes rulemaking processes. Nothing in this rulemaking procedure conflicts with or displaces any provision of that agreement. The agreement's provisions must be considered when addressing many policies and procedures. Those provisions include, without limitation, the following principles:
(1) Policy recommendations initiated within the Collegewide governance system will be sent to board committees through the college president.
(2) Policy recommendations initiated outside the collegewide governance system may be referred by the chairperson of the board, in consultation with the college president, to the appropriate collegewide joint governance advisory committee for review and comment.
(G) Legal review. Policies and procedures have extensive legal implications; they are the rules of the college. No policy or procedure may be adopted, modified, submitted to the board or any board committee, or distributed as an official college rule until it has been reviewed in its final form by the office of legal services. In addition, the Office of legal services shall assign appropriate numbers to policies and file adopted policies in accordance with applicable law.
(H) Official format. The college shall maintain an official format and definition for policies and procedures. All proposed policies and procedures must be prepared and circulated in the official format, and must be consistent with the approved definitions.
(I) Official database and Internet page. The office of the president shall maintain a database and internet page dedicated to displaying official versions of all policies and procedures. In order to better ensure document integrity, the college shall not maintain any other database of college policies and procedures. However, college groups may link their internet or intranet pages to the office of the president's policy and procedure page and related database. Policies and procedures will be displayed externally (e.g., on the Internet).
(J) Implementation. The president or the president's designee shall take all steps necessary and appropriate for the implementation of this procedure.
(A) The college acknowledges the critical role that open, frank, and orderly communication plays in the achievement of the college's mission, vision, values, and goals. Members of the college community should support and encourage such communications.
(B) Respect towards other individuals and sincere consideration of their ideas is a critical step towards continuous improvement. Employees and students shall act towards others with respect, reasonableness, restraint, order, mutual dignity, and shall sincerely consider others' ideas.
(C) Members of the college community shall be free to support their convictions by means that do not violate others' rights or freedoms and do not disrupt the regular operation of the college or other college activities.
(D) The college acknowledges the importance of an environment that is conducive to learning. The college encourages members of the college community to act in a manner respectful of teachers' and students' needs for an environment conducive to learning.
(E) For the purposes of this rule, a member of the college community is any student, customer, employee, trustee, vendor, visitor, guest or other individual at a college facility or activity.
(F) The president or the president's designee is hereby directed to take all steps necessary and appropriate for the effective implementation of this policy.
(A) Duties of college officers and trustees.
Each college officer and trustee owes a duty of loyalty to the college, and must avoid conflicts of interest. Conflicts of interest arise in many forms and contexts, and adherence to this policy will not, in and of itself, relieve a college officer or trustee of liability under Ohio ethics laws or other laws governing trustee and officer behavior. It is each college officer's and trustee's individual duty to avoid conflicts of interest, and to disclose conflicts when they arise.
(B) Conflicts of interest.
Conflicts of interest commonly exist when a trustee or officer faces competing loyalties. A conflict of interest does exist when any actual or contemplated transaction or contractual relationship involves the college on one side, and any of the following on the other side:
(1) A college officer or trustee.
(2) A family member of a College officer or trustee.
(3) An organization affiliated with a college officer or trustee.
(C) Required actions.
(1) Upon first learning of a conflict of interest, the college trustee or officer shall fully disclose in writing to the full board and the college president the precise nature of the conflict, including without limitation all relationships and business affiliations that could reasonably be expected to give rise to a conflict of interest involving the college.
(2) College trustees and officers must also timely file any required financial disclosure forms as may be required by applicable law.
(3) Any board resolution involving a conflict of interest shall be treated separately by means of a roll call vote so the conflicted trustee can clearly abstain from voting.
(D) Prohibited actions.
(1) Trustees and officers who have a conflict of interest in any matter being considered by the board (including any committee of the board) must not:
(a) Participate in consideration of the matter, unless and to the extent the board or the college president requests input.
(b) Vote on or debate the matter.
(2) Trustees and officers who have a conflict of interest in any matter being considered by the College must not:
(a) Participate in consideration of the matter, unless and to the extent the college president requests input.
(b) Vote on, recommend, debate, or execute any contract directly relating to, the matter.
A transaction is an event involving an exchange of something of value. Usually (but not always) transactions are memorialized in a purchase order or other written contract. Examples are extensive, and include without limitation real estate leases, procurements of goods, software licensing, and execution of professional services agreements.
(F) Affiliated organizations.
An organization is "affiliated" with a college officer or trustee if a trustee or officer, or a family member of a trustee or officer:
(1) Is an officer, director, trustee, partner, employee, or agent of an organization involved in, or being considered for, a business relationship with the college; or
(2) Is the actual or beneficial owner of more than five percent of the voting equity or controlling interest of such an organization; or
(3) Has any other direct or indirect dealings with such an organization giving rise to a financial interest or fiduciary duty.
(G) Family members.
A "family member" is a spouse, domestic partner, parent, grandparent, grandchild, child, step-child, adopted child, foster child, brother, sister, uncle, aunt, first cousin, nephew, niece, father-in-law, mother-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, half-brother, or half-sister.
(H) The president or the president's designee is hereby directed to take all steps necessary and appropriate for the effective implementation of this policy.
(A) The college may convey naming rights for its facilities, programs, scholarship and endowment funds in accordance with this policy and the college's naming opportunities procedure.
(B) Naming recognition for buildings may result from a substantial contribution.
(1) The college may grant naming rights for new and existing buildings.
(2) Naming recognition agreements for buildings shall be subject to approval by the chairperson of the college board, the president of the college, the chairperson of the foundation board and the vice president for resource development and foundation.
(3) Final naming decision for buildings must be approved by the college board.
(C) Naming recognition for facilities other than buildings, including but not limited to classrooms, theatres, etc., equipment, programs, scholarship funds, and endowments, shall remain under the authority of the college and foundation administration as described in the college's naming opportunities procedure.
(D) Nothing in this policy prohibits the college, based upon the recommendation of the president or chairperson of the college board, from naming any facility in honor of an individual who has made or will be making substantial non-economic contributions to the college.
(E) The college president or the president's designee is hereby authorized and directed to take all actions necessary and appropriate to implement this policy.
Replaces: 3354: 1-11-05
(A) Board approval. The college may grant naming rights in accordance with this procedure and the naming opportunities policy. Final naming decisions require board approval.
(B) Honoree selection.
(1) Naming rights may be granted in recognition of a major private donation to the college, or in recognition of a person who has provided substantial non-economic contributions to the college. No naming rights may be granted for persons currently employed by the college or currently serving on the college's or foundation's board. If the person to be honored is living, three years must have elapsed since any formal association with the college ended. For persons who are no longer living, one year must have passed after death before they may be considered for naming purposes. Notwith standing any of the foregoing, the board, in its discretion and in conformity with the naming opportunities policy, may grant naming rights to a college president, whether current or former, at any time.
(2) Naming candidates must exemplify the standards, traditions, and values espoused by the college. Candidates must undergo a thorough background check prior to being selected for naming purposes. The background check must be completed prior to recommendation of the candidate to the Board.
(C) Rights and responsibilities.
(1) Naming recognition will include an appropriate plaque or other marker for dedications and acknowledgement. The college shall endeavor to apply a consistent, collegewide system governing size and style of plaques and markers. The college may discuss plaque and marker design issues with potential donors or others who are to be recognized, subject to the overriding requirement for board approval on all naming decisions.
(2) The college shall determine and provide ongoing care and maintenance of all plaques and markers.
(3) The right to determine content, timing, location, and frequency of any announcements associated with the donation shall rest with the college, but the college may consult with the donor.
(4) Whenever possible, buildings name must incorporate the activity they house, e.g. "Ellison Technology Library" or "Rubie McCullough Aquatics Center."
(1) The college may grant naming rights for new and existing buildings, facilities, and other property, in exchange for an amount not less than twenty-five per cent of the construction cost (for naming new buildings, facilities, and other property) or of the market value (for naming existing buildings, facilities, and other property).
(2) Endowments, scholarships, and special programs, and associated costs, will generally be established by the Cuyahoga community college foundation and not the college itself.
(3) Chairs and professorships may be named in connection with gifts of at least five hundred thousand dollars and two hundred fifty thousand dollars , respectively.
(4) Departments, centers, and programs may be named in connection with gifts in an amount that would provide for substantial earnings relative to operational costs.
(5) Naming recognition for donations will occur only after the full donation has been irrevocably delivered.
(E) Implementation. The president or the president's designee shall take all steps necessary and appropriate for the implementation of this procedure.
Replaces: 3354: 1-11-05
(A) College compliance with Ohio's Public Records Act.
(1) As a political subdivision of Ohio, Cuyahoga community college district ("College") must comply with Ohio's Public Records Act. Under the Public Records Act, a requester may request to view public records at a college location during regular business hours, or may request to receive copies of public records.
(2) A public record is any document - in paper, electronic (including, but not limited to, e-mail), text messages, instant messages, and databases), or other format - that is created or received by, or that comes under the jurisdiction of the (college, and that documents the organization, functions, policies, decisions, procedures, operations, or other activities of the college. Public records of the college are subject to disclosure, unless they are exempt from disclosure under state or federal law.
(3) The college shall adopt a procedure to implement this policy.
(1) The college shall have a records administrator. The records administrator shall ensure that college records are organized and maintained so that they are readily available for inspection and copying.
(2) The records administrator shall also ensure that records retention schedules are updated regularly and are readily available to the public.
(C) The president or the president's designee is hereby directed to take all steps necessary and appropriate for the effective implementation of this policy.
Replaces: 3354: 1-11-06
(A) Key principles of the Public Records Act.
(1) Public records must be available for inspection during regular business hours of the college. Public records must be made available for inspection promptly. Copies of public records must be made available within a reasonable period of time. "Prompt" and "reasonable" are to be interpreted in light of the volume of records requested, the proximity of the location where the records are stored, and the necessity for any legal review of the records requested.
(2) Although no specific language is required to make a request, the requester must at least identify the records requested with sufficient clarity to allow the public office to identify, retrieve, and review the records. If a requester makes an ambiguous or overly broad request or has difficulty making a request such that the college cannot reasonably identify what public records are being requested, the office of legal services may deny the request but shall provide the requester with an opportunity to revise the request by informing the requester of the manner in which records are maintained and accessed in the ordinary course of business.
(3) Written requests can be encouraged, but cannot be required. A requester is not required to put a public records request in writing, and does not have to provide his or her identity, or the intended use of the requested public record. However, the college may ask for a request to be in writing, for the requester's identity, and/or for the intended use of the records if (a) the requester is first notified that he or she is not required to disclose the information and (b) that disclosing this information would benefit the requester by enhancing the college's ability to identify, locate or deliver the requested records.
(4) The Public Records Act does not require that a new public record be created or that the college perform analysis of existing information in response to a public records request.
(5) The college's records are subject to the college's records retention schedule. The current schedule is available at www.tri-c.edu/legal, a location readily available to the public as required by the Public Records Act.
(6) Electronic records.
(a) An electronic record is deemed to exist so long as a computer or existing software program currently in use at the college is already programmed to produce the record through simple sorting, filtering or querying.
(b) Content that is transmitted to or from private email accounts (accounts not issued and maintained by the college) or personal devices and that meets the definition of a public record can be subject to disclosure upon request.
(c) All employees of the college are required to retain their email and other electronic records in accordance with the college's records retention schedule and email policies and procedures.
(7) Costs for public records.
(a) Those seeking public records will be charged only the actual cost of making copies, in whatever format. (There will be no charge for employee time.) The fees received should be remitted to the College's office of legal services.
(b) There will be no charge for documents e-mailed or produced electronically on a compact disc.
(c) Requesters may ask that documents be mailed to them. They will be charged the actual cost of the postage and mailing supplies and reasonable copying costs.
(B) Preparing a Public Records Act response.
(1) For every public records request, the college personnel receiving the request for public records must promptly notify the office of legal services, and provide a copy of the request, if available. The office of legal services shall track such requests, including name of requester if provided; a summary description of records being sought; date request received; date request completed; and what records were provided or denied.
(2) The office of legal services, in collaboration with the records owner(s), should evaluate each request to determine an estimated length of time required to gather the records. All requests for public records shall either be satisfied or be acknowledged within three business days following receipt of the request. If a request is deemed significantly beyond "routine," such as seeking a voluminous number of copies or requiring extensive research, the acknowledgement should include a statement regarding the extended period to respond with an estimated length of time that it will take to satisfy the request.
(3) The office of legal services must comply with the request for public records by collecting the requested public records as promptly as possible.
(4) All persons collecting records in response to a public records request must promptly deliver all requested records to the office of legal services.
(5) Exemptions to the Public Records Act must be considered when responding to a public records request.
(a) The Public Records Act specifically exempts certain classifications of records from disclosure. Records that might be protected from disclosure include, without limitation, medical records, trial preparation records, law enforcement investigatory records, student education records, intellectual property records, trade secret information, social security numbers, police officer residential and family information, and college security and infrastructure records. A more complete list of exceptions can be found at Section 149.43 and other sections of the Revised Code.
(b) The college complies with the Family Educational Rights and Privacy Act of 1974, as amended (FERPA), regarding the release of a student's education records.
(6) Any denial of public records requested must include a supporting explanation, including legal authority. If portions of a record are public and portions are exempt, the exempt portions are to be redacted and the rest released. Redactions must be plainly visible. If there are redactions, they must be accompanied by a supporting explanation, including legal authority.
(1) The records that have been collected to fulfill a public records request must be reviewed by the office of legal services prior to their release to ensure fulfillment of the public records request and compliance with the Public Records Act.
(2) Following this review, the office of legal services will respond directly to the requester within a reasonable period of time.
(3) In most cases, if the request is to inspect the public records, the inspection will take place at the location where the records have been collected, during regular business hours, and under the supervision of a member of the office of legal services, the records administrator or a designee.
(4) If the request is for copies, the office of legal services shall make arrangements for any copying of the requested public records, and, following legal review, shall arrange for delivery of the records.
(D) The president or the president's designee is hereby directed to take all steps necessary and appropriate for the effective implementation of this policy.
Replaces: 3354: 1-11-06
(A) In recognition of Tri-C's commitment to equality, the board of trustees is committed to the award of honorary degrees to recipients who reflect the diversity of interests, backgrounds, and concerns reflected in the college community and the society and world served by the college.
(B) Suggested candidates to receive an honorary degree from Cuyahoga community college must have a strong current connection to the college either individually or through an organization and should reflect a combination of the following characteristics:
(1) Distinguished personalities who have a significant connection to Tri-C;
(2) Distinguished individuals who have a strong connection to Cleveland or NE Ohio;
(3) Individuals who have exceptional contributions to a specific field or to society in general;
(4) People who have made a significant contribution to higher education;
(5) People whose reputation locally, nationally, or internationally, has enhanced the reputation of Tri-C and serve as an example to its students;
(6) An emeritus faculty member;
(7) Distinguished alumni of Tri-C.
(C) The following individuals are generally excluded but may be considered at the discretion of the board when the individual in question meets the criteria in paragraph (B)(1), (B)(2), (B)(3), and (B)(5) of this rule .
(1) Employees or degree-earning students of Tri-C;
(2) Current Board of Trustee members;
(3) Current political office holders.
(A) A formal notification shall be made consisting of the following:
(1) A written narrative letter from an individual with a connection to Tri-C stating the significant achievement of the nominee and why the individual is deserving of the college's highest honor;
(2) Biographical and other information supporting the nomination;
(3) A second letter of recommendation (not from the same college or department);
(4) Name, address and phone number of nominee or contact in case of posthumous award.
(B) Nominations must be received prior to the March board meeting for consideration for May commencement ceremonies; Nominations must be received prior to the December board meeting for consideration for December commencement.
(C) Nominations can come from internal and external bodies to the president's office. The president's office reviews the nominations and if they meet criteria they are passed on to the access, learning and success committee for consideration and then to the full board. Nominations should be directed to:
"Chair, Committee on Access, Learning and Success
Cuyahoga Community College
700 Carnegie Avenue
Cleveland, OH 44115"
(D) Once a nominee has been approved by the committee, there will be a two-year period in which the nominee will remain eligible.
(1) The trustee emeritus designation is reserved for a retiring board of trustee member who has provided significant, substantive service to benefit cuyahoga community college students and enhance the educational, training and public service mission of the institution. The trustee has established throughout his or her tenure on the board, a record of unmatched commitment through documented acts and deeds to cuyahoga community college. Actively engaged through policy development and implementation, the trustee has enabled the college to accomplish its mission and strategic priorities through innovative programs and operations.
(2) It is expected, also, that the trustee has demonstrated a history of professional accomplishment, national and state board/college representation and community engagement that would warrant external recognition and that would bring honor and distinction to the individual and the college.
(3) The trustee emeritus designation is to be awarded at the conclusion of the final term of the board member at the last official meeting or immediately thereafter. The recipient will be deemed ineligible for re-appointment to the cuyahoga community college board of trustee by the appointing authorities in the future.
(B) Emeriti qualifications. Candidates for the trustee emeritus must demonstrate a history of distinguished and noteworthy commitment to the college and community in the following ways:
(1) Serve on the board a minimum of fifteen consecutive years or three terms.
(2) Attend, at a high ratio, board and committee meetings, retreats, state and national meetings, and other activities that foster board engagement, development and active participation.
(3) Known as an advocate for the college and its students at the local, state, and national levels through attendance and visible involvement in student-centered initiatives.
(4) Exhibit a dedication to students and the college by attending and engaging in college events, including but not limited to commencements, convocations, educational programs, student activities, college foundation benefits, re-accreditation visits, and institutional membership groups such as the league of innovation.
(5) Contribute monetarily in support of college initiatives and the college foundation.
(6) Exemplify public decorum and demeanor expected of a trustee and representative of the college.
(7) Achieve in professional, civic and community roles.
(C) Nomination. Eligibility for trustee emeriti is assessed by the executive committee of the board of trustees in consultation with the college president to ensure that candidates meet all the qualifications noted above. If it is determined that all criteria are met or exceeded, a resolution is prepared and presented for a vote by the cuyahoga community college board of trustees.
(D) Emeritus privileges. The following privileges will be afforded the trustee emeriti:
(1) Photograph with an entitled "trustee emeriti" plaque is displayed in the cuyahoga community college board room.
(2) The trustee emeritus name is included in publications along with the names of standing members of the board of trustees.
(3) Special guest at college and trustee events and activities, where appropriate.
(4) Invitation to participate in ad hoc groups or committees where expertise may be beneficial.
(5) Receive college publications to be kept abreast of college initiatives.
(A) As the Cuyahoga community college board of trustees reaffirms our commitment to access and the still relevant "open door" mission of community colleges, we believe that it is our institutional imperative to significantly increase the rate of completion of students admitted to the college.
(B) The board of trustees of Cuyahoga community college will be actively engaged in this effort developing policy and directing resources necessary for supporting evidence-based institutional culture focused on student success and completion.
(C) Trustees must fully understand and embrace the complexities of the completion challenge, and understand that to succeed in this we will require real change. To this end, the trustees instruct the president to develop for their approval a comprehensive plan with specific goals, benchmarks, strategies and timelines.
(D) The plan will require bold, innovative and aggressive action by the trustees, the president, faculty and staff and will include the support and participation of every department and division of the college.
(E) Success and completion will be the highest priority of the board and each of its committees.