Chapter 3356-5 Policies on University Campus

3356-5-01 Display of the flag of the United States of America.

(A) Policy statement. The flag of the United States of America displayed in the veterans' plaza and at other campus locations shall be displayed in accordance with The United States Flag Code as found in Title 4 of the United States Code and the section of Title 36 which provides instructions on display of the flag during rendition of the national anthem. The flag shall be flown at half-staff only during periods of national mourning as declared by the president of the United States, on memorial day, or as proclaimed by the governor of the state of Ohio.

(B) Procedures.

(1) When used on a speaker's platform, the flag, if displayed flat, should be displayed above and behind the speaker, and if displayed from a staff in an auditorium, should be displayed in advance of the audience and at the speaker's right as the speaker faces the audience.

(2) No other flag or pennant should be placed above or, if on the same level, to the right of the flag of the United States of America.

(3) The flag, when flown at half-staff, should be hoisted to the peak for an instant and then lowered to the half-staff position. The flag should be again raised to the peak before it is lowered for the day.

(4) On memorial day, the flag should be displayed at half-staff until noon only, then raised to the peak of the staff.

Replaces: 3356:1-15-01

Effective: 5/28/2011
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: 8/15/98, 6/16/03, 8/21/10

3356-5-02 Advertising procedures.

(A) Policy statement. Institutional publications, statements, and advertisements must represent the highest professional standards for design and content, shall be truthful, informative, and constructive and avoid misleading or exaggerated impressions with respect to the university.

(B) Scope. This policy applies to all advertising done by the university. Adherence to the highest professional content, design and production standards is required to ensure that core institutional messaging, imaging and branding is accurately and effectively expressed and presented to the public in all media.

(C) Purpose. To maintain the consistency of the university's public image and ensure appropriate use of the university's name and brand.

(D) Guideline. The success and public acceptance of effective advertising is dependent on a strategy built upon research, credibility and consistency, and it must be based on a well-planned and executed program. The office of marketing and communications is responsible for ensuring that these standards are met.

(E) Procedures.

(1) University departments and offices wishing to use university resources to advertise, in any medium (e.g., internet websites, print publications, outdoor media, radio, television), must do so in consultation with the office of marketing and communications.

(2) A written request for advertising planning, design and/or placement services must be submitted to the office of marketing and communications prior to the commitment of any university funds for advertising at least three weeks in advance of the advertisement deadline. At that time, the office of marketing and communications will provide the requester with final production and placement cost estimates before proceeding.

(3) Once a final design and budget are agreed upon, the office of marketing and communications will be responsible for quality control in the design, content and timely placement of the final advertisement.

(4) With respect to the department of intercollegiate athletics, the college of creative arts and communication, and employment advertising by the department of human resources, written requests for advertising are not required to be submitted to the office of marketing and communications. However, the marketing and/or advertising of these units must adhere to the guidelines and intent of this policy. The office of marketing and communications will monitor practices to ensure appropriate professional standards.

Effective: 8/31/2015
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: Prior to 11/4/77, 8/15/98, 6/16/03, 8/21/10

3356-5-03 Affiliated organizations.

(A) Policy statement. The university recognizes the value that affiliated organizations can provide in helping the university to achieve its goals and adopts this policy to ensure that organizations affiliated with the university conduct their operations in accordance with university-approved standards and practices.

(B) Purpose. To provide standards and practices for the selection, operation, and continued existence of an affiliated organization.

(C) Scope. This policy applies to nonprofit corporations and organizations which are affiliated with the university and exist solely for the benefit and support of the university, whether or not they have been created by the university.

(D) "Affiliated organization." An entity that has a legal existence separate from the university and which is formed and operated to support or complement the mission of the university and:

(1) Is controlled or strongly influenced by the university;

(2) Receives financial support from the university; or

(3) Utilizes university resources, name, or identity.

(E) Parameters. Each affiliate's relationship with the university will be formalized in a memorandum of agreement. The memorandum of agreement will be governed by the following principles:

(1) The creation and activities of affiliates must promote, sponsor, or complement university operations or mission.

(2) Affiliates shall provide for at least one university representative on its governing board.

(3) Affiliates must use sound fiscal and accounting procedures.

(4) Affiliates must be managed in a manner consistent with their own enabling documents and the university's purpose, mission, and procedures.

(5) Affiliates must adhere to high ethical and conflict of interest standards.

(6) The university's relationship with an affiliate is not necessarily intended to be perpetual.

Replaces: 3356-5-03

Effective: 8/28/2015
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: 7/24/00, 6/16/03, 8/21/10

3356-5-03.1 [Rescinded] Youngstown state university foundation.

Effective: 8/28/2015
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: 8/15/98, 6/16/03, 8/21/10, 3/22/15

3356-5-04 [Rescinded] Fundraising.

Effective: 8/28/2015
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: Prior to 11/4/77, 3/17/80, 8/15/98, 6/16/03, 8/21/10, 3/22/15

3356-5-05 Agreements, educational partnerships, and related arrangements.

(A) Policy statement. The president is authorized and encouraged to pursue, develop, and expand partnerships, cooperative programs, contractual arrangements, and similar relationships that support and promote the mission of the university.

(B) Purpose. In striving to fulfill its teaching/learning, research/scholarship, and public service goals, the university actively becomes involved in the establishment of mutually beneficial partnerships or similar arrangements with a broad range of public and private entities.

(C) Procedures.

(1) The chairperson of a department, council, committee, or task force, or an individual member of the university community, may - through the appropriate dean or executive director - submit to the provost/vice president for academic affairs or to an executive officer, or designee appointed by the president, proposals to establish partnerships or related arrangements between the university and private or public entities.

(2) Proposals will include:

(a) Statement of need;

(b) Description of partnership and manner in which the arrangement will meet the stated need;

(c) Identification of personnel/departments to be involved;

(d) Delineation of responsibilities of the university and other involved parties;

(e) Estimation of needs for fiscal resources, space, and equipment;

(f) A description of how these needs will be met;

(g) A description of where administrative responsibility is housed and the lines of responsibility.

(3) Proposals related to public service agreements will include:

(a) State of need;

(b) Description of partnership and manner in which the arrangement will meet the stated need;

(c) Statement of the relationship between outside entity(s) and the university as outlined in the agreement;

(d) Needed facilities and equipment, if any, and their availability;

(e) Delineation of responsibilities of the university and other involved parties;

(f) Identification of costs and/or expenses associated with the agreement;

(g) A description of how these funding needs will be met;

(h) A description of where administrative responsibility is housed and the lines of responsibility;

(i) Delineation of impact of the agreement on the image of the university.

(3) Proposals will be circulated to all entities or individuals that might be involved for review and feedback prior to submission to the provost/vice president for academic affairs or executive officer or designee appointed by the president.

(4) The provost/vice president for academic affairs or executive officer, or designee appointed by the president, will determine whether review of the statement of partnership by the office of the general counsel is required. When the proposal involves research and/or sponsored programs, the office of grants and sponsored programs must be contacted, and review by the associate provost for research and dean of graduate studies and research is required, including written recommendation/determination about whether the proposed agreement/partnership is allowable under grants policies.

(5) Upon the completion of this consultative process, the provost/vice president for academic affairs or executive officer, or designee appointed by the president, may authorize implementation of the partnership.

Replaces: 3356:1-15-07

Effective: 2/6/2012
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: 8/15/98, 6/16/03, 8/21/10

3356-5-06 Electronic media rights.

(A) Policy statement. The president, or designee, in order to gain the greatest possible external exposure for the university and to realize income when feasible, may grant electronic media rights.

(B) Parameters.

(1) All transmissions and/or distributions shall meet any applicable regulations placed upon the university by affiliated governing groups.

(2) Electronic media includes radio, television, internet, and any other transmission and/or distribution medium utilized to transmit non-instructional university events on a live or delay basis.

(C) Procedures.

(1) The vice president for university advancement, or designee, is responsible for the external distribution of electronic media programs.

(2) Program initiatives that have the potential of generating income are subject to bid.

(3) The vice president for university advancement identifies, communicates appropriate electronic standards, reviews external programming activities, recommends new program initiatives, and packages all programs with income potential for bid.

(4) The vice president for university advancement recommends action to the president for the final decision.

Replaces: 3356:1-15-09

Effective: 5/28/2011
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: Prior to 11/4/77, 6/2/82, 5/21/99, 6/16/03

3356-5-07 Gifts for the benefit of the university.

(A) Policy statement. Gifts for the benefit of Youngstown state university ("the university") help the university fulfill its mission of education, scholarship, research, and service. The Youngstown state university foundation ("the foundation") exists to secure gifts for the benefit of the university. In order to provide long-term managed financial support for the university, the foundation and university have mutually agreed that gifts to the university shall be made through the foundation in accordance with the "Youngstown State University Development Transfer and Service Agreement" (available through the office of the general counsel) and this policy.

(B) Purpose. To provide guidance to the university community, the foundation, and the general public regarding the solicitation, acceptance, and management of gifts for the benefit of the university.

(C) Scope. This policy applies to all fundraising efforts to benefit the university and the management of such funds. This policy does not apply to the fundraising efforts of the university's public radio station ("WYSU"), the Rich center for autism, and the penguin club, which may continue to raise, bill, and acknowledge their own gifts and/or funds.

(D) Definitions.

(1) "Gift." The voluntary irrevocable transfer of an item of value from an individual, corporation, or organization for the benefit of the university with no expectation of a return of goods or services. Gifts may consist of real or personal property, both tangible and intangible, and may be restricted, unrestricted, for permanent endowment, pledged, deferred, or made outright.

(2) "Conditional gift." A gift which is subject to or dependent on a particular event or occurrence.

(E) Parameters.

(1) The university and the foundation shall work cooperatively to implement donor intent and to fulfill the stated and/or written strategic fundraising goals and priorities of the university.

(2) Gifts to the university shall only be accepted in accordance with all applicable federal or state laws, university policies, and written agreements between the university and the foundation.

(3) The university and the foundation reserve the right to refuse any gift which is too restrictive in purpose, requires an unreasonable expenditure of the university or the foundation resources, is contrary to law, compromises the mission of the university, or is based on a vague or uncertain condition.

(4) When conducting fundraising activities, a university division, department, or college must coordinate with the foundation to ensure that such activity does not conflict with any ongoing or planned foundation fundraising activity or prospects.

Effective: 8/31/2015
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356

3356-5-08 WYSU.

(A) Policy statement. Licensed to the board of trustees of Youngstown state university, WYSU is a fifty-thousand watt radio station that serves the regional community with fine arts and news and information programming. WYSU-FM is a noncommercial, community-based public radio committed to being the region's leading source for quality programming. It provides trusted in-depth news, engaging conversation and music that stimulates the mind and spirit. As one of Youngstown state university's most visible daily representatives to the community, WYSU also strives to be a valuable ambassador to that community, providing a forum to promote the artistic and intellectual activities of the university. Support for the station is provided by the university, station members, business underwriters, the corporation for public broadcasting, and other grant and foundation sources.

(B) Parameter. WYSU operates within all regulations of the federal communications commission ("FCC") and other federal agencies.

(C) Procedures.

(1) WYSU provides a fine arts and news and information program service to the community, utilizing its main analog channel, two digital channels (HD 1 and HD 2), and two internet streams. WYSU broadcasts at 88.5 megahertz in Youngstown, at 88.1 megahertz in Ashtabula, and 97.5 megahertz in New Wilmington, Pennsylvania.

(2) The core of the radio operation is a full-time professional staff. Students whose qualifications meet professional broadcasting standards are also employed to support various aspects of the station's operations.

(3) Membership contributions are generally solicited on air, through the program guide, and through direct mailings.

(4) Underwriting agreements and the on-air acknowledgments of underwriters are implemented using guidelines established by the FCC and national public radio.

(5) All direct public support received by WYSU (membership contributions, underwriting support, gifts, and grants) supplement the general fund support received by the station from the university.

(6) WYSU serves as a distribution link to other area radio stations (LP2 station) for the local emergency alert system.

(7) On its broadcast subcarrier, WYSU facilitates the broadcast of radio reading services for the sight-impaired offered by goodwill industries.

(8) The director of WYSU will have final approval of radio station programming.

Effective: 11/6/2015
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: Prior to 11/4/77 7/20/79, 5/21/99 6/16/03, 8/21/10

3356-5-09 Endowment funds.

(A) Policy statement. In order to assist in the mission of the university, the board of trustees authorizes the Youngstown state university foundation ("YSU foundation") to accept, manage, and invest philanthropic gifts on behalf of the university in accordance with this policy and all applicable laws and agreements between the university and the YSU foundation.

(B) Purpose. To establish guidelines for the acceptance and management of endowed philanthropic gifts to the university.

(C) Scope. This policy applies to all philanthropic endowed gifts made to benefit the university, whether restricted or unrestricted.

(D) Parameters.

(1) Those endowments recorded in the financial records of the university up to the date of December 16, 2014 shall be managed and invested pursuant to the university board of trustees policies.

(2) Donor intent shall be respected and complied with at all times to the extent permissible under applicable tax laws.

(E) Procedures.

(1) All philanthropic endowed gifts, whether restricted or unrestricted, for an endowment not recorded in the financial records of the university as of December 16, 2014, shall be deposited with the YSU foundation to be managed by the foundation, unless specific donor intent demonstrates that the gift is to be given to the university for a restricted or unrestricted purpose.

(2) Additions to any endowment recorded in the financial records of the university as of December 16, 2014 shall be deposited with the university, unless specific donor intent demonstrates that the gift is to be given to the YSU foundation.

(3) Those philanthropic endowed funds which are under university management and unless otherwise provided by a donor will operate in accordance with rule 3356-3-10 of the Administrative Code with regard to investment of endowment or non-endowment funds.

Replaces: 3356-5-09

Effective: 9/29/2015
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: Prior to 11/4/77, 3/17/80, 8/26/86, 8/15/98, 5/21/99, 7/15/99, 6/16/03, 8/21/10, 8/28/15

3356-5-10 Alcoholic beverages on campus.

(A) Policy statement. The president or designee shall be responsible for the development, implementation, and enforcement of procedures pertaining to the control, sale, consumption, and use of alcoholic beverages at the university and at off-campus events sponsored by the university.

(B) Alcohol service at university events

(1) The university may permit the sale and/or consumption of beer, liquor and/or wine at events that are sponsored by recognized university entities, including, but not limited to, divisions, colleges, departments, administrative units, and educational/professional and student organizations and groups and by non-university groups appropriate to the university's mission.

(2) On-campus advertising, promotion, or marketing of alcoholic beverages is prohibited except as authorized by the president or his/her designee.

(3) Annually, the university's food service vendor will purchase an alcoholic beverage permit from the Ohio division of liquor control. The area covered by the permit is the campus core, defined as south of the Madison avenue expressway, north of Lincoln avenue, west of Wick avenue, and east of Fifth avenue, with the exception of the loges in Stambaugh stadium.

(4) If the event is within the area covered by the permit, all alcohol served must be purchased by the sponsoring organization from the university's food service vendor.

(5) If the event is held on university property outside the permit premise:

(a) Liquor, beer, and/or wine must be delivered in bulk to the university's food service vendor prior to the event. Exceptions to the requirement must be obtained in writing prior to the event from the office of events management.

(b) Alcoholic beverages cannot be sold and the cost of the alcoholic beverages may not be included in the cost of the event ticket or in any meal costs unless the sponsor obtains a temporary permit.

(c) The sponsoring group must employ a bartender and purchase setups through the university's food service vendor. Exceptions to this requirement must be obtained in writing from the office of events management.

(C) General parameters. The following applies to all university events in which alcoholic beverages are served.

(1) The service of alcoholic beverage on property owned or controlled by the university will be in compliance with applicable state and local laws and university policies and procedures.

(2) Any organization or group that sponsors an event in which alcoholic beverages are served on campus is responsible for compliance with all laws, policies, procedures, and regulations, and for administering and supervising the event.

(3) All on-campus events at which alcoholic beverages are served are subject to university oversight. Violations of state/local laws or university policy/rules will be grounds to cancel the event and may result in additional sanctions.

(4) Non-alcoholic beverages and a variety of foods must be available in quantities sufficient for all guests whenever alcoholic beverages are served. Such beverages and food must be visible and available and not contingent on the purchase of alcohol.

(5) Alcoholic beverages may not be brought into an event by an individual or group when alcoholic beverages are being served, except for private use in the Stambaugh stadium loge.

(6) Intoxicated individuals shall not be served, nor may they possess or consume alcoholic beverages at any on-campus event.

(7) Alcoholic beverages may not be served to anyone unable to provide proof of being twenty-one years of age or older.

(8) Under no circumstances may any alcoholic beverages be permitted to leave the approved area of the event.

(9) Gambling and gambling devices are not permitted at any on-campus event where alcoholic beverages are served.

(10) Alcoholic beverages may not be purchased with state funds.

(11) University police must be present at all times during an event in which alcohol is served.

(12) Events at which alcoholic beverages are available may not exceed six hours in length. Sale or service of alcoholic beverages must be discontinued at least one hour prior to the conclusion of any event that is scheduled to last four or more hours.

(13) Activities promoting the sale or use of alcoholic beverages shall not be associated with university-sponsored events or programs.

(14) Events where alcoholic beverages are used, served, or sold shall not be sponsored in any manner by any manufacturer, distributor, or retailer of alcoholic beverages. This prohibition does not include acknowledgment of a donor to an event.

(15) Events at which alcoholic beverages are sold or served may not have the presence of these beverages or their consumption as an event theme. At no time during the event may any manner of consumption of these beverages be encouraged.

(16) A bartender, appropriately certified, must supervise the sale and/or dispensing of alcoholic beverages. Exceptions must be obtained in writing from the office of alumni relations and events management. All servers of alcoholic beverages must be at least twenty-one years of age. Bartenders and other servers may not consume alcoholic beverages at any time during the scheduled event and are not permitted to sell or dispense alcoholic beverages if intoxicated.

(17) The possession or use of alcoholic beverages in any of the university student residence houses is prohibited (rule 3356:08-01 of the Administrative Code). See also "University Housing - Resident Handbook," page 9.

(18) Activities promoting the sale or use of alcoholic beverages shall not be associated with university-sponsored events or programs.

(D) Procedures. The following procedures apply to all university events in which alcoholic beverages are served.

(1) All university groups or non-university groups wishing to sponsor an event on the campus involving the use of alcoholic beverages must prepare an appropriate application and submit it at least two weeks prior to the event to the office of alumni relations and events management or to Kilcawley center.

(2) If the planned event is scheduled for Kilcawley center, the completed application should be submitted for first review to the executive director of student services. If the event is scheduled elsewhere on the campus, the completed application should be submitted to the executive director of alumni relations and events management to determine the nature of the event, if those projected to attend satisfy appropriate age criteria, and the source of funds of payment of alcoholic beverages.

(3) If it is determined by the executive director of student services or the executive director of alumni relations and events management that the use of alcoholic beverages at the event is appropriate, the application will be forwarded to the vice president for finance and administration.

(4) Once a decision has been reached, the vice president of finance and administration will notify either the executive director of student services or the executive director of alumni relations and events management of the status of the application.

(5) The executive director of student services or the executive director of events management will notify the event sponsor of the decision. If the use of alcoholic beverages is approved for the event, notification is also forwarded to the Youngstown state university police and to other departments as needed.

(E) The following additional procedures apply to those university events outside the area covered by a permit obtained from the Ohio division of liquor control.

(1) All university groups or non-university groups wishing to sponsor an event on the campus involving the sale of alcoholic beverages must complete an appropriate application and submit it at least thirty days prior to the event for the sale of beer and at least forty-five days for any other alcoholic beverages. Application forms are available in the office of alumni relations and events management.

(2) Final approval for the sale of alcoholic beverages at the event is contingent upon the sponsoring group having or obtaining an appropriate permit from the Ohio division of liquor control to sell such beverages. The sponsoring group is solely responsible for making application and obtaining this permit. This permit must be presented to the executive director of alumni relations and events management at least seven days prior to the event.

(3) In the event the permit is not obtained, the event may go forward, but the alcoholic beverages will not be served.

Replaces: 3356:1-15-14

Effective: 8/21/2010
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: Prior to 11/4/77, 2/15/82, 8/22/83, 1/31/00, 6/16/03, 7/10/10

3356-5-11 University publications.

(A) Policy statement. The office of marketing and communications serves as the clearinghouse for all tier one publications developed for distribution to external audiences. As such, this office has oversight for all printed materials that represent official university programs and services.

(B) Parameters.

(1) A critical part of any institution's or organization's image is the communications messages it sends out and with which it is identified. An institutional brand is established through the consistent and frequent use of distinctive images and messages in its external publications and communications media.

(2) The office of marketing and communications requires the cooperation of all campus offices and individuals (including the department of intercollegiate athletics and the college of creative arts and communications) to create a strong, consistent, and high-end brand for Youngstown state university ("YSU") through all its publications.

(3) A "tier one publication" is any printed piece directed to:

(a) Any external audience (e.g., alumni, the general public, prospective students, donors)

(b) All (or most) current YSU students

(4) All publications meeting tier one criteria must first be reviewed before proceeding to the design stage.

(5) If a publication is not tier one according to the criteria above, guidelines and templates for design and printing are available through the office of marketing and communications.

(C) Procedures.

(1) For all publications meeting tier one criteria, a "Publications Request" must be submitted by email to creativedigitaldesign@ysu.edu and processed by the marketing and communications team. For the review to be done in a timely and efficient manner, the request must be submitted at least two weeks prior to the beginning of the design phase.

(2) The marketing and communications team will arrange a meeting to discuss the needs, exchange ideas, and establish time lines. Budget sources for the project will be discussed at that time.

(3) The office of marketing and communications may contract the publications to new internal or external sources as appropriate and expedient.

(4) The requesting unit will be responsible for furnishing suggested text for the publication.

(5) Appropriate artwork or photographs will be prepared in cooperation with the requesting unit.

(6) After a first-draft proof of the publication is prepared, the requestor will review the proof, note any changes, and return the publication for preparation of a final proof.

(7) The final proof will be submitted to the requesting unit, who assumes primary responsibility for the content, accuracy, and completeness of information in the publication. Marketing and communications assumes primary responsibility for grammar, punctuation, and overall appearance.

(8) Additional procedures for using university symbols and related publication information can be found in the "Visual Identity Standards" available through the office of marketing and communications.

Effective: 10/10/2016
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: 1/31/00, 6/16/03, 7/10/10, 8/21/10

3356-5-12 Licensing of university names and marks.

(A) Policy statement. The department of intercollegiate athletics is responsible for licensing and monitoring of the trade names, trademarks, and service marks of the university.

(B) Parameters.

(1) Licensing applies to the university's name, nicknames, abbreviations, logos, seal, mascots, slogans, and anything that is similar to these marks.

(2) Royalties received through the sale of licensed items will be used for student scholarships.

(3) The department of intercollegiate athletics is responsible for monitoring the appropriate use of university names and marks to ensure that the institution is promoted positively and that the products meet quality standards.

(C) Procedures.

(1) Any individual, business, or organization interested in using the university name, nicknames, abbreviations, logos, seal, mascots, slogans, etc., should contact the department of intercollegiate athletics.

(2) A copy of the intended design and the product on which it is to be displayed must be submitted to the department of intercollegiate athletics for review and approval.

(3) Anyone planning to purchase goods or services incorporating the university name or other symbols should confirm that the vendor is an authorized licensee.

(4) If appropriate, a licensing agreement will be executed between the university licensing agent and the individual, business, or organization.

(5) In special instances, such as a limited distribution of an item that will not be sold for profit, licensing may be waived.

(6) Licensing guidelines and authorized licensee lists may be obtained from the office of university relations.

(7) Additional procedures for using university symbols (i.e., publications) and related information can be found on the website of the office of marketing and communications at http://web.ysu.edu/marketcomm.

Replaces: 3356:1-15-17

Effective: 12/20/2010
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: 1/31/00, 6/16/03, 8/21/10

3356-5-13 Requests for student directory information from external organizations.

(A) Policy statement. Requests for student directory information from external organizations are approved and provided by the division of the vice president for student affairs. Directory information is defined by the Family Education Rights and Privacy Act ("FERPA").

(B) In accordance with FERPA, Youngstown state university has designated the following information about students as directory information:

(1) Name

(2) Address (local, home and email)

(3) Telephone (local and home)

(4) Program of study (including college of enrollment major and campus)

(5) Enrollment status (e.g., full-time, part-time, withdrawn)

(6) Dates of attendance and graduation

(7) Degrees, honors, and awards received

(8) Previous educational agencies or institutions attended

(9) Participation in officially recognized activities and sports

(10) Weight and height of members of intercollegiate athletic teams

(C) Parameters.

(1) Requests for directory information for currently registered students will be evaluated and cleared by the division of the vice president for student affairs ("division"). The division will review each request to ensure that it adheres to FERPA guidelines, state law, and university policy.

(2) In accordance with section 3319.321 of the Revised Code, the division may require that the requestor disclose their identity and/or the intended use of the information concerning the students in attendance in order to ascertain whether the information is for use in a profit-making plan or activity. If so, the request may be denied.

(3) Also, the division may deny any request for directory information if the information is also personally identifiable and the purpose is for one other than one listed in section 3319.321 of the Revised Code or for a legitimate educational purpose.

(4) Any information will only be released upon the condition that the information not be further disclosed.

(5) Students may request that their directory information not be released to external organizations by completing and signing the request form. All forms are available in the office of the registrar.

(D) Procedures.

(1) Requests for directory information from external organizations must be submitted in writing via memo or email with appropriate contact information included.

(2) A three-week lead time is recommended. Complex list requests may require a longer lead time.

(3) In cases in which the information cannot be provided within the standard time frame, the requester will be notified.

(4) Copying charges will be the same as for a public records request, i.e., five cents per page and one dollar per compact disk.

Replaces: 3356:1-15-18

Effective: 2/10/2014
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: 5/28/11

3356-5-14 Electronic information technology (EIT) accessibility.

(A) Policy statement. Section 504 of the Rehabilitation Act of 1973 and Title II of the Americans with Disabilities Act of 1990 prohibit discrimination on the basis of disability in programs and activities by public universities receiving financial assistance from the U.S. department of education. Youngstown state university ("YSU") is committed to ensuring that communication with university constituents , with disabilities, including students, prospective students, employees, guests and visitors, with hearing, visual and manual impairments, or who otherwise require the use of assistive technology to access information, is as effective as communication with those without disabilities .

The university will ensure that all computer software and systems for public use will permit all persons with disabilities to acquire the same information, engage in the same interactions, and enjoy the same services with substantially equivalent ease of use as those without disabilities.

(B) Purpose. All electronic and information technology ("EIT") must be accessible to university constituents and must adhere to the EIT accessibility standards referred to in paragraph (E)(2)(e) of this rule.

(C) Scope. This policy applies to all electronic and information technology, excluding EIT intended for private use only. EIT includes:

(1) University web pages and linked information;

(2) All online learning content, including documents posted in learning management systems, ("Blackboard" and "Sakai"); and

(3) Distance education and e-learning tools and materials.

(D) Definitions.

(1) "Official university web page." An official university web page is any web page created by the university, its departments, colleges, or other administrative offices for the official business of the university. This includes Maag library, academics, athletics, student newspaper, and student groups and associations.

(2) "University-related web page." A university-related web page is any web page created by or linked from a web page created by faculty, staff, students and/or registered student organizations that are either:

(a) Linked from an official university web page;

(b) Stored on one of the university-controlled web servers;

(c) Created in support of university businesses and courses; or

(d) On servers contracted by the university.

(3) "Content editors." Authorized university faculty or staff trained by the information technology ("IT") and human resources ("HR") department on the EIT accessibility standards and on the approved content management system such that they are approved to maintain a department or office web page.

(4) "Faculty." Authorized faculty who have received training on EIT accessibility standards and content management systems.

(5) "EIT accessibility training." Required training conducted by staff of the IT and HR departments for all content editors and faculty prior to having authorization to publish EIT on the university website, web pages, or any university EIT.

(6) "EIT accessibility coordinator." Staff member authorized to coordinate and implement the EIT accessibility policy.

(7) "EIT accessibility standards." YSU's EIT accessibility standards are drawn from W3C web accessibility initiative ("WAI") and section 508 standards.

(8) "Implementation timeline." Plan for the university to be fully compliant with the EIT accessibility standards.

(E) Parameters.

(1) Each administrative unit, department, or office, through an authorized content editor, is responsible for ensuring that EIT content is accessible. In addition, all software and IT systems purchased shall produce accessible products and documents and/or shall be compatible with assistive technology.

(2) Content editors may develop and maintain official university web pages and are responsible for their content subject to the following requirements:

(a) Software used to develop official university web pages will be limited to packages approved by information technology services ("ITS").

(b) Official university web pages must run on ITS servers or servers contracted for by ITS.

(c) All official university web pages and related university web pages and all EIT must strictly adhere to the EIT accessibility standards.

(d) The EIT coordinator shall provide direction and guidance on standards to be followed for accessibility of all EIT. The standards shall be posted on the ADA accessibility compliance web page. The EIT coordinator is responsible for developing and implementing a plan to monitor all university EIT for adherence to EIT accessibility standards. The EIT coordinator is authorized to disable any EIT found to be in violation of the EIT accessibility standards.

(e) All official and university-related web pages and all EIT must adhere to:

(i) Applicable copyright laws.

(ii) Applicable state of Ohio and federal laws and rules.

(iii) Rule 3356-4-09 of the Administrative Code, "Acceptable Use of University Technology Resources," (where appropriate).

(iv) EIT accessibility standards.

(f) The use of university symbols (i.e., YSU word mark, YSU logo, university seal, and Pete the penguin) and related information should adhere to the university's graphic identity standards from the office of marketing and communications.

(g) Registered student organizations use of the university name must adhere to article V, section F, paragraph 16, of "The Code of Student Rights, Responsibilities, and Conduct."

(h) The following are examples of content prohibited from display on either official university web pages or university-related web pages, including all EIT:

(i) Unauthorized solicitation or endorsement for for-profit business ventures.

(ii) Activities that involve a conflict of interest (rules 3356-7-01 and 3356-7-19 of the Administrative Code).

(iii) Adult content (including banners).

(iv) Any content covered by rule 3356-4-13 of the Administrative Code, "Sensitive information," such as credit card numbers.

(v) Software or media (i.e., photographs, audio, video, etc.) not authorized for distribution, regardless of the purchase price or copyright status.

(i) All university computer labs shall provide equal access afforded by technology for all users, including users with disabilities. The university shall make assistive technology available at all student computer labs and shall provide a notice of accessibility that includes contact information for questions, inquiries, or complaints.

(F) Procedures for creating and posting accessible EIT.

(1) Authorized content editors and faculty may develop and maintain official university websites or pages and EIT.

(2) Administrative units, individuals, and organizations requesting ability to place EIT on the university website or the university course management system must contact the university website manager at YSU web team in order to be trained and become an authorized content editor and/or faculty.

(3) If any EIT is determined to be in violation of the parameters in this policy, including the EIT accessibility standards, an effort will be made beforehand to discuss the violation(s) with the content editor or faculty and to correct any errors. The EIT coordinator has the authority to disable any EIT from the university servers if in his/her discretion such action is necessary.

(G) Purchasing accessible software compatible with assistive technology. It is the policy of the university to ensure that all IT software and systems purchased meet the EIT accessibility standards by producing accessible products and documents. The software or systems shall permit persons with disabilities to acquire the same information, engage in the same interactions, and enjoy the same services with substantially equivalent ease of use as those without disabilities. See computer software accessibility purchasing standard that will be placed into the terms and conditions and request for proposal documents provided by the office of procurement services.

(H) Reporting violations.

(1) All accessibility concerns with any university EIT should be directed to the EIT coordinator for prompt resolution. Any person desiring to make an anonymous complaint with regard to a violation of this policy or any federal or state law with regard to EIT accessibility may do so by reporting violations through a confidential mailbox.

(2) In addition, any person desiring to file a formal complaint for EIT accessibility issues may contact the Title II/section 504 coordinator for students or the Title II/section 504 coordinator for employees. The university grievance policy can be found at university grievance policy. The contact information for individuals serving in those roles on behalf of the university can be found at the university's web page dedicated to accessibility compliance.

Effective: 5/8/2017
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: 8/21/10, 8/31/15, 1/17/16