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This website publishes administrative rules on their effective dates, as designated by the adopting state agencies, colleges, and universities.

Chapter 3357:15-16 | Budget

 
 
 
Rule
Rule 3357:15-16-01 | BASIC ACCOUNTING STANDARDS.
 

The objective of Stark state college is to provide services that fulfill societal needs without regard for financial gain. Since service, in which resources are consumed, is the objective of the college, the accounting and reporting process must address itself to accounting for resources received and used. In the absence of the profit element as a control device, funding sources exercise control by stipulating the purpose for which resources may be used. The college assumes a stewardship role to assure that all funds are utilized in accordance with the wishes of the funding source. The accounting system must provide this information and also provide management with the necessary decision making tools to maximize the resources available to the college.

Last updated June 16, 2021 at 11:28 PM

Supplemental Information

Authorized By: 3357:15
Amplifies: 3357:15
Prior Effective Dates: 10/9/2009
Rule 3357:15-16-02 | BUDGET PREPARATION AND CONTROL.
 

The vice president for business and finance with the assistance of the director of budget is responsible for the coordination of procedures for the preparation of the annual budget. All members of the college are encouraged to participate in the development of departmental budgets. The department head is to work with the members of the department, the next level administrator, provost, or the vice president for the area.

Last updated June 16, 2021 at 11:28 PM

Supplemental Information

Authorized By: 3357:15
Amplifies: 3357:15
Prior Effective Dates: 10/9/2009
Rule 3357:15-16-03 | Purchasing procedures.
 

The chief financial officer/vice president of business, provost and chief academic officer, and vice president's designated representative, or purchasing agent, are the only eligible individuals to enter into purchasing agreements for Stark state college. The purchasing agent is authorized to enter into purchasing agreements not to exceed five thousand dollars. No commitments except those authorized and negotiated by the chief financial officer/vice president of business, provost and chief academic officer, or vice president's designated representative or purchasing agent will be considered the legal obligation of the college.

Last updated June 6, 2022 at 9:39 AM

Supplemental Information

Authorized By: 3357.09
Amplifies: 3357.09
Prior Effective Dates: 10/9/2009
Rule 3357:15-16-04 | Accountant of restricted funds.
 

The college receives funds from various sources who place restrictions on the timing and use of those funds. Recordkeeping and reporting procedures must be established to ensure that all such funds are utilized in compliance with the funding source requirements. The comptroller is responsible for assigning this responsibility to a designated individual ("accountant").

Last updated June 5, 2023 at 8:46 AM

Supplemental Information

Authorized By: 3357.09
Amplifies: 3357.09
Prior Effective Dates: 7/6/2018
Rule 3357:15-16-05 | Financial reports.
 

The vice president for business and finance will file all financial reports for the college as required by the board of trustees, auditor of state, or other federal, state, and local agencies as required by law or condition of contracts.

Last updated June 7, 2021 at 10:43 AM

Supplemental Information

Authorized By: 3357.09
Amplifies: 3357.09
Prior Effective Dates: 2/23/2015
Rule 3357:15-16-06 | Financial planning.
 

(A) Operating budget: The vice president of business finance and information technology must develop the operating budget to conform to the institutional education plan. All income and expenditures must be reviewed in terms of satisfying the stated goals and objectives as prescribed by the board of trustees and the president. The operating budget must take the following costs into consideration: personnel, supplies, travel, equipment, and all other costs necessary to carry out the mission of the college.

(B) Capital budget: This plan will be developed by the vice president of business finance and information technology to detail how income and expenses will be acquired and utilized to support the physical development plan of the college. The capital budget should take into consideration a review of facilities and capital equipment needs.

(C) Cash flow: The vice president of business finance and information technology will prepare a monthly cash flow estimate. Investment of surplus funds in securities that meet the approval of the auditor of state is encouraged. The vice president of business finance and information technology will seek bids from financial institutions with sound reputations. All financial institutions must collateralize deposits to receive awards as required by the investment and cash management policy in accordance with the laws of the state of Ohio.

Last updated June 7, 2021 at 10:44 AM

Supplemental Information

Authorized By: 3357.09
Amplifies: 3357.09
Prior Effective Dates: 2/23/2015
Rule 3357:15-16-07 | Investments and cash management.
 

(A) Purpose: to provide a framework for the prudent management of all public funds and to invest public funds in a manner that will provide the highest investment return with the maximum security, safety and preservation of principal while meeting the daily cash flow demands of the college, in accordance with all applicable statutes governing the investment of public funds.

(B) Authority: The authority to conduct the purchase and sale of investments is limited to the treasurer who may delegate such responsibility with appropriate oversight to the comptroller and budget director. The treasurer will adhere to this stated policy, including Chapter 135. and sections 3357.10 and 3345.05 of the Revised Code, and all other applicable provisions of the Ohio Revised Code.

(C) Scope: The scope of this investment policy applies to all financial assets of the college, including state and federal funds held by it. The treasurer and/or staff will routinely monitor the contents of the college's investment portfolio, the available markets, and relative value of competing investments, and will adjust the portfolio accordingly. Cash will be consolidated with reserve balances from all funds to maximize earnings and to increase efficiencies with regard to investment pricing safekeeping and administration. This policy is intended to be consistent with rule 3357:15-16-06 of the Administrative Code ("Financial Planning, Cash Flow, of the Policies and Procedures Manual.")

Last updated June 7, 2021 at 10:44 AM

Supplemental Information

Authorized By: 3357.09
Amplifies: 3357.09
Rule 3357:15-16-08 | Reprographic procedure.
 

The reprographics department provides centralized copy services to the college whereby all large copy jobs are completed in one location to provide cost efficiency.

Supplemental Information

Authorized By: 3357:15
Amplifies: 3357:15
Prior Effective Dates: 2/23/2015
Rule 3357:15-16-09 | COLLEGE DISCRETIONARY FUND.
 

The board of trustees established the college discretionary fund on June 20, 1984 (page 1015) to be used at the president's discretion for supporting activities which serve to promote the interest of Stark state college. The fund may be used for the following suggested purposes or any purpose which supports the interest of the college. Some examples are:

(A) To receive gifts or donations from individuals, agencies, firms, or other groups.

(B) To support functions of the board of trustees.

(C) To support the activities of the president in fostering the interest of Stark state college excluding direct political contributions.

(D) To support approved faculty and staff functions.

(E) To support approved faculty and staff travel, entertainment, and training.

Supplemental Information

Authorized By: 3357:15
Amplifies: 3357:15
Rule 3357:15-16-10 | College food policy.
 

(A) This policy is to provide guidance for the expenditure of general college funds to provide food at college functions. Food as defined in this policy includes coffee, non-alcoholic refreshments and food of any kind. General college funds as defined in this policy include all accounts that derive their funds from the college including all grant accounts. The president's discretionary fund and club agency accounts, for which the college acts only as fiscal agent, are not considered general college funds.

(B) Generally, food is regarded as a personal expense of employees for which general college funds may not be expended. However, there are certain college events that promote the general good, public purpose and furtherance of the mission of the college for which general college funds can be expended for food. All purchases of food must be customary, reasonable and appropriate for the event. All purchases of food must receive prior approval by the vice president or executive council member of the requesting department.

Last updated June 7, 2021 at 10:44 AM

Supplemental Information

Authorized By: 3357.09
Amplifies: 3357.09
Rule 3357:15-16-11 | DISPOSAL OF SURPLUS EQUIPMENT.
 

Periodically, the college has equipment that is no longer useful. Equipment is considered surplus once it has surpassed its useful life. This occurs when equipment is broken, repair costs exceed fifty per cent of the value of the item, or the equipment is obsolete.

Last updated June 16, 2021 at 11:28 PM

Supplemental Information

Authorized By: 3357:15
Amplifies: 3357:15
Prior Effective Dates: 10/9/2009
Rule 3357:15-16-13 | Alcohol policy.
 

The use of alcoholic beverages is prohibited on college premises unless an exception is requested and written approval is granted from the provost or vice president of the requesting division and the vice president of business, finance, and information technology or designee. There should be a primary purpose for the gathering other than the availability of alcohol. Alcohol should not be used as an inducement to participate in a campus event. All consumption, possession and/or distribution of alcoholic beverages will be consistent with the laws and regulations of the state of Ohio.

Last updated June 7, 2021 at 11:32 AM

Supplemental Information

Authorized By: 3357.09
Amplifies: 3357.09
Rule 3357:15-16-14 | Lost and found property.
 

This policy is to provide procedures for the accountability and safekeeping of currency and tangible personal property lost or abandoned on the property owned, leased, operated by, or under the control of the college. Stark state college shall maintain a lost and found service at the campus security office for all faculty, staff, students, and guests to the campus. The campus security office will process and secure all the lost and found articles and make every reasonable attempt to return the items to the rightful owner. Unclaimed items may be destroyed or converted to college use or donated to a non-profit organization in accordance with Stark state college procedure.

Supplemental Information

Authorized By: 3357:15
Amplifies: 3357:15
Rule 3357:15-16-15 | Cybersecurity policy.
 

(A) Purpose: To meet each requirement for the minimal risk profile in the cybersecurity assessment tool (CAT) of the federal financial institutions examination council (FFIEC), to comply with the information technology examination handbook (IT handbook) and the national institute of standards and technology (NIST) cybersecurity framework, and to continue to increase cybersecurity maturity from baseline to evolving and beyond, as those terms are described in the instructions of the CAT.

(B) Authority: C.F.R. Title 16 Chapter I Subchapter C Part 314, which implements sections 501 and 505(b)(2) of the Gramm-Leach-Bliley Act, sets forth standards for developing, implementing, and maintaining reasonable administrative, technical, and physical safeguards to protect the security, confidentiality, and integrity of customer information.

(C) Scope: The college shall develop, implement, and maintain a comprehensive information security program that is written in one or more readily accessible parts and contains administrative, technical, and physical safeguards that are appropriate to our size and complexity, the nature and scope of its activities, and the sensitivity of any customer information at issue. The information security program shall include the administrative, technical, or physical safeguards the college uses to access, collect, distribute, process, protect, store, use, transmit, dispose of, or otherwise handle customer information. Such safeguards shall include the elements set forth in paragraph (D) of this rule and shall be reasonably designed to achieve the following objectives:

(1) Insure the security and confidentiality of customer information;

(2) Protect against any anticipated threats or hazards to the security or integrity of such information; and

(3) Protect against unauthorized access to or use of such information that could result in substantial harm or inconvenience to any customer.

(D) Program: The college shall develop, implement, and maintain its information security program in the following manner:

(1) Designations: The college designates its vice president for business, finance and information technology or his or her qualified designee to lead the cybersecurity coordinating committee, including the director of information technology and the director of financial aid to coordinate the colleges information security program.

(2) Assessments: The cybersecurity coordinating committee will identify reasonably foreseeable internal and external risks to the security, confidentiality, and integrity of customer information that could result in the unauthorized disclosure, misuse, alteration, destruction or other compromise of such information, and assess the sufficiency of any safeguards in place to control these risks. At a minimum, such a risk assessment should include consideration of risks in each relevant area of college operations, including:

(a) Employee training and management;

(b) Information systems, including network and software design, as well as information processing, storage, transmission and disposal; and

(c) Detecting, preventing and responding to attacks, intrusions, or other systems failures.

(3) The cybersecurity coordinating committee will ensure that the college designs and implements information safeguards to control the risks it has identified through risk assessment, and regularly test or otherwise monitor the effectiveness of the safeguards' key controls, systems, and procedures.

(4) The cybersecurity coordinating committee will oversee service providers, by:

(a) Taking reasonable steps to select and retain service providers that are capable of maintaining appropriate safeguards for the customer information at issue; and

(b) Requiring the colleges service providers by contract to implement and maintain such safeguards.

(5) The cybersecurity coordinating committee will evaluate and adjust the colleges information security program in light of the results of the testing and monitoring required by paragraph (D)(3) of this rule; any material changes to college operations or business arrangements; or any other circumstances that the college knows or has reason to know may have a material impact on its information security program.

(E) Public records: Procedures shall be documented and utilized by the college. To the extent such documentation meets the definition of "security record" or "infrastructure record" as identified by division (B)(1) of section 149.433 of the Revised Code, those records shall not be public records and shall not be subject to release or inspection by the public.

Supplemental Information

Authorized By: 3357
Amplifies: 3357