Chapter 3357:3-3 College Rules

3357:3-3-01 Annual budget.

Student organizations must be affiliated with the college and authorized by the office of student life for recognition on campus.

(A) The annual operating budget shall consist of a detailed statement of estimated revenue, expenses, and surplus of the operating funds of the college for each year beginning July first and ending June thirtieth. This statement shall be supported by such explanatory comments and supplemental data as would clearly define the college's financial condition.

(B) The developed proposed annual operating budget shall be presented to the board at a regular or special meeting for its consideration and approval before June thirtieth of the preceding fiscal year. If the board of trustees does not approve an operational budget for a fiscal year, it shall adopt an interim operational budget in order for funds to be expended for the operation of the college.

(C) The president is charged with operating the college within the budget approved by the board. The budget, once approved, may be revised by the board, if necessary and appropriate, upon recommendation of the president or designee.

(D) Expenditures of approved budget funds shall support and advance the college's mission, and shall be made in accordance with college policy and college procedures. Expenditures that support and advance the college's mission may include beverages, meals, refreshments, and other amenities.

(E) It is the responsibility of each vice president, dean, director or unit budget manager to ensure, for all accounts for which they are responsible, that expenditures remain in line with authorized budgets during the fiscal year.

(F) Exceptions to exceed the authorized budget for individual departments may be granted by the vice president of business and finance.

(G) The board of trustees may accept funds from another state or other agency or organization that are restricted for specific purposes.

(H) The board of trustees shall have the authority to designate funds for specific purposes not provided for in the college's annual operating budget.

The president or designee is authorized by the board of trustees to establish policies to implement these rules.

Effective: 12/6/2010
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3357
Prior effective dates: 5/10/78

3357:3-3-02 Depository bank account.

The following rules of the college are established:

The college may upon recommendation of the vice president of business and finance or designee, establish such bank depositories as are necessary for the efficient operation of the college.

The president or designee is authorized by the board of trustees to establish policies to implement these rules and to execute contracts as deemed necessary for carrying out the mission of the college.

Effective: 12/6/2010
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3357
Prior effective dates: 5/10/78

3357:3-3-03 Campus safety.

The following rules of the college are established:

(A) Purpose. A secure and safe environment on the college's campuses and sites is a shared responsibility between the college's safety department and all employees. Within available resources, the college will provide programs, systems and processes that help employees, students and visitors create and maintain a safe and secure environment while balancing the need to provide quality, convenient and affordable higher education in a public setting.

(B) Employees are responsible for understanding safety-related policies, procedures and practices, and for reporting unsafe situations to the college's safety department.

(C) Employees who fail to follow established safety procedures and practices or who conduct themselves in an unsafe manner or create unsafe circumstances will be subject to disciplinary action up to and including discharge.

(D) The college shall abide by all relevant federal, state and local laws in administering its safety programs.

The president or designee is authorized by the board of trustees to establish policies to implement these rules.

Effective: 12/6/2010
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3357
Prior effective dates: 5/10/78

3357:3-3-04 College's board designated account.

The following rules of the college are established:

(A) The board of trustees may create a funding source to be separate from other operating and capital funds of the college. The source of income shall not include funds appropriated to the college by the state of Ohio or any form of student fees.

(B) The purpose of the college's board designated account is to enhance the mission of the college and will include expenditures for, but not limited to, student support, faculty/staff development, and community relations.

(C) Expenditures may be made from the college's board designated account to promote or enhance the image of the college, the college educational programs, college operations, to make appropriate non-political contributions, and to provide for entertainment, travel, gifts, employee rewards, and other appropriate expenditures not provided for in the operating budget. However, these funds cannot be used for the direct personal gain of any trustee or employee of the college.

(D) During the annual operating budget development, the funds to be available for the board designated account will be established and approved by the board of trustees.

The president or designee is authorized by the board of trustees to establish policies to implement these rules.

Effective: 12/6/2010
Promulgated Under: 111.15
Statutory Authority: 111.5
Rule Amplifies: 3357
Prior effective dates: 5/10/78

3357:3-3-05 Donations.

The following rules of the college are established:

(A) Purpose. Donations enable the college to supplement its state appropriations so that it may improve and increase its functions, enlarge its areas of service and become a more useful institution for a greater number of people.

(B) The college shall only receive and accept gifts that are consistent with the overall mission of the college and which fully comply with any applicable federal or state law, and which give the college control, subject to legally expressed donor intentions, over decisions regarding how such gifts are utilized.

(C) Proposed gifts of property and equipment must be evaluated to determine whether the costs to the college associated with receiving and maintaining the gift can be prudently accommodated.

(D) After review and evaluation of proposed donated items, the college shall obtain appropriate board of trustees approval for acceptance of such items.

The president or designee is authorized by the board of trustees to establish policies to implement rules.

Effective: 7/2/2015
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3357
Prior Effective Dates: 5/10/78, 12/6/10

3357:3-3-06 Facilities use.

The following rules of the college are established:

(A) Purpose. As a publicly-supported institution of higher education, central Ohio technical college is responsible to its students and taxpayers for the appropriate and effective use of its facilities. The college shall allocate these resources tor college and community functions that advance the college's mission. No person or organization shall be excluded from rental or use of college facilities based on age, gender, race, color, creed, disability or national origin.

(B) Use of the facilities, at a reasonable cost, is permitted provided space is available.

(C) Users of college facilities that are unaffiliated with the college may use the college's name only for reference to event location unless written approval for its use in some other way has been expressly granted by the president or designee.

The president or designee is authorized by the board of trustees to establish policies to implement these rules.

Effective: 12/6/2010
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3357
Prior effective dates: 5/10/78

3357:3-3-07 Financial reports.

The following rules of the college are established:

(A) Periodically throughout the fiscal year, the vice president of business and finance shall provide each member of the board of trustees with a copy of the institutions unrestricted fund financial statement.

(B) Such report will be discussed at the board of trustees meeting and accepted and approved by the board. Such acceptance will be noted in the minutes.

The president or designee is authorized by the board of trustees to establish policies to implement rules.

Effective: 7/2/2015
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3357
Prior Effective Dates: 5/10/78, 12/6/10

3357:3-3-08 Grant proposals and grant administration.

The following rules of the college are established:

(A) The college may seek grants and contracts that will advance the college's mission, including the quality of the college's curriculum and instruction, workforce development, and service to the community.

(B) The college shall abide by all federal, state, and other grantor requirements. Conflicts between such requirements and college policies or procedures shall be resolved by the president.

(C) The president has sole authority to commit the college to the terms and conditions of grant or a contract for which the college receives moneys for a particular programmatic purpose.

The president or designee is authorized by the board of trustees to establish policies to implement these rules.

Effective: 12/6/2010
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3357

3357:3-3-09 Investments.

The following rules of the college are established:

(A) The board of trustees of central Ohio technical college (COTC) shall be responsible for the proper investment of endowed funds held by the central Ohio technical college development fund as required in section 3357.10. of the Revised code The developed policies and procedures will establish the investment guidelines for COTC and therefore COTC is not bound by section 2109.37. of the Revised code The board may choose to appoint a sub-committee for the oversight of the investment function but the ultimate responsibility of the performance and stewardship shall rest with the board of trustees.

(B) The board of trustees at COTC recognizes that investment of these funds is for the purpose of supporting and promoting the mission of COTC. supporting Ohio state Newark, or to support both schools.

(C) All investments held in the COTC development fund are held in perpetuity or for a board of trustees designated purpose. Therefore, it is essential that the principal be preserved and investments are selected on the basis of strong fundamental values.

(D) Although this attempts to provide guidance toward the identified objective, nothing contained herein shall serve as a substitute for good judgment on the part of the responsible parties. The board of trustees shall be responsible for selecting investment managers and monitoring investment performance as well as investment safety to assure that the objectives are maintained at all times.

(E) The board hereby appoints the vice president of business and finance of COTC as the person principally responsible for coordinating board approval and monitoring the terms of the investment policy.

The president or designee is authorized by the board of trustees to establish policies to implement these rules.

Effective: 12/6/2010
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3357

3357:3-3-10 Payroll.

The following rules of the college are established:

(A) Based on the type of employee appointed (faculty, staff or student) a payroll authorization will be delivered to the accounting/payroll office. This payroll authorization shall be the only instrument by which an employee's pay can be initiated. This payroll authorization shall be in accordance with procedures adopted by the college for the various appointment types.

(B) Employee pay shall be in the format of either bank checks or direct deposit into a bank of the employee's choosing. Payroll will be processed and distributed in accordance with the procedures adopted by the college.

The president or designee is authorized by the board of trustees to establish policies to implement these rules.

Effective: 12/6/2010
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3357

3357:3-3-11 Purchasing and procurement.

The following rules of the college are established:

(A) When required under applicable sections of the Revised Code, the college will follow a competitive procurement process for the purchase of supplies, equipment, and services necessary for its operations.

(B) Expenditure of all college funds (except discretionary funds^ from all accounts and all revenue sources that are used to purchase supplies, equipment, and services shall be made in accordance with procedures adopted pursuant to this policy.

(C) The president may establish bid limits for goods and services in amounts not to exceed the bid limits established by the state of Ohio.

(D) Adherence to all applicable federal laws of the, laws of the state of Ohio, college policies and sound business practice will be observed.

(E) Any commitment made by an employee of the college other than through the procedures adopted pursuant to this policy is the personal responsibility of the person making the purchase.

(F) Purchases from a vendor in which central Ohio technical college employee has significant proprietary interest are prohibited unless full disclosure would allow the purchase in accordance with Ohio ethics law. { 2921.42(A) division(A) (4) of section}

The president or designee is authorized by the board of trustees to establish policies to implement these rules of the revised code

Effective: 12/6/2010
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3357

3357:3-3-12 Surplus property.

The following rules of the college are established:

(A) Proper resource management is essential to maintaining the public's trust in the college's ability to administer its resources. This policy is intended to address the transfer or disposal of property. Other aspects of acquisition and record keeping are addressed by other college policies and procedures.

(B) All property purchased by, donated to, or otherwise acquired by central Ohio technical college is considered property of the college. Property that is no longer needed to meet the mission of the college and is declared to be surplus property shall be responsibly and properly disposed of following the procedures adopted by the college. This policy applies to the disposal of surplus equipment, materials, furniture and related supplies. It does not apply to the disposal of real estate.

The president or designee is authorized by the board of trustees to establish policies to implement these rules.

Effective: 12/6/2010
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3357

3357:3-3-13 Suspected or known fraud, abuse or other illegal acts; identity theft prevention.

The following rules of the college are established:

(A) Suspected or known fraud, abuse of other illegal act.

(1) The college maintains an environment where fraud, abuse and other illegal acts are not tolerated. All employees of the college are responsible for:

(a) Complying with the college's policies that govern their conduct

(b) Ensuring that all resources entrusted to them are used ethically, prudently, and as designated

(2) To ensure college resources are used appropriately, managers and supervisors are responsible for educating employees about proper conduct by creating an environment that deters dishonesty and maintains internal controls. Managers and supervisors must be cognizant of the risks and exposures inherent in their area(s) of responsibility and aware of symptoms of fraud, abuse or other illegal acts.

(B) Identity theft prevention, detection and mitigation.

The vice president of Business and Finance or designee has the responsibility for developing, implementing and maintaining an identity theft prevention, detection and mitigation process in accordance with 16 C.F.R. section 681.

The president or designee is authorized by the board of trustees to establish policies to implement rules.

Effective: 7/2/2015
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3357
Prior Effective Dates: 12/6/10

3357:3-3-14 Employee travel.

The following rules of the college are established:

(A) Employees shall be reimbursed for reasonable travel expenses necessary to support and advance the college's mission.

(B) Reasonable travel expenses incurred by consultants, guest speakers, and employment-seeking candidates may be reimbursed provided the travel supports and advances the college's mission.

(C) Commuting expenses between the employee's residence and their place of employment are not reimbursable.

The president or designee is authorized by the board of trustees to establish policies to implement these rules.

Effective: 12/6/2010
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3357

3357:3-3-15 Tuition, fees, refunds, financial aid.

The following rules of the college are established:

(A) Tuition and fees.

(1) Students shall be charged fees and/or tuition and other fees in accordance with schedules adopted by the board from time to time. The proper amount thereof shall be assessed by the bursar and collected from each student by the Bursar in cash, checks, authorized credit cards or approved financial aid (including third party payees, e.g. employers). All fees, e.g. instructional, general, etc. are subject to change.

(2) Payment of nonresident tuition surcharge is required of any student who does not qualify as a resident of Ohio as defined by the Ohio board of regents.

(B) Refunds of tuition and fees. Tuition and fees shall be refunded according to the policies and processes currently in place at the time of request. Registration does not automatically carry with it the right to a refund or reduction of indebtedness in cases of failure, inability to attend class or in cases of withdrawal. The student assumes the risk of all changes in business or personal affairs.

Amount of refund is determined in accordance with the policies and procedures established and published by the college.

(C) Financial aid in the form of grants, scholarships, loans, and employment, will be made available to qualified applicants without discrimination against an individual for reasons of race, color, religion, ancestry, national origin, sex, age, disability or veteran status.

(1) Applications for financial aid can be obtained and filed in accordance with procedures adopted by the college.

(2) A student who applies for student financial aid has the right to expect confidentiality regarding all personal information.

(3) It is the student's responsibility to notify the office of financial aid of any changes in name and address. A student must also report any outside scholarships received.

(4) It is the student's responsibility to be aware of the types and amounts of aid received and the impact of changes to course schedules, e.g. failures, non-attendance, non-withdrawal, etc.

(5) It is the student's responsibility to understand the requirements for satisfactory academic progress that may be required to receive financial aid whether through government programs or scholarships.

The president or designee is authorized by the board of trustees to establish policies to implement these rules.

Effective: 12/6/2010
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3357