Chapter 3358:5-11 College Policies on Expenditures, Technology In General

3358:5-11-01 President's discretionary fund.

(A) The treasurer is directed to establish a president's discretionary fund for the purpose of receiving gifts or donations from individuals, agencies, firms or groups, and transfer of funds from the general operating budget.

(B) Funds transferred from the general operating budget shall be used for expenditures that serve a public purpose.

(C) Other funds shall be used for expenditures that promote the president's office and/or for activities which serve in the best interests of Clark state community college.

(D) The president and treasurer are authorized to cosign all withdrawals from said fund which shall be segregated in a separate bank account.

Replaces: 3358: 5-11-10

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 1/28/78, 7/1/98, 10/13/00, 3/18/15

3358:5-11-02 Ohio public facilities commission authorization responsibility.

(A) The president or his/her designee is authorized to complete and sign, on behalf of the state community college district, Ohio public facilities for all of the projects for the state community college district provided for, by, or pursuant to the appropriations made under by the General Assembly .

(B) The board of trustees agrees to permit the Ohio public facilities commission to use the sites for the purpose of identified projects, the boundaries of which are shown in the plans for such projects, for so long as the respective notes, if any, and bond issues to finance such projects shall be outstanding.

(C) The state community college district and the board of trustees, in its behalf, agrees to undertake performance of the functions and responsibilities of a using governmental agency, and of a designated governmental agency to the extent it is such, as provided in the regulations of the Ohio public facilities commission and any applicable leases, agreement, or rules of the commission, with respect to the identified projects.

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 1/28/78, 3/13/93, 3/1/98, 3/18/2015

3358:5-11-03 Copyright policy.

(A) Define copyright - Copyright is the ownership and control of the intellectual property in original works of authorship that is subject to copyright law. All rights in copyright shall remain with the creator unless the work is a "work for hire." For the purposes of this policy, a work will be considered a "work for hire" if the work is supported by a direct allocation of funds through the college for the pursuit of a specific project, is commissioned by the college, or is otherwise subject to contractual obligations that define it as college work. This policy covers all faculty and staff of the college including adjunct faculty.

(B) Printing/copying

(1) The unauthorized use or copying of any material which is copyrighted and/or licensed is illegal and unethical. The copyright law of the United States (Title XVII United States Code) governs reproducing copyrighted material. Faculty, staff, and students shall abide by the national standards for copyright as reflected in the following guidelines:

(a) Guidelines for classroom copying for not-for-profit educational institutions with respect to books and periodicals

(b) Guidelines for use of audiovisual materials including video tapes, CDs, DVDs, etc.

(c) Guidelines for off-air recording of broadcast programming for educational purposes

(d) Guidelines for educational uses of music

(2) Failure to observe copyright and/or license agreements is a violation of the law and of Clark state policy.

(3) No college-owned/leased copying or computing equipment shall be used for unauthorized copying or commercial purposes.

(4) Respect for the intellectual work and property of others has traditionally been essential to the mission of Clark state community college. Plagiarism is not tolerated nor is the unauthorized copying of software (including programs, applications, data bases, and code), and any other material protected by copyright.

(5) The faculty and staff of Clark state community college recognize its obligation to provide continuing guidance as to what constitutes academic honesty and to promote procedures and circumstances which will reinforce this principle.

(6) To ensure compliance with the guidelines, the college shall make the guidelines/copyright notice available to all faculty, staff, and students. Copyright guidelines are included in the faculty, staff and student handbooks and are posted in computer labs and other public areas where there is equipment capable of producing copies. This includes public copiers, fax machines and printers.

(7) Liability for any infringement of this policy rests with the person making the copy or requesting the copy.

(8) The copyright compliance officer at the college is the director of library services. Records of all requests for permissions, replies to such requests, and license agreements shall be filed and maintained in the office of the copyright compliance officer.

(C) Works for hire - Use and ownership of employees' personal work products - "Work for hire" is a legal term defined as "a work prepared by an employee within the scope of his or her employment." This definition includes works prepared by employees in satisfaction of sponsored agreements between the college and outside agencies. Certain commissioned works also are works for hire if the parties so agree in writing. The employer by law is the "author," and hence the owner, of works for hire for copyright purposes. Ownership in a work for hire may be relinquished to the employee or others only by an official of the college authorized to do so.

(1) Employees may not utilize college personnel, facilities or equipment for purposes not related to the college mission.

(2) For purposes relating to the college mission, materials, processes or work products created with the assistance of college personnel, facilities or equipment or created while under contract with the college for the purpose of the creation of such materials, processes or work products shall be the exclusive property of the college.

(3) For purposes relating to the college mission, materials, processes or work products created with the assistance of college personnel, facilities or equipment or created while under contract with the college for the purpose of the creation of such materials, processes or work products shall be the exclusive property of the college.

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358 ,
Prior Effective Dates: 7/9/90, 12/1/94, 7/1/98, 10/13/08, 3/8/15

3358:5-11-04 Independent contractor status policy.

(A) The law treats employees and independent contractors differently. Independent contractors are often exempt from labor and employment legislation while employees are usually covered. Failure to properly classify independent contractors can lead to unemployment tax liability, insurance or benefits suits, wage and hour claims, etc.

(B) To determine whether a worker is an independent contractor or an employee under common law, the relationship between the worker and the college must be examined. All evidence of control and independence including behavioral control, financial control and the type of relationship itself should be considered.

(1) Behavioral control covers facts that show whether the college has a right to direct or control how the work is done through instructions, training, or other means.

(2) Financial control covers facts that show whether the college has a right to direct or control the financial and business aspects of the worker's job. This includes:

(a) The extent to which the worker has unreimbursed business expenses.

(b) The extent of the worker's investment in the facilities used in performing services.

(c) The extent to which the worker makes his or her services available to the relevant market.

(d) How the college pays the worker.

(e) The extent to which the worker can realize a profit or incur a loss.

(3) Type of relationship covers facts that show how the parties perceive their relationship. This includes:

(a) Written contracts describing the relationship the parties intended to create.

(b) The extent to which the worker is available to perform services for other, similar businesses.

(c) Whether the college provides the worker with employee-type benefits such as insurance, retirement plan, vacation pay or sick pay.

(d) The permanency of the relationship.

(e) The extent to which services performed by the worker are a key aspect of the regular business of the college.

(C) The internal revenue service uses twenty factors for classifying workers as independent contractors. Other agencies use a sample A-B-C test or some variation to determine independent contractor status.

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 11/6/2006, 3/18/25

3358:5-11-05 Records retention policy.

(A) Records are vitally important in the operation of any organization. They serve as the memory, are the evidence of past events, and are the basis for future actions. When created, maintained, and disposed of in an orderly and systematic manner, records can be an asset. When created, maintained, and disposed of in a haphazard and disorderly manner, they can reduce the effectiveness of the organization and increase costs substantially. The purpose of this policy is to provide the basic principles in which to accomplish a workable records retention program. (This policy was modeled after the (inter-university council of Ohio records retention schedule for public colleges and universities.)

(B) The policy is specifically designed with the following objectives:

(1) Save space. Office space can be better utilized by removing those records not required for daily operations, by removing from storage areas those records that no longer have significant value, and by maintaining a regular controlled flow of records from office to storage to destruction.

(2) Save money. A records problem develops when more records come in than flow out. A cost savings can be realized with an effective records retention program by controlling and cutting the purchases of additional equipment and supplies used for filing unneeded records which accumulate. The program also provides the mechanism for storing less active records in a low cost storage area.

(3) Save time. Uncontrolled records retention practices can create a time problem by letting records build up in both office and storage areas. It becomes more difficult to find material. Time can be saved in locating records by removing inactive material from office files, by instituting a system whereby each department knows what records it has and where they are kept, and by providing an orderly method of storing inactive records.

(C) Basic steps

(1) Inventory - to take stock of what records are on hand. Without this, there can be no realistic program.

(2) Analysis - consider the administrative, fiscal, legal, and historical value of records and set the retention and disposition periods for groups of records.

(3) Scheduling - a written plan for disposal of records when no longer needed, the transfer of semi active records to temporary storage, and the retention of records of a lasting value in the archives room.

(D) Responsibility for the program

The office of the vice president for business affairs shall be assigned the responsibility of developing, implementing, and maintaining an effective records retention program including retention schedules, location of records, and dates of disposition.

It shall be the responsibility of each department to comply with the records retention program.

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 7/16/92, 1/1/97, 2/25/08, 3/27/15

3358:5-11-06 Travel expense reimbursement policy.

(A) 126.31 enables employees of Clark state community college to be reimbursed for actual and necessary travel and other expenses incurred while on official business inside or outside the state of Ohio if authorized by the college in advance.

(B) The basic rationale underlying all college travel regulations is that employees should incur the lowest practical and reasonable expense while completing the travel process in an efficient and timely manner. Employees traveling on college business have the duty to exercise care to avoid impropriety, or even the appearance of impropriety, in any travel expense.

(C) The college may pay the actual cost of commercial travel, registration fees, and other required pre-payments. All other allowable travel expenses shall be handled on a reimbursement basis only. Cash advances to the employee are not allowable.

(D) Procedures regarding travel expense reimbursement are detailed in rule 3358:5-11-06.1 of the Administrative Code, "Travel Expense Reimbursement Procedures."

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 11/26/77, 7/1/79, 2/10/80, 4/10/80, 8/10/80, 9/6/83, 7/3/86, 7/29/87, 1/17/91, 7/1/95, 7/1/98, 3/19/99, 4/28/00, 10/7/00, 3/27/2015

3358:5-11-06.2 Rental car program procedures.

(A) Clark state community college is able to participate in the state of Ohio car rental agreement with Enterprise holdings. Enterprise holdings is comprised of both the enterprise rent-a-car and national car rental brands. This program could be a more cost effective mode of transportation compared to reimbursing employees for using personal vehicles.

(B) Employees will benefit from having set rates on all vehicle sizes with both brands. Additionally, affordable one-way rates are available through the national brand. With a twenty-four hour advance notice, enterprise will provide a free pick-up and drop-off service from either Clark state or the employee's home during week days. Evening/weekend delivery/pick-up is also available at an additional cost.

(C) Utilizing a rental car, up to standard size, is an option for employees who travel on official college business requiring an overnight stay. Employees who wish to use their personal vehicle in lieu of renting a vehicle shall receive reimbursement for whichever method is less.

(D) Employees can use their college visa purchasing card to pay for the cost of the rental and for gasoline to top off the tank. The cost would come from the employee's departmental 5410 line item.

(E) When traveling on official college business, employees do not need to pay for insurance coverage through the rental car company.

(F) The Clark state customer number required to be given to the representative when making college related travel reservations for either rental car company is XZ38Y17. If a reservation is made without using this number, the employee will not receive the correct rate nor will they get the insurance coverage included in the program.

(G) This program may also be used for personal (non-college related) travel. Employees wishing to rent a vehicle for personal use must use code number XZ38140. It is important that employees use the correct code when reserving a vehicle. When this program is used for personal travel, there is no insurance coverage provided by the College or the rental car company.

(H) The program summary provides details of the program, including the cost and locations. Questions regarding this program should be directed to the office of the vice president for business affairs.

Effective: 10/24/2012
Promulgated Under: 111.15
Statutory Authority: 3358.04
Rule Amplifies: 3358.04
Prior Effective Dates: 12/14/11

3358:5-11-07 Disbursement policy.

(A) Section 3358.10 of the Revised Code authorizes the treasurer of a state community college district to receive and disburse funds of the district under the direction of the board.

The practice of delaying payment of invoices pending specific board action could result in a loss of cash discounts thereby reflecting somewhat less than complete fiscal responsibility.

(B) The treasurer shall disburse funds for the payment of invoices authorized by an approved budget and/or appropriation whenever such payments permit the benefit of cash discounts or other financial gain to Clark state community college.

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 1/28/78, 7/1/98, 3/18/15

3358:5-11-08 Facility usage policy.

(A) Clark state community college is a catalyst for individual, corporate, and community prosperity by providing access to higher education for our diverse community and fostering student success through high quality, learning-centered education and services. The community recognizes the college as a vital community resource and enjoys high utilization of college facilities and staff for civic and cultural purposes.

(B) One of the college's guiding principles is to act as good stewards of the resources with which it is entrusted.

(C) The Clark state community college board of trustees shall permit upon application by a responsible organization or individual, the use of college facilities for public, cultural, educational, recreational and civic purposes.

(D) All events shall be conducted in accordance with federal, state, and local laws, regulations and ordinances.

(E) The vice president for business affairs shall develop appropriate procedures and establish reasonable rental and fee rates.

Replaces: 3358: 5-11-08

Effective: 3/18/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 4/10/80, 7/1/98, 3/19/99, 7/1/03, 4/7/06, 7/17/09

3358:5-11-09 Public use of college outdoor areas policy.

(A) The purpose of the policy is to promote the free exchange of ideas and the safe and efficient operation of the college by:

(1) Fostering free speech, assembly and other expressive activities on college property by all persons, whether or not they are affiliated with the college

(2) Maintaining an appropriate educational and work environment for all persons present on college property, including but not limited to students, faculty, employees, customers and visitors.

(3) Maintaining the personal security of all persons present on college property and protecting the property of the college and of persons present on college property.

In developing this policy, the college recognizes the constitutional freedoms guaranteed by the United States and Ohio Constitutions, including freedom of speech, press and assembly. The college also recognizes the need to preserve and protect its property, students, guests and employees of the college, and to ensure the effective operation of educational, business and related activities of the college. Expressive activities on the college's campus may be subject to reasonable regulation with regard to the time, place and manner of the activities. College employees will not consider the content of expressive activities when enforcing this policy. No policy can address every possible activity or situation that may occur on college property, and the college reserves the right to address such situations as circumstances warrant.

(4) This policy does not apply to use of college facilities and grounds for official events sponsored by the college.

(5) Expressive activities carried out under this policy shall not be considered to be speech made by, on behalf of, or endorsed by the college.

(6) This policy supersedes any provisions in any other earlier-adopted college policies that address similar or overlapping issues, such as use of outdoor spaces.

(B) Outdoor areas of campus generally available for use:

(1) General access - Any person or group may use, without prior notification, any publicly accessible outdoor area of the college's Leffel lane, downtown Springfield and Greene center campuses except parking lots and driveways. Federal, state and local laws will be enforced as applicable. The use of walkways or other common areas may not block the free passage of others or impede the regular operation of the college. Use of the general access areas may include speaking, non-verbal expression, distributing literature, displaying signage and circulating petitions. There is no limit to the number of times a month a person or group may access those areas.

(2) Outreach centers - The college's outreach centers (currently located at Ohio Hi-Point, Miami valley CTC, Greene county career center, South high school, Springfield-Clark CTC, Urbana university, Avetec and (ATIC) are leased facilities and not owned by the college. Those facilities generally do not include any outdoor space leased or controlled by the college; therefore, no publicly-accessible outdoor areas are available for use under this policy. Where any outdoor space is controlled by the college, this policy applies.

(3) Large groups - Except in circumstances described below, any person or group whose use of an outdoor area is expected or reasonably likely to have more than one hundred people must notify the college's vice president for business affairs at least two business days before the day of the expressive activity, including information as to the specific location to be used for the event and the estimated expected number of persons, and the name and contact information of at least one person who can be contacted regarding logistics of the event, which shall include at least one person who will be personally present. Security and clean-up costs will not be charged to the person or group.

Prior notice is necessary to ensure that there is sufficient space for the large group event, that the large group event does not conflict with any other scheduled use of the outdoor space, and that sufficient college resources are available for crowd control and security. If such advance notice is not feasible because of circumstances that could not be reasonably anticipated, the person or group shall provide the college with as much advance notice as circumstances reasonably permit.

(C) Student use - In addition to the general right of access to outdoor areas of campus described above, any student or student organization may seek to reserve the use of specific outdoor areas by contacting the vice president for student affairs . Any request by a student or student organization to reserve such area or space shall be made at least one business day prior to the event. A request will be granted unless it would conflict or interfere with a previously scheduled event or activity or violate this policy.

A student or student organization that has reserved a specific area or space under this policy will have priority over any other persons seeking to use the area or space during the scheduled time period. Any decision denying a request shall be promptly communicated in writing to the requester and shall set forth the basis for the denial. The content of the anticipated speech or other expressive activity shall not form the basis for a denial.

(D) Bulletin boards - The college provides indoor bulletin boards for the purpose of posting materials. Because of the limited space available, posted material may be no larger than 8-1/2 x 11 inches and will be removed on the first and fifteenth of every month. Posted materials may not physically cover other materials previously posted on the bulletin boards.

(E) Prohibited activities

(1) Any event or activity that disrupts the ability of the college to effectively and peacefully teach students, provide client services, or conduct any of its other business and support operations is prohibited. Examples include but are not limited to excessive noise, impeding vehicle or pedestrian traffic, and conduct otherwise unlawful.

(2) No activity may damage college property. Prohibited actions include but are not limited to driving stakes or poles into the ground, hammering nails into buildings, and attaching anything to sidewalks, paved areas, or any part of any building, structure or fixture (except the designated bulletin boards).

(3) Distribution/solicitation by placing any material on vehicles in the parking lots is prohibited. Leaving trash, litter, materials or pollutants in any areas is prohibited.

(F) Enforcement - Local law enforcement shall enforce the provisions of this policy.

Any person who violates paragraph (E) of this policy may be subject to an order to leave college property. Employees in violation of this policy may be subject to discipline, up to and including termination.

(G) Dispute resolution - Any person or recognized student organization who believes unlawful, unreasonable, or arbitrary limitations have been imposed on any of their speech or other expressive activities under this policy may file a complaint with the college's vice president for student affairs .

(H) Procedures - The president may adopt procedures to administer this policy.

Replaces: 3358: 5-11-09

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 2/27/88, 7/1/98, 11/8/02, 3/27/15

3358:5-11-10 Purchasing policy.

(A) Clark state community college shall endeavor to purchase materials and services in the proper quantity and quality, have them available at the time they are needed, and secure them at the lowest or best price from a responsible source.

(B) The purchase of all equipment, supplies, and services for use within the college shall be the responsibility of the vice president for business affairs/treasurer. The authority to obligate the college for any expenditure of funds shall be limited to the approval of either the president, vice president for business affairs/treasurer, or to an employee who has been delegated that responsibility by the president or vice president for business affairs/treasurer. Employees making unauthorized purchases may be held personally liable for the purchase.

(C) In order to ensure the adequate internal accounting controls, the following bidding guidelines have been established:

(1) In the absence of a purchasing department, it is recommended that college personnel involved in the purchasing process exercise good purchasing judgment and secure informal competitive pricing for items requisitioned.

(2) All purchases of equipment, furnishings, fixtures (attached to walls, etc), supplies and services of twenty-five thousand dollars or more shall require a formal "invitation to bid" which shall be offered to selected providers. The vice president for business affairs/treasurer may also require this procedure on selected purchases under twenty-five thousand dollars.

(3) All contracts for improvements (renovation/new construction) less than fifty thousand dollars shall require either the solicitation of informal competitive pricing or a more formal "invitation to bid" which shall be offered to selected providers.

(D)

(1) Emergency purchases (i.e., maintenance, equipment repair, etc.).

(2) Items pre-bid (i.e., by the state of Ohio, the inter-university council purchasing group, etc).

(3) Items purchased from a "sole source provider."

(4) Professional service providers (i.e., consultants, physicians, brokers, etc.).

(E) Requirements for contracting for the following services are established in the Revised Code:

(1) Professional design and design-build services with a fee in excess of fifty thousand dollars must follow the requirements of section 153.65 of the Revised Code.

(2) Professional design and design-build services with a fee of less than fifthy thousand dollars must follow the requirements of section 153.71 of the Revised Code.

(3) Printed materials must follow the requirements of section 3345.10 of the Revised Code. Vendors must produce the printed materials at manufacturing facilities within the state of Ohio or in accordance with the criteria and procedures established pursuant to division (C)(4) or (C)(5) of section 125.09 of the Revised Code in order to be determined qualified.

(4) Independent public accountants must follow the requirements of Chapter 117. of the Revised Code. The process is lead by the auditor of state.

(5) Improvements (renovation/new construction) in excess of fifty thousand dollars must follow the competitive bid limits requirements of section 3354.16 of the Revised Code.

(6) Legal counsel is assigned by the office of the Ohio attorney general.

(F) Any necessary administrative guidelines needed to implement this policy, effective July 1, 2012, shall be established by the college administration.

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 3/13/78, 2/27/88, 12/1/94, 7/1/98, 10/8/01, 5/12/06, 7/13/12, 3/27/15

3358:5-11-10.1 Purchasing procedures.

The purchasing procedures establish specific guidelines to ensure adequate internal accounting controls. There are four methods by which to complete purchases as an employee of the college: initiate a purchase requisition in order to generate a purchase order, initiate a check request, utilize the petty cash fund, or utilize a college-issued credit card.

(A) Purchase requisition/purchase order process

(1) The purchase requisition is to be used for purchases involving the receipt of goods, when a purchase order is required by the vendor, and/or due to the nature of the purchase other methods are not permissible. The purchase order, which is the formal offer to buy, is initiated from the purchase requisition. The purchase requisition may also be used to request blanket orders. These are used when small repetitive orders are placed with one supplier. A dollar value must be assigned. Blanket purchase orders may be increased by fifty dollars or fifty per cent (whichever is greater of the original amount as needed upon written authorization of the budget manager. If more than this is needed, a new purchase requisition must be issued. All blanket orders expire on June 30 of the current fiscal year. A dollar value must be assigned and a new purchase requisition must be issued when the dollar value has been exhausted.

(2) The initiator must complete the following information on the purchase requisition and ensure its accuracy before it can be processed:

(a) Department and "deliver to" information .

(b) Budget code(s) - the first two digits designate the fund (i.e., unrestricted, restricted, auxiliary, or agency); the next five digits designate the department/division; and the last four digits designate the object code.

(c) Name and complete address of vendor.

(d) Quantity, description, cost information and all other pertinent information. If an order form or other document must be submitted to the vendor with the purchase order or if the purchase must be pre-paid, it should be attached to the purchase requisition and noted.

(e) Complete the information regarding the possible requirement of a material safety data sheet (MSDS).

(3) The initiator shall retain a copy for their record which establishes the date the process began and is for the initiator's protection in the event the purchase requisition is lost. The original with appropriate attachments shall be forwarded for signatures as follows:

(a) Budget manager.

(b) Other budget managers (if utilizing more than one departmental budget code to share in the cost of the purchase).

(c) The appropriate hazcom coordinator if the purchase requires an MSDS or if it is unclear whether an MSDS is required.

(d) Executive director of information technology (for all technology purchases).

(e) Controller (to verify budget code, availability of funds, mathematical accuracy, completeness of information, proper signatures).

The initiator should allow enough time for the signature process to be completed so that vendors are given a reasonable amount of time to fill the order once they receive the purchase order. Purchase orders shall be mailed to the vendor within five working days of receipt of the purchase requisition by the business office.

(4) Purchase requisitions shall be returned for the following reasons:

(a) Incomplete information - returned to initiator.

(b) Inadequate funds in budget/incorrect budget code - returned to budget manager to either request a transfer of funds or to correct the budget code. Budget transfers shall be submitted to the controller for approval.

(c) Incomplete signatures - returned to the appropriate person for signature.

(d) Unapproved/inappropriate purchase - returned to supervisor.

(e) Incomplete or missing information regarding MSDS - returned to initiator.

In order that purchases are not delayed, each signatory must ensure accuracy/appropriateness of the purchase.

(5) If a rush or emergency situation arises requiring the immediate need for a purchase order or purchase order number, the initiator shall hand carry the purchase requisition through the approval process. If the purchase requires an MSDS, the initiator shall hand carry the purchase requisition to the appropriate hazcom coordinator. A purchase order or the purchase order number shall be issued by the business office after the approved purchase requisition is received. If an order is called in to the vendor referencing a purchase order number and the original purchase order is also mailed, the word "confirming" shall be noted on the purchase requisition in order to avoid duplicate shipment.

(6) In order to comply with auditing requirements, the college- will establish a deadline for processing purchase requisitions for each fiscal year. Purchase requisitions received by the controller after July first shall be charged to the next fiscal year budget. This is necessary so that goods are ordered, received, and paid within the same fiscal year. This deadline only affects requests for the ordering of goods to be received and does not pertain to travel reimbursements, membership dues, emergency repairs, or any other items that fall under the check request process.

(7) A five-part purchase order is generated from a properly processed purchase requisition. The distribution of the purchase order is as follows:

(a) White copy - mailed to vendor with any attachments.

(b) Pink and blue copies - forwarded to initiator

(c) Goldenrod copy - retained by business office.

(d) Green copy - forwarded to bookstore.

(8) All goods ordered are received by either the receiving department (office services center) or the initiator. Each delivery must be inspected for visible damages and the proper notations must be made on the transport company's receiving document (bill of lading).

(9) The initiator shall:

(a) Check the packing slip against the items received. The items received shall be noted on the blue copy of the purchase order.

(b) Verify that goods are acceptable and payment of the invoice should be made.

(c) If goods are acceptable, initiator shall sign and date the blue copy of the purchase order and return it to the business office along with packing slips and all other documents. Please note that invoice information is often included with the merchandise and shall also be forwarded to the business office.

(d) If goods are not acceptable, initiator shall notify the vendor and arrange a settlement. The business office shall also be notified so that payment can be withheld until the matter is resolved.

(e) If a partial payment is necessary, the initiator shall forward a photocopy of the blue copy of the purchase order to the business office noting the items received and that partial payment should be made. This process shall be repeated as often as necessary until the last item is received. At that time, the blue copy shall be forwarded to the business office as described in paragraph (A)(9)(c) of this rule. Partial shipments shall be noted on the blue copy as "received" with date of receipt.

(10) Payment of an invoice for goods ordered shall not be made until the business office has been notified (as described in paragraphs (A)(9)(c) and (A)(9)(e) of this rule) that goods have been received and are as ordered. In order to keep the college's credit with vendors in good standing, it is important that the blue copies of purchase orders are promptly forwarded to the business office as soon as the items are received and accepted.

(11) A copy of invoices exceeding fifty per cent or fifty dollars (whichever is greater) of the purchase order amount shall be returned to the initiating department/division for authorization to pay. Payments for these substantial variances shall also require the signature of the vice president for business affairs. It is important to note that if the reason for the increase is due to additional items being purchased against that purchase order without the prior authorization of the vice president for business affairs it may cause the initiator to be held personally liable for the additional cost.

(12) For all capital inventory items (object code 5940), the business office shall forward, in addition to the green copy of the purchase order, a copy of the invoice and all other relevant documentation to the manager of bookstore and office services. This information is used to record the value of the asset in the inventory records and initiates the process for tagging the equipment.

(B) Check request

(1) The check request method is used when a purchase order is not required (when goods will not be received) and expenses have already been incurred or shall be incurred. Employees who are unclear as to whether the purchase should be processed via a purchase requisition or check request shall contact the controller. Following are examples of when a check request would be initiated:

(a) Purchased personal services (non-employee) such as honorariums, modeling, consulting, etc. However, in many instances this service should be initiated via an independent contractor services contract rather than a check request. Employees who are unclear as to which process is appropriate shall contact the vice president for business affairs prior to negotiating a contract with the service provider.

(b) Equipment repairs and maintenance agreement contracts. If an annual maintenance agreement is being processed whereby payments are to be made on a monthly or quarterly basis throughout the fiscal year, a blanket purchase requisition shall be initiated instead of processing several check requests throughout the year.

(c) Conference registration fees.

(d) Institutional memberships and dues. Payment of personal memberships may be acceptable as long as the membership furthers the educational and public policy goals of the college.

(e) Insurance premiums.

(f) Utility bills.

(g) Freight charges not covered on purchase order.

(h) Postage.

(i) Miscellaneous payments (boiler/elevator inspections, licenses, legal fees, etc.).

(2) The initiator shall complete the following information on the check request and ensure its accuracy before it can be processed:

(a) Budget code(s).

(b) Name and complete address of vendor.

(c) Description of expenditure.

(d) Amount of check.

(e) Other pertinent information.

(f) MSDS requirement.

(3) Check requests must be submitted with an invoice or other vendor generated documentation which clearly shows the cost and description of expenditure.

(4) Initiator shall retain a copy of the check request as well as a copy of the supporting documentation for their records which establishes the date the process began and is for the initiator's protection in the event the check request is lost. The original check request with appropriate attachments shall be forwarded for the appropriate signatures as follows:

(a) Budget manager.

(b) Other budget managers (if utilizing more than one departmental budget code to share in the cost of the purchase).

(c) Appropriate hazcom coordinator if an MSDS is required or if it is unclear whether an MSDS is required.

(d) Executive director of information technology (for all technology purchases).

(e) Controller (to verify budget code, availability of funds, mathematical accuracy, completeness of information, proper signatures).

(5) Checks are printed bi-weekly on Fridays. In order for a check to be processed, the check request with requisite signatures, documentation, and appropriate budget codes must be received in the business office no later than three working days (Tuesdays by five p.m.) prior to the check run. If a rush or emergency situation arises requiring the immediate need for a check, the initiator shall hand carry the check request through the approval process and obtain the approval for a manual check from the controller.

(6) Check requests shall be returned for the following reasons:

(a) Incomplete information - returned to initiator.

(b) Inadequate funds in budget/incorrect budget code -returned to the budget manager to either request a transfer of funds or to correct the budget code. Budget transfers shall be submitted to the controller for approval.

(c) Incomplete signatures - returned to the appropriate person for signature.

(d) Unapproved/inappropriate purchase - returned to supervisor.

(e) Incomplete or missing information regarding MSDS -returned to initiator.

In order that checks are not delayed for these reasons, each signatory must ensure the accuracy/appropriateness of the purchase.

(C) Petty cash

(1) This method permits employees to receive immediate reimbursement for items purchased when the purchase requisition process is not feasible due to the nature of the purchase (i.e., small dollar amount involved). Individual purchases are limited to twenty five dollars. In order to receive reimbursement, a completed petty cash form (available in the business office) and original receipt must be submitted to the business office.

(2) The petty cash form must include the dollar amount to be reimbursed, reason for purchase, appropriate budget code(s), and employee's signature. Since the college is a tax-exempt organization, sales tax cannot be reimbursed.

(3) This method could result in an employee not being reimbursed if the transaction is deemed to be in violation of college policy (i.e., greater than twenty-five dollars) or if there are insufficient funds in the account(s) to be charged.

(D) College-issued credit card

Upon approval by their immediate supervisor, an employee can be issued a college credit card to purchase goods to be used for the college. An employee shall contact the controller to begin this process. Once approved, guidelines shall be distributed to the employee. Employees who accept a college credit card agree to abide by the guidelines, shall not use the card for personal use, and also agree that improper use of this card may result in disciplinary action.

Effective: 10/31/2012
Promulgated Under: 111.15
Statutory Authority: 3358.04
Rule Amplifies: 3358.04
Prior Effective Dates: 7/1/98, 5/12/06

3358:5-11-12 Responsible use of technology policy.

(A) Clark state community college provides students, faculty and staff with access to technology resources as an integral part of the educational environment. This includes but is not limited to computers, telephones, pagers, printers, fax machines, PDAs, digital cameras, copiers, TV/VCRs, DVD/CD-rom, video and audio cassettes, scanners, as well as access to information via the Internet and the college network. These technologies are intended for instructional, research, and administrative activities of the institution and are designed to facilitate communication and learning.

(B) Members of the Clark state community college, i.e., all college employees, students and board members, are expected to use technology in a manner consistent with state and federal laws, the mission of the college and other official college documents such as the policy and procedures of the college, the college catalog, and student handbook, etc.

(C) Users of the college technology resources agree to:

(1) Comply with all federal, state, other applicable laws, and college policies and procedures.

(2) Use resources responsibly.

(3) Protect the licensed software of the college and copyrighted material.

(4) Protect the integrity of the physical and software facilities.

(5) Respect the rights and privacy of other users.

(6) Respect data belonging to others.

(7) Use only those technology resources that they are authorized to use and only in a manner and to the extent authorized.

(8) Protect the integrity of their own user accounts.

(D) Illegal activities of any kind shall not be tolerated. Such activities include but are not limited to:

(1) Revealing your account password to others or allowing use of your account by others. This includes family and other hoursehold members when work is being done at home.

(2) Acquiring, uploading, downloading or possessing any material that is considered child pornography.

(3) Using computing assets to actively engage in procuring or transmitting material that is in violation of sex ual harassment or hostile workplace laws.

(4) Libel.

(5) Any act that violates copyright laws. Personal software cannot be installed on Clark state community college computers. Clark state community college software cannot be installed on personal computers without approval from IT.

(6) Unauthorized access to the network ("hacking").

(7) Impersonating other individuals.

(8) Creating, using or distributing virus programs or programs that attempt to scan or exploit network security and/or other vulnerabilities.

(9) Security breaches or disruptions of network communications.

(10) Providing information about, or lists of Clark state community college employees or students to parties outside of the college.

(11) Sending unsolicited email messages including the sending of "junk mail" or other advertising material to individuals who did not specifically request such material.

(12) Storage of personally identifiable information (PIH on a workstation, USB druve, CD/DVD, or media other than a network drive.

(E) Failure to comply

(1) Violation of any of the Clark state responsible use of technology policies and procedures may result in disciplinary action.

(2) Violators of these regulations may be ejected from Clark State owned or controlled property and subject to criminal prosecution and/or college discipline.

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 10/7/96, 7/1/98, 4/12/04, 7/17/09, 3/27/15

3358:5-11-14 Media communications.

(A) The marketing and communications office works as a liaison between the college and the media to ensure both parties are provided with as much information as is needed in the timeliest manner possible. The marketing manager serves as the college spokesperson.

(B) If a reporter calls an employee directly for information on a college issue or in the event of a crisis situation, the employee shall refer the call to the marketing and communications office who will field questions on behalf of the employee.

(C) The marketing and communications office may contact an employee in order for them to be interviewed by the media.

(D) If a reporter calls an employee directly for information unrelated to the college but rather in relation to current or world events to seek their expert opinion, the employee may respond to the reporter and then notify the marketing and communications office.

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 7/1/98, 3/18/15

3358:5-11-15 Equipment inventory control policy.

(A) To maintain the control and the identification, recording, and accountability of all moveable equipment, accurate and timely records must be on file.

(B) Records of equipment costing five-thousand dollars or more and having an estimated useful life of five years or more shall be maintained by the office services center. These records shall contain an inventory barcode tag number, dollar cost, and location.

(C) Records of equipment costing less than five-thoursand dollars shall be maintained by the appropriate departmental administrator responsible for the equipment.

(D) Records of all technology equipment (above or below five-thousand dollars) shall be maintained by the information technology department.

(E) Equipment inventories are audited periodically. Therefore, it is of great importance that all transactions affecting equipment be reported in a timely fashion in accordance with established procedures.

(F) No employee of the college shall personally benefit from the sale of college inventory. All monies collected from the sale of inventory shall be remitted back to the college.

Effective: 8/22/2016
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 3/19/99, 10/8/01, 7/13/12, 3/18/15, 10/23/15

3358:5-11-15.1 Equipment inventory control procedures.

Moveable equipment is defined as either capital equipment or non-capital equipment. Capital equipment is equipment costing five thousand dollars or more and having a useful life of five years or more. Non-capital equipment is equipment costing less than five thousand dollars or having a useful life of less than five years.

(A) New/donated equipment

(1) The green copy of all purchase orders is forwarded to the office services center by the business office. This allows the office services center to identify equipment that needs to be inventoried. Department managers shall use the pink copy of the purchase order to track non-capital equipment under their responsibility.

(2) When new/donated equipment is received in the receiving department (office services center), a barcode tag will be applied and the Equipment inventory-new form will be completed prior to delivering capital equipment to the responsible division/department. When capital equipment is received at locations other than the receiving department, it is imperative that the office services center is contacted immediately so that the equipment can be inventoried properly. Applying a barcode tag on non-capital equipment shall be determined by the appropriate department manager.

(3) Inventory barcode tags will be placed on the right back side of the equipment. If this is not possible, the tag will be placed on the equipment where it can be easily seen and scanned/read.

(4) Prior to accepting equipment donations, the faculty or staff member must obtain the approval of their immediate supervisor. Information regarding the donation shall be sent to the vice president for business affairs so that the appropriate acknowledgment can be sent to the donor.

(B) On-campus relocation of equipment

(1) Capital equipment to be moved to another location on campus must be reported to the office services center. Non-capital equipment must be reported to the appropriate department manager. "On campus" is defined as all property owned by the college or any property where the college has a presence. The Equipment inventory-on campus relocation form must be completed and forwarded to the office services center or appropriate department manager prior to moving the equipment. If assistance is needed for relocation of equipment (including any equipment to be moved and stored for auction/disposal purposes), a work request must be completed and forwarded to the director of facilities operations and maintenance along with the completed form.

(C) Deletion of equipment

(1) All equipment to be abandoned, cannibalized, sold, auctioned or traded must be reported to the office services center or the appropriate department manager by completing the equipment inventory-deletion form prior to abandoning, cannibalizing, selling, auctioning or trading the equipment. If assistance is needed to move the equipment, a work request must be completed and forwarded to the director of facilities operations and maintenance along with the completed form.

(2) All equipment lost or stolen must be reported immediately to the office services center or appropriate department manager and to the campus police department. The equipment inventory-deletion form must be completed and forwarded to the office services center or appropriate department manager along with the campus police report.

(3) All surplus equipment that is not abandoned, cannibalized or traded is sold via public auction (including on the internet) or donated to area non-profit organizations. These organizations must be on file with the office of the vice president for business affairs. It is not permissible for individual faculty or staff to sell surplus equipment.

(D) Off-campus relocation of equipment

(1) All equipment to be moved off campus ( i.e., employee/trustee home, etc.) must be reported to the office services center or appropriate department manager prior to moving the equipment.

(2) The equipmentinventory-off campus relocation form must be completed including obtaining the signature of the appropriate department manager as well as the appropriate executive cabinet officer. In the case of trustees, the only signature will be that of the president of the college.

(3) Within two days of returning the equipment to the campus, the office services center or appropriate department manager must be notified so that equipment inventory-off campus relocation form can be completed and the responsibility removed from the appropriate department manager, employee or trustee.

(E) Annual physical inventory

(1) An annual physical inventory of capital equipment shall be performed using barcode readers by the office services center staff with the assistance of each division/department by room/building for which they are responsible. Annual physical inventory for all other equipment shall be performed by the appropriate department manager.

(2) The physical inventory shall be completed during the month of December.

(3) After the physical inventory has been completed, a printout will be provided to each department manager showing capital equipment assigned to specific rooms but which were not scanned during inventory. It shall be the responsibility of the department manager to locate this capital equipment.

Effective: 10/31/2012
Promulgated Under: 111.15
Statutory Authority: 3358.04
Rule Amplifies: 3358.04
Prior Effective Dates: 3/19/99, 3/7/05, 10/28/05, 4/14/06, 12/20/06, 7/17/09

3358:5-11-16 Grant proposal development.

The purpose of the policy for grant proposal development is to ensure that any proposal created for the purpose of acquiring funding for a particular project at Clark state community college is highly organized, consistent, coherent, realistic, competitive, and, if funded, promotes the college's mission and services. The policy entails the following criteria that must be met before applying to the manger, resource development for production of a grant proposal or for assistance in its production:

(A) The project to be funded is aligned with the college's mission and strategic priorities.

(B) The project is aligned with the applicant's department's needs and priorities.

(C) The project can be realistically implemented without overextending the human and financial resources either of the department or the college.

(D) The request for proposal development is made well in advance of the deadline for the submission of a proposal.

(E) The project leader is willing to spend the time required to be an active partner in the production of the proposal.

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 3/19/99, 1/28/08, 3/18/15

3358:5-11-17 Food, beverage and other amenities purchase policy.

(A) The college may pay or reimburse properly documented expenses for food, beverages and other amenities (including flowers, token retirement gifts, meritorious service awards, etc.). The expenditures must be for a proper public purpose. Allowable expenses include:

(1) Food, beverages and other amenities at business meetings. Expenses may be incurred only for those individuals whose presence is necessary to the business discussion. Department/division meetings shall not be considered business meetings for the purposes of this policy.

(2) Food and beverages purchased for staff that are required to work through lunch/dinner and cannot leave their desk (i.e., a "working" breakfast, lunch or dinner with a proper public purpose). Providing food or beverages on a daily or similar ongoing basis shall not be considered to be an appropriate use of college funds.

(3) Food, beverages and other amenities at internal college functions including seminars, retreats, workshops, orientations, retirements and other official college functions. Food and beverage expenses to support a staff/departmental party (i.e., resignation, new hire, baby or wedding showers or other social events) are not allowable.

(B) Expenses must be reasonable, documented by itemized original receipts and pre-approved by the supervisor and executive cabinet officer. In addition to an itemized original receipt, substantiation of these business expenses requires documentation of the time, date, place, business purpose and names of attendees. The college shall not pay or reimburse expenses that lack documentation or a proper public purpose.

(C) Employees shall complete a check request in order to be reimbursed. The college's corporate credit card may be used for these types of expenses.

(D) Expenses for alcoholic beverages are not reimbursable.

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 10/15/04, 12/15/04, 3/18/15

3358:5-11-18 College vehicle use policy.

(A) The purpose of this policy is to establish standard requirements and procedures regarding the use of college-owned vehicles by college employees. This policy is intended to ensure the safety and well-being of college employees, students and guests; to facilitate the efficient and effective use of college resources; to minimize the college's exposure to liability; to monitor the use of college-owned vehicles; and to comply with internal revenue service regulations.

(B) All college vehicles shall be driven in a safe and courteous manner by drivers over the age of eighteen. Only college employees are authorized to drive college vehicles unless special authorization is given by the vice president for business affairs.

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 12/01/06, 3/18/15

3358:5-11-19 Information technology security policy.

In order to fulfill its mission of instruction and providing value to the community, the college is committed to providing a secure yet open network that protects the integrity and confidentiality of information while maintaining its accessibility.

(A) Information technology (IT) assets are comprised of computing equipment, network infrastructure, operating systems, applications, data, and all technologies that support the information and computing needs of the college.

(B) The college is responsible for the security and integrity of data it acquires about employees, independent contract workers, students, board members, student and employment applicants, and users of its facilities.

(C) IT assets must be protected from various security threats such as theft, vandalism, virus infections, denial of service attacks, and other activities that would breach their confidentiality, compromise their integrity, or prevent their availability.

(D) Appropriate controls must be used to protect physical access to resources, commensurate with the identified level of acceptable risk. These may range in scope with complexity from extensive security installations to protect a room or facility where server are located to simple measures taken to protect a user's display screen.

(E) Appropriate security measures for authentication, authorization, and accounting shall be implemented and maintained to ensure the confidentiality, integrity, and availability of IT assets and the security of information.

(F) While the implementation of security measures is needed to protect the college's IT assets, too much security could limit usability and cause intolerable inconvenience to the users. The security measures must balance between restrictions and convenience as well as the cost to implement security measures.

(G) The college shall implement measures to make the college compliant with federal, state, and payment card industry (PCI) local requirements for IT security.

(H) The college shall designate an information security officer (ISO) who is responsible for compliancy to protect the IT assets of the college and the security of personal information.

(I) Departments shall work with the ISO to ensure that the IT assets in their possession are secured as specified in the IT security procedures.

(J) All college employees, independent contract workers, students, and board members shall be appropriately informed of the college's IT security policy and procedures.

(K) Failure to comply: Violation of any of the Clark state IT security policy and procedures may result in disciplinary or other appropriate action.

(L) User accounts and access to network assets can be revoked at any time.

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 5/30/07, 3/18/15

3358:5-11-20 Public records policy.

Clark state community college is a public institution subject to Ohio's public records statute and therefore it is Ohio law that applies to requests for the college's public records. While Ohio law does not state when records are to be provided, the statute requires that the college provide copies of existing records that are requested with reasonable specificity within a reasonable period of time.

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 1/28/78, 7/1/98, 1/29/08, 3/27/15

3358:5-11-21 Identity theft prevention program policy.

(A) Program adoption - Clark state community college developed this identity theft prevention program pursuant to the federal trade commission's red flags rule, which implements Section 114 of the Fair and Accurate Credit Transactions Act of 2003. After consideration of the size and complexity of the college's operations and account systems, and the nature and scope of the college's activities, the Clark state community college board of trustees determined that this program was appropriate for the college and therefore approved this program on March 17, 2009.

(B) Definitions

(1) Identity theft - a fraud committed or attempted using the identifying information of another person without authority.

(2) Red flag - a pattern, practice, or specific activity that indicates the possible existence of identity theft.

(3) Covered account - all accounts or loans that are administered by the college.

(4) Program administrator - the individual designated with primary responsibility for oversight of the program.

(5) Identifying information - any name or number that may be used, alone or in conjunction with any other information, to identify a specific person, including: name, address, telephone number, social security number, date of birth, government-issued driver's license or identification number, alien registration number, government passport number, employer or taxpayer identification number, personal identification number or computer internet protocol address, and bank routing code.

(C) Fulfilling requirements of the red flags rule - Under the red flags rule, the college is required to establish an identity theft prevention program tailored to its size, complexity and the nature of its operation. Each program must contain reasonable policies and procedures to:

(1) Identify relevant red flags for new and existing covered accounts and incorporate those red flags into the program.

(2) Detect red flags that have been incorporated into the program.

(3) Respond appropriately to any redflags that are detected to prevent and mitigate identity theft.

(4) Ensure the program is updated periodically to reflect changes in risks to students or to the safety and soundness of the student from identity theft.

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 4/3/09, 3/18/15

3358:5-11-22 Post-issuance compliance policy.

Clark state community college ("Clark State") uses bonds as one means of financing capital projects in support of its mission. The purpose of the "Post-Issuance Compliance Policy" is to promote compliance with federal income tax and securities laws, as well as the requirements set forth in the bond documents for each bond issue. The policy is to strictly follow the U.S. Constitution and federal laws and the Ohio Constitution and laws of the state of Ohio. For purposes of this policy, the term "bonds" means any obligation of Clark state incurred for the purpose of borrowing money, including, without limitation, bonds, notes and certificates of participation in capital leases.

Effective: 10/23/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358
Prior Effective Dates: 3/18/15

3358:5-11-23 Social media policy.

(A) Social media is a communication tool that provides opportunities for members of Clark state community college to share information and knowledge to the public. This initiative fosters learning, innovation, and collaboration between faculty, staff, and students. This policy applies to all social media use on behalf of the college.

Social media takes a number of forms including, but not limited to, social networking websites (e.g., LinkedIn, Facebook), microblogging websites (e.g., Twitter), blogs (college as well as personal), online encyclopedias (e.g., Wikipedia), and video and photo sharing websites (e.g., YouTube, Flickr, and Instagram). This policy provides information for members of the college community using social media.

(B) The college recognizes that social media content has the potential to affect the reputation of Clark state community college and members of its community. This policy serves to protect the college's reputation, image, and identity as well as guide the official use of social media by employees representing Clark state community college.

(C) Clark state community college is committed to promoting, regulating, and protecting the integrity of its identity. Clark state community college's social media channels are an official representation of the college, therefore must meet marketing and branding standards established by the college. The college may pursue all available recourse to block, remove, or delete inappropriate social media communication and/or accounts.

(D) The college relies on a team of employees who contribute to the success of social media by providing appropriate content and timely interaction with users. Employees who manage social media channels are expected to understand and respect the importance and obligations when representing the college on a public forum.

(1) Content posted by employees on Clark state community college's social media accounts should follow established procedures. Social media content posted on behalf of the college must:

(a) Comply with all applicable laws, regulations, and college policies, including, but not limited to, those addressing harassment, privacy of student and health records, confidentiality, copyright, computer usage, and information security.

(b) Comply with the terms of use for the social media platform used.

(E) All data and files, including social media content, on computers owned or operated by Clark state or transmitted using the college network are subject to applicable policies. Social media content posted using computers not computers not owned or operated by the college or tranmitted using the college's network may nonetheless be subject to appropriate action by Clark state community college under applicable laws and/or policies.

(F) Faculty, staff, and recognized student organizations who wish to have a Clark state community college social media account must get prior approval from the college relations/marketing office. A Clark state community college employee must be identified for each registered social media account used on behalf of the college.

The college relations/marketing office will review and evaluate all social media accounts created on behalf of Clark state community college on a regular basis and will serve as a resource for content managers.

Effective: 10/15/2015
Promulgated Under: 111.15
Statutory Authority: 3358
Rule Amplifies: 3358