Chapter 3362-4 Administrative Employees

3362-4-03 Asset management.

(A) Purpose

The purpose of this policy is to ensure the appropriate managerial oversight and authority is established for the effective control, recording, and reporting of the university's assets.

(B) Oversight authority and responsibility

(1) The vice president for finance and administration will be authorized to oversee the management of assets including setting and/or modifying asset capitalization thresholds considering generally accepted accounting principles, federal grant guidelines, valuations performed by appropriate officials, objective assessments, and practices followed by comparable institutions.

(2) The office of the controller will manage the university's asset management program including assuring the accuracy in the recording and reporting of the university's assets as well as monitoring regulations and industry trends to identify the necessity for policy modification.

(C) Reporting

The board of trustees will be informed of any proposed changes to capitalization thresholds that may have substantial financial implications.

(D) Procedures

A procedure shall be established that addresses the management of the university's assets.

Replaces: 3362-4-03

Effective: 5/18/2015
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03
Prior Effective Dates: 6/5/01

3362-4-06 [Rescinded] Policy for supplementing credit cards for travel.

Effective: 11/24/2014
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03
Prior Effective Dates: 6/5/2001

3362-4-07 Meeting expenditures.

(A) Policy purpose

In order to advance the mission and to perform an important or necessary university function, the president and vice presidents are authorized to use or to approve the use of university funds for holding meetings and hosting university guests, including costs of meals and refreshments.

(B) Restrictions

(1) In general, university funds may be used to cover the cost of meals and refreshments in the following circumstances:

(a) When meetings are necessary for the purpose of dealing with major or important issues that require a large uninterrupted period of time and would run through lunch or dinner or be longer than one day.

(b) When hosting a university guest(s) would serve to establish or maintain effective communications and relationships for the benefit of the university.

(2) Reimbursement or payment of university funds to cover costs for meals and refreshments that are associated with group meetings or hosting will be determined based upon the following:

(a) When hosting a university guest, the number of university employees and spouses (when appropriate) is kept to a minimum.

(b) The basis for reimbursement and/or payment of costs shall be actual reasonable costs supported by receipts or vendor invoices. University funds may not be used for the payment of alcoholic beverages (see rule 3.19 ).

(c) University facilities should be used for group meetings and hosting guests whenever possible and appropriate. The rental of an off-campus facility may be made in limited circumstances with written approval by the applicable vice president.

Replaces: 3362-4-07

Effective: 12/26/2016
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03
Prior Effective Dates: 6/5/01

3362-4-08 Entertainment.

(A) This rule establishes a means of establishing a uniform procedure regarding entertainment costs. Entertainment expenses may be approved by the following: members of the board of trustees, president, vice president(s), secretary to board of trustees, director of development.

(1) Reimbursement for official entertainment while on travel status.

(a) Reimbursement will be made for reasonable expenses incurred in connection with entertainment while on travel status provided such expenses are in conjunction with the conduct of official university business.

(b) A complete detail of the entertainment expenses and the nature of the entertainment are to be included on form e-1 (available from business affairs) and accompanied by original receipts; credit card receipts are not acceptable. The detail shall consist of the following:

(i) Purpose of the entertainment and the benefit to be derived by the university.

(ii) Names of persons entertained. Shawnee state employees should exclude themselves since their expenses will be itemized on the travel expense report.

(iii) Itemize and total the expenses by items purchased. Alcoholic beverages are not reimbursable. Enter the total amount claimed for each day in the appropriate miscellaneous column of the travel expense report.

(2) Reimbursement for on campus entertainment of official guests of the university.

(a) Reimbursement will be made for reasonable expenses incurred while entertaining campus visitors on official university business. Generally, authorized purposes for incurring entertainment expenses are as follows:

(i) To establish and maintain effective external communication and relationships for the benefit of the university.

(ii) To assist operationally in the utilization of early morning, noontime, and evening hours in conference activity with external clientele or prospective employees of the university, thus expanding the available working hours for such purposes, with individual guests or small groups of guests.

(iii) The number of university employees to assist in the entertaining should be kept to a minimum. Generally, this would include no more than two to three employees per guest.

(iv) Spouses of employees included in official entertainment of guests of the university must be an integral part of the entertainment, such as entertaining the spouse(s) of guests.

(3) Generally, entertainment is not authorized for colleagues within the university except as provided for in this rule .

(4) The basis for reimbursement and/or payment of entertainment shall be actual reasonable costs supported by original receipts or vendor invoices. Reimbursement for costs of or payment for, alcoholic beverages will not be authorized.

(5) Any deviation from this rule must have the president's written approval prior to the entertainment. A copy of the approval will accompany the requisition for payment.

(B) Entertainment expenses on campus report form number e-1 must be completed per the instructions and forwarded, along with a payment requisition, to the appropriate university official for approval. After being approved, the expense report and payment requisition will be sent to the controller's office for payment. Request for reimbursement shall be made in a timely manner, i.e. within thirty days after expenses or not later than the fiscal year in which expenses are incurred.

Effective: 6/5/2001
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03

3362-4-10 [Rescinded] Agency fund policy.

Effective: 11/24/2014
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03
Prior Effective Dates: 6/5/01

3362-4-21 Use of university facilities by event sponsoring groups.

As a service to the community the university will make its facilities available for use during those times when such access will not interfere with the regular educational mission or official university activities. The university does not intend to create a public forum in any of its facilities, and reserves the right to restrict access which is inconsistent with its mission.

(A) General guidelines:

(1) Normally, the official academic course offerings shall be given first priority claim over university academic facilities. Additional university classes, outreach services offerings, and other academic needs of the university will first be assigned and scheduled by the registrar's office. After the registrar releases the university's academic space for the term, facilities will then be made available on a "first come first served" basis by the coordinator of special events. other areas, to include the vern riffe center for the arts theater and lobby, rhodes athletic center, natatorium, and university center conference and banquet rooms, are scheduled on a first come first served basis without regard to university requirements.

The university reserves the right to relocate or re-schedule any of its own classes, meetings, or activities in order to accommodate requests of non-university event sponsors depending on the relative impact or benefit of the event to the university. normally, however, the university's own programs and activities will have first priority when officially scheduled.

(2) The university shall review each application and shall determine whether or not any specific organizations will be granted use and under what circumstances or restrictions.

(a) The event must be consistent with the university's academic and community service role and mission.

(b) University facilities shall not be contracted for the purpose of offering instruction of an on-going nature which is not a part of the university's academic, outreach, or public service programs.

(c) The university reserves the right to reject the application of any event sponsor for use of university facilities and/or equipment if it determines that it is not in the university's best interest.

(3) Event sponsors may be required to provide the university a plan for the proposed disposition of any registration fees and/or admission fees charged to event attendees, income from sale of merchandise or sundries, food and/or beverages

(4) The university shall assume no responsibility for any expressed or implied views, positions, statements or literature of the event sponsor. Nor shall the university condone or otherwise endorse such views.

(5) Event sponsors may not use university logos, service marks, or copyrights, in any advertisements or publications without the written consent of the university.

(6) Use of alcohol at any event is prohibited unless authorization is requested and approved by the university at least fifteen days prior to the event.

(B) Making arrangements for use of university facilities

(1) University-affiliated groups

The office of the registrar's is responsible for approval and scheduling classroom instructional use of university facilities for each academic term (dates, times and locations are listed in the final class schedule).

Coordinator of special events shall be responsible for approving and scheduling all other use of facilities after their release for the term by the registrar.

a All requests for facilities use by official student organizations shall be submitted to the student activities office for approval before application is made to the coordinator of special events.

b Requests for facilities use by university offices/departments must be approved by the dean/chairperson or director, and then by the provost or respective vice president prior to its submittal to the coordinator of special events. Such approval indicates that the department/division shall be responsible for all obligations incurred by the conduct of the activity.

c Charges for facilities use by university-affiliated groups may be assessed for usage, equipment, supplies and personnel time which exceeds the parameters of the normally scheduled workload of the facility or personnel involved in supervising, operating and maintaining facilities.

(2) Non-university organizations

(a) When possible, university facilities shall be made available to other organizations or groups for meetings or other approved activities.

(b) Events for which the use of university facilities is requested must not conflict with the university's mission nor reflect negatively on the university in any way.

(c) Charges for facilities will be based on the established facilities usage fees and other expenses incurred and billed by the coordinator of special events through the bursar's office.

(d) Periodically facility charges will be reviewed and recommended by the administrator with responsibility over the rental space to the coordinator of special events for consolidation. The president or delegate will approve or disapprove the recommended rates.

(e) Payment of charges

(i) Use of facilities shall be charged at the established scheduled rates from the coordinator of special events.

(ii) Additional Fees may be charged for the following, if applicable: parking; operational overhead, i.e., utilities, depreciation of equipment, etc.; other necessary personnel services including additional security as determined by the coordinator of special events and as reimbursement for damage or excessive cleanup.

(iii) A deposit of fifty per cent anticipated rental fee must be received prior to signing a space rental agreement. The balance (including all amounts in excess of the estimate) shall be due upon receipt of the university invoice following the event.

(iv) Cancellations

(a) A cancellation notice of two weeks prior to the scheduled use is required in order to receive a full refund of the deposit.

(b) Should cancellation occur less than two weeks prior to the scheduled use, fifty per cent of the deposit shall be refunded.

(c) Should the university be officially closed due to emergency circumstances on the date of a scheduled event which has not been previously cancelled, one hundred per cent of the deposit shall be refunded.

Effective: 9/4/2007
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03

3362-4-23 Leaves of absence (paid and unpaid).

(A) Purpose

The university is committed to providing administrators, administrative technical support staff (ATSS), and law enforcement officers with appropriate avenues for employees to take time away from work assignments and for the university to remain fully compliant with applicable regulatory provisions for various forms of leaves that are essential to the health and wellbeing of university employees. This policy identifies the holidays that are observed by the university, provides for the accrual and use of vacation, and defines the various forms of leaves of absences (LOAs) that are available.

(B) Holidays

(1) The following are designated university holidays:

Holiday

Date

New Year's day

January first

Martin Luther King day

Third Monday in January

President's day*

Third Monday in February

Memorial day

Last Monday in May

Independence day

July fourth

Labor day

First Monday in September

Columbus day*

Second Monday in October

Veteran's day

November eleventh

Thanksgiving day

Fourth Thursday in November

Christmas day

December twenty-fifth

(2) The university will develop a schedule each year that will allow for designated holidays to be observed. The two holidays marked with an asterisk (*) on the list will be observed on the Friday after Thanksgiving and on the day before Christmas day.

(3) If any of the holidays as provided herein falls on Saturday, the Friday immediately preceding shall be observed as the holiday. If

(4) any of the holidays as provided herein falls on Sunday, the Monday immediately succeeding shall be observed as the holiday.

(5) The university reserves the right to require work on observed holidays at its discretion. Non-exempt salaried employees working on an observed holiday shall be paid for the holiday and for the actual time worked at one and one-half times their base salary per-hour rate of pay.

(C) Winter break

(1) Beginning in 2017, the university will be closed for winter break each year from December twenty-six through December thirty-one.

(2) In order to provide for the safekeeping of the university, the department of public safety (DPS) will remain open and DPS officers will continue their normal work schedules during this time. DPS officers regularly scheduled to work shall receive their regular per hour rate of pay.

(D) Vacation leave and personal leave

(1) The university regards a vacation as a period of rest and relaxation earned for past service. Since the annual vacation is important to the wellbeing of employees and their families, employees are encouraged to utilize all earned vacation.

(2) For accrual purposes, the vacation year shall be based on an employee's anniversary date.

(3) Full-time employees accrue vacation leave based upon the schedule below. Part time employees who work twelve months will receive pro-rated vacation.

Admin/ATSS vacation accrual structure

Years of

Completed

Service

# Days

Hours of Vacation

Accrual Rate

Maximum Balance

Years 0-2

17

136

5.23

272.00

Years 3-5

18

144

5.54

288.00

Years 6-8

19

152

5.85

304.00

Years 9-11

20

160

6.15

320.00

Years 12-14

21

168

6.46

336.00

Year 15+

22

176

6.77

352.00

Public safety officers vacation accrual structure

Years of

Completed

Service

# Days

Hours of Vacation

Accrual Rate

Maximum Balance

Years 0-2

20

160

6.15

320.00

Years 3-5

21

168

6.46

336.00

Years 6-8

22

176

6.77

352.00

Years 9-11

23

184

7.08

368.00

Years 12-14

24

192

7.38

384.00

Year 15+

25

200

7.69

400.00

(4) Employees working less than twelve months per year will not accrue vacation. Instead they will receive two personal days per year on July first which may be used with sufficient notice to arrange coverage and subject to supervisor approval. Unused personal days will not carry over from year to year. These days will be added to the employee's leave balance upon hire and will expire each year on June thirtieth.

(5) An employee may accumulate a maximum of two times the accrued hours of vacation earned in one year. This amount may be carried over from year to year. With approval of the division vice president, an additional amount may be carried over when vacation cannot be taken due to operational needs outside the employee's control.

(6) A newly hired employee's vacation accrual rate may include prior public service with the state of Ohio or political subdivision with the following conditions:

(a) The employee must inform and provide written documentation to the department of human resources within ninety days of employment that s/he has service with the state of Ohio or a political subdivision. In such case, the employee's accrual will be adjusted to the appropriate rate from the date of employment with the university.

(b) Notification by the employee to the department of human resources received after ninety days of employment with the university will be applied to the employee's accrual rate beginning the next full pay period in which the request and required documentation are received by human resources.

(c) The employee's adjusted accrual balance (whether retroactive to the employment date or a later date) will be reflected on the pay records beginning with the next full pay period after receipt of required documentation.

(d) A year of service with the state of Ohio or a political subdivision is considered as twenty-six biweekly periods.

(e) An employee who has retired in accordance with the provisions of any retirement plan offered by the state of Ohio (a reemployed retiree) will not have prior service with the state of Ohio, any political subdivision of the state or a regional council of government counted for purposes of computing vacation leave.

(7) To assure accurate leave balances, employees requesting vacation leave must submit their request electronically through the BearTrax system.

(8) Extended vacation requests (over three weeks in a single instance) may have a negative impact on the operation and will be considered only as an exception with accompanying extenuating circumstances. Requests of this nature will require a written rationale with supervisor approval, as well as the approval of the division vice president.

(9) When an official university observed holiday falls within an employee's vacation that day will not be charged as vacation.

(10) All accrued vacation must be exhausted before an unpaid leave of absence commences.

(11) Employees who retire or resign will be paid for earned but unused vacation up to a maximum of two times the accrued hours of vacation in one year at the time of their departure. In the event of the death of an employee, vacation pay for vacation earned but not taken up to a maximum of two times the accrued hours of vacation in one year will be paid to the estate of the employee.

(12) The department of human resources will maintain an up-to-date record of vacation for each employee. Any questions concerning vacation record-keeping should be directed to human resources.

(E) Sick leave

(1) Sick leave may be used for an authorized absence from scheduled duties due to illness, accident, exposure to contagious disease, health examinations or treatment (medical, dental or optical) for self or immediate family members when employee's attendance is required, family emergencies requiring the attendance of the employee, pregnancy and/or childbirth and related conditions, or death in the immediate family. The definition of an immediate family member includes: grandparents, brother, sister, brother-in-law, sister-in-law, daughter-in-law, son-in-law, father, father-in-law, mother, mother-in-law, spouse, child, grandchild, legal guardian, or other person who stands in the place of a parent.

(2) Upon hire, a full-time administrator or ATSS employee will receive one hundred twenty hours of sick leave credited to his/her leave account.

(3) After the first year of employment and thereafter, sick leave will accrue for full-time administrators and ATSS pro-rated each pay period for a maximum of one hundred twenty hours per year.

(4) Upon hire, the part-time administrator or ATSS employee will receive a pro-rated amount of sick leave credited to his/her leave account, based upon the employee's full-time equivalency (FTE) percentage determined at the time of hire. For example, a half-time employee will be eligible for a credit of sixty hours of sick leave, etc.

(5) After the first year of employment and thereafter, sick leave shall accrue for part-time administrators and ATSS at a pro-rated amount based upon the employee's FTE.

(6) An administrator or ATSS may transfer into his/her university sick leave account any accumulated, documented, and verified sick leave balance that has been accumulated in the public service in the state of Ohio, provided that his/her re-employment takes place within ten years of the date on which the employee was last terminated from public service. If the employee elects to do so and informs the department of human resources, he/she may elect to transfer any unused and unpaid sick leave balance above one-hundred twenty hours to their Shawnee state university sick leave account. This amount will be in addition to the university credited amount. For example, if the employee had six hundred twenty hours of unused and unpaid sick leave from a prior state of Ohio employer, then five hundred hours could be transferred to Shawnee state university.

(7) There is no maximum applied to the amount of sick leave that may be accumulated during active employment.

(8) The sick leave account balance will be reduced an hour for each hour of sick leave used. As an alternative to using up sick leave hours, the employee and supervisor may use flexible scheduling (working less hours of the normal schedule and making those hours up another time or day) to account for time off for medical appointments or other reasons which would otherwise be used as sick leave hours. For ATSS, hours must be made up within the same week, or if not, the sick leave account will be reduced an hour for each hour of sick leave used.

(9) Employees requesting sick leave (including leave that qualifies under the Family and Medical Leave Act - FMLA) must submit their request electronically through the BearTrax system. When the leave is foreseeable, the employee must make every effort to request the leave thirty days in advance of the leave. When that is not possible for the leave request form to be submitted in advance of the leave, it must be approved by supervisor and submitted to human resources upon return from the absence. Time on approved sick leave will run concurrent with an approved leave under FMLA (refer to paragraph (G) of this rule).

(10) If an employee is expected to be off more than five consecutive work days, a signed or official doctor's statement must be submitted in advance to the supervisor or human resources. If an employee does not have advance warning, the doctor's statement must be provided to the supervisor or human resources as soon as practicable after the employee knows he/she will be off more than five consecutive days and in no event any later than the date the employee returns to work (unless more time is granted by the director of human resources or designee).

(11) In situations of sick leave involving less than five consecutive work days, where suspicious patterns of leave exist (e.g., leave taken immediately before or after weekends or days off), a doctor's statement may be required upon the request of the supervisor or human resources. All doctors' statements shall be in the form of a signed or official statement from the attending physician, stating the general nature of the illness, date of medical treatment, and the conditions under which the employee is released to return to work or a statement from the attending physician verifying the illness or injury of the employee's immediate family member. The failure to submit doctor's statements, or the failure to submit proper leave forms to human resources, may result in delay of payment for the time missed.

(F) Sick leave retirement payment

(1) The administrator or ATSS, upon official state retirement from active service or upon separation of employment by an alternative retirement plan (ARP) participant who meets the eligibility requirements under the state pensions systems (OPERS or STRS) and with ten or more years of service with the state of Ohio or any of its political subdivisions, will be paid as follows:

(a) For employees who retire prior to January 1, 2021 payment shall be for one-fourth of the value of sick leave balance, up to a maximum payment of three hundred twenty hours.

(b) Employees who retire on or after January 1, 2021 will be paid for one-fourth of the value of accumulated sick leave balance, up to a maximum payment of two hundred forty hours.

(c) Payment will be based upon the employee's base per hour rate of pay at the time of retirement. Any unpaid leave remaining on the Shawnee state sick leave account will be available for use upon rehire (unless hired into a position that does not provide sick leave).

(d) In the event of an eligible employee's death prior to retirement, the sick leave retirement payout is not subject to payment to the employee's estate.

(2) The payout of sick leave balance as provided in this policy will be made only once to any administrator or ATSS. An employee, who received such cash payout and who was rehired post retirement, may accrue and use sick leave while actively employed but shall not be eligible for payment of any unused sick leave balance.

(3) Intentional misuse of the sick leave provision herein may be considered grounds for disciplinary action. Non-compliance with sick leave rules and regulations may result in the administrator or ATSS not receiving pay for the requested sick leave.

(G) Family and medical leave policy

(1) Scope

(a) Employees with at least one year of service with the university and who have worked for one thousand two hundred fifty hours in the previous twelve-month period are eligible for up to twelve weeks of paid (existing sick leave and/or vacation) and/or unpaid leave for qualifying events, in a twelve-month period (rolling year, see CFR 29, Part 825.200 ). Qualifying events are:

(i) Childbirth (due to the birth or to care for the newborn child)

(ii) Adoption or foster care

(iii) Serious personal illness -

(a) A serious health condition that results in a period of incapacity for more than three days during which the employee is unable to work, or

(b) A chronic condition requiring a regimen of ongoing care by a health care provider that intermittently (less than three days) renders the employee unable to work while seeking treatment or while recovering from the condition.

(iv) The serious health condition of a member of the employee's immediate family (as defined in paragraph (G) (1) (a) (iii) of this rule) which requires the employee to provide care.

(v) Qualifying exigency arising out of the fact that the employee's spouse, child, or parent is a covered military member on active duty, or has been called to active duty, in support of a contingency operation.

(vi) Care for a covered service member with a serious injury or illness if the employee is the spouse, child, parent or next of kin of the service member.

(2) Length of leave/paid or unpaid Family and medical leave provides an eligible employee to take up to twelve workweeks of leave per rolling twelve-month period. Employees will first use sick leave, where appropriate, prior to vacation and any unpaid leave. Employees will use vacation and any comp time prior to any unpaid leave after sick leave is exhausted or for events where sick leave is inappropriate. Family medical leave coordinates and runs concurrently with other paid and unpaid leaves.

(3) Childbirth and adoption timeframe Leave under this policy which pertains to care for a newborn, adopted, or foster child may only be taken within twelve months of the child's birth or placement into the employee's home.

(4) Certification for health leave If an employee requires leave for a serious health condition for himself/herself or a spouse, parent, or child a health care provider's certification shall be required stating the commencement date and probable duration of the condition and the medical facts substantiating the condition. The university may require an independent examination at no cost to the employee.

(5) Notice of the leave Employees must provide at least thirty days' advance notice if the leave is foreseeable. If the leave must begin within fewer than thirty days, the employee must provide notice as soon as practicable.

(6) Employment and benefits protection Any employee who takes leave under the provisions of this policy, on return from such leave shall be restored by the university to the position of employment held by the employee when the leave commenced or be restored to an equivalent position with equivalent employment benefits, pay, and other terms and conditions of employment.

(7) Continuation of health plan coverage If after the exhaustion of all forms of paid leave, a period of unpaid leave is needed up to the twelve week maximum provided under this policy, the university shall maintain the coverage under the group health plan for this period under the conditions coverage would have been provided if the employee had continued in employment continuously for the duration of the leave. Upon return to work, the employee must make arrangements with the department of human resources to make up the employee contributions missed for insurance coverage while on unpaid leave.

(8) Return from leave If the employee fails to return from family and medical leave, the university may recover the premium that the employer paid for maintaining coverage for the employee under the group health plan during any period of unpaid leave.

(H) Disability leave

(1) Application

(a) Full-time administrators and ATSS may be granted a disability leave of absence in the event of a disabling illness or injury (except work related in which case workers' compensation rules will apply) that extends beyond leave provided under FMLA.

(b) Approval of such leave is contingent upon the employee submitting a satisfactory written physician's statement attesting that the essential functions of the assigned position cannot be performed.

(c) The university can request that an examination be completed by a physician of its choosing. In such case, the university will pay for the cost of the examination.

(d) Written application to the department of human resources should be made as early as possible and must include a statement from the attending physician with a projected return date.

(2) Duration and retention

(a) The duration of disability leave will be based on the projected return date provided by the attending physician. An initial request for disability leave may be for one year or less. A disability leave may be extended one additional year with a request for such extension to be made no later than sixty days prior to the originally scheduled return date. The total amount of time on such leave, paid or unpaid, for the same injury or illness, may not exceed two years. The amount of time shall be reduced by family medical leave used for the same injury or illness.

(b) In order to be paid for disability leave, the employee will use all earned but unused sick leave, vacation leave, personal leave, and comp time. All types of paid leave must be used prior to unpaid leave.

(c) Prior to returning to work, the employee must provide the university with the attending physician's release attesting to his/her ability to perform the essential job duties. The university may request an independent examination as identified in paragraph (H) (1) (c) of this rule.

(d) The employee will retain reinstatement rights to his/her current position if the disability leave is six months or less. If such leave time exceeds six months, up to a maximum of twelve months, the university will place such employee in the same or similar position in which the employee possesses the required qualifications necessary to perform the essential responsibilities. The university will make reasonable efforts to reinstate an employee to the same or similar position if such leave exceeds one year.

(3) Insurance coverage

(a) The university will continue group health insurance throughout the period of an approved paid leave.

(b) The university will continue group health insurance throughout the period of an approved unpaid leave that is not FMLA leave for a maximum of six months.

(c) While on an approved unpaid leave (other than FMLA), the employee must timely remit the established insurance contribution payments for the duration of the leave. If the employee payment contributions are not timely remitted, the employee will forfeit university-provided health plan coverage and may elect health plan continuation under COBRA at one hundred two per cent of the full cost of the university's health plan.

(d) The university will continue group health insurance as provided in the Family and Medical Leave Act (FMLA) of 1993 as currently amended, and offer group health continuation and conversion benefits as provided under the Consolidated Omnibus Reconciliation Act (COBRA).

(4) Disability retirement reinstatement In the case of an employee who has been granted a disability retirement through OPERS or STRS, the period of reinstatement shall be in accordance with the prevailing rules of the state retirement system.

(5) An employee requesting disability leave must submit his/her request electronically through the BearTrax system.

(I) Workers' compensation leave

Workers' compensation leave will be provided as set forth in the Ohio statutes (Chapter 4123. of the Revised Code) for workplace injuries and/or occupational diseases. Additional information may be found on the university website at theoffice of human resources webpages.

(J) Court/jury duty leave

(1) An employee who is required to report for jury duty or is subpoenaed to appear before any court, commission, board, or other legally constituted body, where the employee is not a party to the action, shall be entitled to leave with pay for the scheduled work hours lost as the result of such duty. For ATSS employees, the employees will be compensated by the university in an amount equal to his/her straight-time (non-overtime) rate of pay. For both administrators and ATSS employees, their normal pay will be paid to them while on jury duty, less the amount received by the employee from the government for such appearance. An employee who reports for such duty and is excused shall immediately contact his/her immediate supervisor and report for work, if requested.

(2) In order to be paid by the university for such leave the employee must submit to human resources written proof, executed by the administrator of the court, showing the duration of such duty and the amount of compensation received for such duty.

(K) Military leave

(1) An employee who is unable to report for regularly scheduled work because the employee is required to report for duty as an active duty member of the armed forces, a reserve member of the armed forces, or as a member of the Ohio; national guard shall be compensated in accordance with Ohio law.

(2) The university will adhere to any federal or state laws enacted regarding employer responsibilities toward active employees who are members of the armed forces.

(3) To be eligible for this leave and in accordance with federal and state law, the employee upon request, shall provide the order or written statement from the appropriate military commander to his/her supervisor which shall be forwarded to human resources.

(L) Request for leave forms

(1) Request for leaves as identified in this policy are provided electronically via the BearTrax system. In order to assure accuracy of leave balances and to properly secure approvals for leaves, every effort should be made to make requests prior to the end of the pay period in which the leave is to occur. In rare circumstances in which this cannot be done due to emergency or oversight, the employee must submit such request at the earliest date upon return from leave. Prior notification to the employee's supervisor of anticipated leaves is expected.

(2) For additional guidelines regarding leaves of absences may be found on the department of human resources website.

Replaces: 3362-4-23

Effective: 10/23/2017
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03
Prior Effective Dates: 09/29/2014, 08/29/2016, 10/27/2016

3362-4-24 Administrators and ATSS employment actions.

(A) Introduction

This policy addresses employment actions and performance evaluations applicable to administrators and administrative technical support staff (ATSS).

(B) Definitions

(1) Administrators are those employees who are assigned professional, managerial, and/or supervisory responsibilities as described in an approved job description. Administrators are generally paid on a salaried basis, with assigned duties that are exempt from (not governed by) the Fair Labor Standards Act (FLSA) overtime payment rules, and not subject to the provisions of Chapter 4117 of the Revised Code.

(2) Administrative technical support staff (ATSS) includes employees typically paid on a per-hour basis (but can be paid on a salaried basis), assigned confidential and/or other duties exempt from (not governed by) provisions of Chapter 4117 of the Revised Code and are subject to FLSA overtime rules.

(C) Contract status

(1) Administrators who are employed in positions funded by a source other than grants and/or "soft" or external sources and with undefined contract durations shall be eligible for continuous contract status upon successful completion of a probationary period.

(2) Administrators who are employed in positions funded by grants and/or "soft" or external sources shall be hired for a defined contract period. Such employees must successfully complete a probationary period.

(3) Contracts are not required for the hiring of administrative technical support staff (ATSS). Such employees must successfully complete a probationary period.

(D) Establishment of employment

(1) Employment is established for administrators when the department of human resources receives the signed offer letter/contract from the prospective employee.

(2) Employment is established for ATSS when a prospective employee acknowledges in writing the acceptance of a written offer.

(E) Probationary periods

(1) Newly hired administrators and ATSS are required to successfully complete an initial six month probationary period.

(2) A probationary period shall be established for continuing employees (after completion of new-hire probation) if subject to a performance improvement plan (PIP). The length of a probationary period will be determined in accordance with procedures for this policy.

(F) New-hire probationary evaluation

(1) Newly hired administrators and ATSS must complete a six month new-hire probationary period and receive a rating of "meets basic expectations" or higher to be eligible for continued employment.

(2) Procedures will be established for the evaluation of performance during the new-hire probationary period.

(G) Annual performance evaluation

(1) Upon completion of the new-hire probationary evaluation, administrators and ATSS will receive performance evaluations from their immediate supervisors at least annually.

(2) Supervisors are required to follow procedures that are created for conducting annual performance evaluations as set forth in the procedures for administrators and ATSS performance evaluations and performance improvement plan (PIP).

(H) Performance improvement plan (PIP)

(1) A written performance improvement plan (PIP) may be initiated at any time. Upon the initiation of a PIP, the employee's performance rating will be identified as "does not meet basic expectations."

(2) Prior to the initiation of a PIP, the administrator who is responsible for the PIP should demonstrate, in writing, that steps have been taken to correct performance related issues, i.e., coaching, mentoring, formal warning.

(3) Failure to meet basic expectations that are established in a pip by the end of the probationary period may result in the termination of employment with the university. The process related to the unsuccessful completion of a PIP will be defined in the procedures for performance evaluation and performance improvement plans (PIP).

(I) Reduction in force

(1) Should the president determine that a reduction in force is necessary notification to affected administrators and ATSS shall be as follows:

(a) Employees with up to three years of service will receive thirty days written notice.

(b) Employees with service of three years or more will receive ninety days written notice.

(2) Administrators employed under defined period contracts and ATSS in positions funded by grants "soft" or external sources shall continue employment for the defined contract period or until funding is discontinued. Where possible in such cases, advance notification of the discontinuation of employment will be provided.

(3) Unsatisfactory performance issues shall be managed separately from the reduction in force process.

(4) During any reduction in force, attempts will be made to reassign affected employees to other open positions for which they are qualified.

(J) Reappointment

(1) If an administrator or ATSS is terminated due to a reduction in force, the affected person will be eligible for automatic reappointment to the exited position should it become available within a period of two years from the date of the force reduction. The decision to fill a position that has been eliminated through a reduction in force will be at the sole discretion of the university.

(2) If reappointed under this paragraph, an administrator or ATSS will be reinstated at his/her prior employment status as governed by existing university policies.

(K) Administrative leave

(1) When the need for an investigation or assessment of an incident involving an administrator or ATSS is required, an administrative leave with pay may be implemented upon the recommendation of the director of human resources and the approval of the appropriate vice president and/or the president.

(2) Access to university facilities and resources will be restricted or denied while placed on an administrative leave unless otherwise authorized by the director of human resources.

(L) Corrective action and termination for cause

(1) Corrective action, when necessary, shall be reasonable and commensurate with the offense and may include but not be limited to a letter to the personnel file, unpaid suspension, and/or termination of employment.

(2) With the approval of the president or designee, an administrator or ATSS may be terminated immediately for cause for reasons that include but not limited to:

(a) Violation of an official regulation or failure to obey reasonable directions given by a supervisor when such violation or failure to obey amounts to insubordination or a serious breach of university policies and/or work rules or puts the university and/or its employees and students at serious risk.

(b) Conviction of a felony or of an offense involving moral turpitude.

(c) Demonstration of abusive or threatening behavior in the treatment of students, fellow employees, or other persons.

(M) Procedures

Procedures for the completion of performance evaluations (new-hire and annual) and performance improvement plans (PIP) will be detailed in the accompanying procedures for performance evaluations and performance improvement plan - administrators and ATSS.

Effective: 2/2/2012
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03

3362-4-25 Compensation for administrative employees.

(A) Purpose

Shawnee state university desires a competitive and equitable compensation system that will attract and retain qualified administrative personnel. The purpose of this policy is to establish and maintain an administrative compensation system that considers comparable positions in similar markets, internal equity, the performance of employees, and the availability and allocation of funds as determined by the president. This policy applies to administrative employees in approved administrative positions for either "regular" or "term" appointments, regardless of the funding source, and who are not in positions that are under a collective bargaining unit.

(1) Regular appointments are expected to be ongoing, subject to the needs of the university with no designated end date.

(2) Term appointments are for a designated period of time, normally between one and three years. The duration may be determined by the funding source (e.g., externally funded grants) or by authorization of the president.

(B) Categories of administrative positions

(1) Administrator - an administrative position with professional, managerial, supervisory, or fiduciary responsibilities that is exempt from collective bargaining under section 4117.01 of the Revised Code, and may meet the exemption criteria under the Fair Labor Standards Act (FLSA).

(a) Employees in administrator positions that meet FLSA exemption criteria for duties and salary tests will be classified as "exempt".

(b) Employees in administrator positions that meet FLSA exemption criteria for duties test, but not the salary test, will be classified as "non-exempt".

(2) Administrative technical staff - an administrative position that is confidential in nature and is exempt from collective bargaining under section 4117.01 of the Revised Code, but does not meet the exemption criteria under the Fair Labor Standards Act (FLSA).

Based on the duties test employees in administrative technical staff positions do not meet the FLSA exemption criteria and will be classified as "non-exempt".

(3) Police officer/sergeant - an administrative position that does not meet the exemption criteria under the Fair Labor Standards Act (FLSA).

Based on the duties test employees in police officer/sergeant positions do not meet the FLSA exemption criteria and will be classified as "non-exempt".

(C) Fair labor standards act (FLSA) status

(1) Administrative employees classified by the department of human resources as "non-exempt" due to not meeting the FLSA exemption criteria (based on salary and/or duties test) are eligible for weekly overtime pay in accordance with the FLSA.

(2) The FLSA status of an administrator will be modified upon meeting the minimum salary exemption threshold established by the FLSA.

(D) Classification/compensation structure

(1) The director of human resources is responsible for managing the structure of the administrative compensation system(s) and for reviewing the applicable structure relative to the appropriate market.

(2) The director of human resources or designee will assess all administrative positions' responsibilities and determine the placement of each within the university's compensation structure relying upon market benchmarking methodology, as well as, consideration of internal equity for comparable responsibilities.

(E) Salary budget and allocation

The allocation of an approved budgeting salary pool is at the discretion of the president who may allocate all, a portion, or none of the salary pool. The salary allocation may be applied evenly to all administrative employees (across-the-board) or to individual employees based on factors such as, but not limited to, market benchmarking, internal equity analyses, and/or performance.

(F) Procedures

A procedure(s) will be established to effectively administer this policy to include but not be limited to the following topics:

(1) Evaluation and placement of administrative positions within the compensation structure;

(2) Effective administration of across-the-board salary increases, new-hire starting salaries, promotional salary increases, reclassification and transfer salary treatment, payment for supplemental assignments, and management of special salary adjustments;

(3) Management of overtime work assignments for non-exempt administrative employees; and

(4) Process for establishing salary for positions funded by external sources.

Replaces: 3362-4-25

Effective: 12/26/2016
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03
Prior Effective Dates: 4/16/08

3362-4-27 Administrative employees vacation.

(A) This policy provides a vacation accrual standard for administrative employees eligible for continuous contract or continuous temporary contract status.

(B) The university regards a vacation as period of rest and relaxation earned for past service and in preparation for future service. Since the annual vacation is important to the well being of the employee and his/her family, each employee is encouraged to utilize all earned vacation.

(C) The vacation year is July one through June thirty.

(D) Full-time, twelve-month administrative employees accrue vacation leave based upon the following schedule. Part-time, twelve-month administrative employees accrue vacation leave on a pro-rata basis:

(1) Years of service

days of vacation/employment year

(2) Less than three years

twenty

(3) Three-five years

twenty-one

(4) Six-eight years

twenty-two

(5) Nine-eleven years

twenty-three

(6) Twelve-fourteen years

twenty-four

(7) Fifteen years or more

twenty-five

(E) An employee may accumulate a maximum of twice the accrued days earned in one year. This amount may be carried over from year to year. Any unused time above this maximum as of June thirty must be used by September thirty of the next fiscal year.

(F) All vacation requests must be approved by the appropriate supervisor prior to actually taking time off. It is recommended that all vacation be taken during the year in which the employee qualified or becomes entitled to the vacation.

(G) When an official university observed holiday falls within an employee's vacation period, vacation is not charged for that day.

(H) Except for leave under the family medical Igave Act (refer to policy 4.65, administrative family and medical leave), all accrued vacation must be exhausted before a leave of absence commences.

(I) Employees who retire or resign will be paid for earned but unused vacation up to a maximum of two times the accrued days of vacation in one year at the time of his/her departure. In the event of the death of an employee, vacation pay for vacation earned but not taken up to a maximum of two times the accrued days of vacation in one year will be paid to the estate of the employee.

(J) With supervisor approval, employees who resign or are terminated from employment may elect to be scheduled for all accrued unused vacation days prior to the resignation/termination date. Any remaining vacation days shall be paid to the employee no later than one pay-period from the date of termination/resignation. In no case shall the vacation leave time paid out exceed two times the accrued days of vacation in one year.

(K) It is the employee's responsibility to see that vacation request forms are signed, approved by the supervisor, and submitted to the personnel department. The personnel department will maintain an up-to-date record of vacation for each employee.

(L) Any questions concerning vacation record-keeping should be directed to human resources.

Replaces: 3362-4-27

Effective: 4/16/2008
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03
Prior Effective Dates: 06/05/01

3362-4-28 Administrators and ATSS sick leave.

(A) Upon hire, a full-time administrator or administrative technical support staff (ATSS) will receive one hundred twenty hours of sick leave credited to his/her leave account. If the administrator or ATSS transfers sick leave credit from another Ohio institution, as defined in this policy, such leave will be accepted in lieu of this credit. In such case, if the sick leave transferred is greater than one hundred twenty hours, the eligible employee will receive the actual number of hours transferred to Shawnee state university. If the sick leave transferred amounts to less than one hundred twenty hours, the university will credit that number which will bring the total to a maximum of one hundred twenty hours.

(B) After the first year of employment and thereafter, sick leave will accrue for full time administrators and ATSS pro-rated each pay period for a maximum of one hundred twenty hours per year.

(C) Upon hire, the part-time administrator and ATSS will receive a pro-rated amount of sick leave credit as described in paragraph (A) of this rule, based upon the employee's full-time equivalency (FTE) percentagedetermined at the time of hire. For example, a half-time employee (.50FTE) will be eligible for a credit of sixty hours of sick leave, etc.

(D) After the first year of employment and thereafter, sick leave shall accrue for part time administrators and ATSS at a pro-rate amount based upon the employee's FTE for each day in any given pay period.

(E) There is no maximum applied to the amount of sick leave that may be accumulated during active employment.

(F) Accumulated sick leave shall be reduced in the following manner:

(1) ATSS (FLSA non-exempt status)

The sick leave account balance will be reduced an hour for each hour of sick leave used.

(2) Administrators (FLSA exempt status)

(a) Partial day - the sick leave account balance will be reduced in four-hour blocks of time when an administrator is absent from at least one-half of the workday.

(b) Full day - applies when an administrator is absent for a full day.

(G) Sick leave may be utilized for an authorized absence from scheduled duties due to illness, accident, exposure to contagious disease, family emergencies requiring the attendance of the administrator, dental or optical examination or treatment, pregnancy and/or childbirth and related conditions, or death in the immediate family.

(H) The definition of an immediate family member includes: grandparents, brother, sister, brother-in-law, sister-in-law, daughter-in-law, son-in-law, father, father-in-law, mother, mother-in-law, spouse, child, grandchild, legal guardian, or other person who stands in the place of a parent.

(I) To request sick leave (including leave that qualifies under the Family Medical Leave Act - FMLA), request form must be submitted to the immediate supervisor and human resources thirty days in advance of the need, if foreseeable and such notice is practicable. If it is not possible for the leave request form to be submitted in advance of the leave, it must be approved by supervision and submitted to human resources upon return from the absence. Time on approved sick leave will run concurrent with an approved leave under FMLA, (refer to board of trustee policy 4.65 ), administrative family medical leave.

(J) A signed statement from the attending physician, date of medical treatment, and the conditions under which the employee is released to return to work; or, a statement verifying the illness or injury of the employee's immediate family may be requested by the director, human resources or designate prior to the employee's return to work.

(K) The administrator or ATSS, upon official state retirement from active service or upon separation of employment by an ARP participant who meets the eligibility requirements under the OPERS or STRS retirement systems and with ten or more years of service with the university (including predecessor institutions), will be paid in cash for one-fourth of the value of one hundred sixty days (forty days). Payment will be based upon the employee's rate of pay at the time of retirement.

(L) The cash pay out of sick leave balance as provided in paragraph (K) of this rule will be made only once to any administrator or ATSS. An employee who received such cash pay out re-hired by the university after retirement, may accrue and use sick leave while actively employed but shall not convert to cash any unused sick leave balance at the time of a second retirement. Upon the death of an employee who meets the eligibility requirements as outlined in this policy, the cash pay out will be made to the estate.

(M) Intentional misuse of the sick leave provision herein may be considered grounds for disciplinary action. Non-compliance with sick leave rules and regulations may result in the administrator or ATSS not receiving pay for the requested sick leave.

(N) An administrator or ATSS may transfer into the university any accumulated, documented, and verified sick leave balance that has been accumulated by a school system, government agency, department or institution of the government of the state of Ohio.

Effective: 9/4/2007
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03

3362-4-29 Administrative staff holidays.

(A) Administrators are entitled to the following holidays observed by the university:

Holiday

usually scheduled

New Year's day

January first

Martin Luther King day

third Monday in January

President's day

third Monday in February

Memorial day

last Monday in May

Independence day

July fourth

Labor day

first Monday in September

Columbus day

second Monday in October

Veteran's day

November eleventh

Thanksgiving day

fourth Thursday in November

Christmas day

December twenty- fifth

(B) The university will develop a schedule each year which will allow for substitute holidays. Substitute holidays will be designated by the university in order to keep the university open on scheduled holidays to meet class requirements. Those holidays which may be substituted by the university include: Martin Luther King day, Columbus day, and President's day

(C) The university calendar is subject to the negotiated labor agreements in effect each year and to final approval by the board of trustees.

Effective: 6/5/2001
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03

3362-4-30 On campus education benefits.

(A) Purpose

Shawnee state university waives certain on-campus education costs as a means of encouraging administrative employees (administrators and administrative technical services staff) to further their education and the education of their spouse and eligible dependents in accordance with the terms of this policy. On-campus education benefits are consistent with higher education industry standards and are an important component of the university's overall benefit program provided to employees.

(B) On-campus education benefits

(1) The on-campus education benefit waives instructional, technology, and general fees. Where applicable, out of state fees are waived.

(2) The on-campus education benefit does not cover the costs of special fees such as course fees, bond fees, late payment fees, or supply fees. These costs, including those of his/her spouse and/or dependent(s), are the responsibility of the employee.

(C) Full-time administrative employees

(1) Eligibility

(a) Full-time administrative employees (executives, administrators, and administrative technical support staff), including administrative employees who are on:

(i) Authorized leave of absence;

(ii) Temporary layoff or furlough status through the layoff or furlough period;

(iii) Retirement (disability or service) status with ten years of full-time continuous service.

(2) Benefit

(a) Administrative employees may take a maximum of two courses not to exceed six credit hours per semester. The maximum benefit for a full-time employee is one hundred sixty attempted semester hours.

(b) Administrative employees are expected to register for classes that meet outside of their regular work schedules. In situations in which the course must be taken during the employee's regular work schedule, with written approval from his/her supervisor, an administrative employee may arrange for a flexible schedule in order to complete the required course.

(c) The restriction of six credit hours shall not apply when on an authorized leave of absence or a temporary layoff or furlough.

(3) Part-time administrative employees

A part-time administrative employee is eligible for a maximum of one course per term, taken on the employee's own time. No special provisions will be made in employees' work schedules to accommodate taking the class.

(4) Eligible dependent of active administrative employee

(a) An eligible dependent is defined as the spouse, or child twenty-five years of age or younger, and dependent as defined under IRS rulings. Dependents of full-time administrative employees may enroll in as many hours per term as allowed under the university's academic policies.

(b) The maximum benefit for each dependent under this policy is one hundred sixty attempted semester hours.

(5) Retired full-time administrative employees and their dependents

(a) A full-time administrative employee who has formally retired into an Ohio state pension system or approved alternative retirement system (ARP), receiving a pension benefit payment, not actively working as a re-employed retiree, who has served at Shawnee state university for ten continuous years or more in full-time status, is eligible to receive undergraduate fee waiver benefits on a space-available basis not to exceed one hundred sixty attempted credit hours.

(b) A dependent of a retiree (meeting the above criteria) who is actively enrolled in an undergraduate degree program at the time of the employee's retirement may continue to receive waivers for instructional and general fees in order to complete the current course of study, not to exceed a total of one hundred sixty attempted credit hours.

(6) Dependents of a full-time employee deceased while in active status

(a) A widow or widower and/or dependent child of a deceased full-time administrative employee with ten years of continuous service is eligible to receive on-campus education benefits, as follows:

(i) Must be enrolled in an undergraduate degree program within one year of the active employee's date of death;

(ii) Will be registered on a space-available basis;

(iii) Maximum tuition waiver is not to exceed one hundred sixty attempted credit hours.

(D) Shawnee state university graduate program education benefits

(1) Full-time administrative employees (but not dependents) with at least two years of continuous service with the university are eligible to receive a waiver of fifty per cent of the instructional and general fees for the successful completion of a SSU graduate program, as follows:

(a) Prior written approval of the degree program required by the employee's supervisor through the vice president;

(b) The employee must apply following the same application and selection criteria as all students;

(c) Class space must be available, preference will not be given to SSU employees;

(d) The fee waiver shall not exceed fifty per cent of the instructional and general fees on a maximum of eight credit hours per semester;

(e) Administrative employees may complete one graduate degree program under this policy;

(f) Prior approval by supervisor to flex work or modify work schedules (including using earned vacation or comp time) is required in order to maintain a full-time workload;

(g) IRS income tax will be applied, where applicable.

(E) Additional requirements/criteria

(1) Administrative employees, spouses and dependents shall enroll during the regular registration processes.

(2) Programs or classes which have special admission requirements or limited class sizes will be available for enrollment in the same manner as made available to the general student body; and administrative employees, spouses and dependents will be required to compete for admission into these programs or courses with other student applicants.

(3) Administrative employees, spouses and dependents must remit payment for special fees such as course fees, bond fees, late payment fees, or supply fees, in accordance with university student payment deadlines.

(4) The administrative employee, spouse or dependent may be required to file the Free Application for Federal Student Aid'(FAFSA) and complete the verification process if determined necessary by the financial aid office.

(5) All necessary and required forms must be completed according to university policies and timetables. Forms are available on the financial aid webpage.

(6) No employee or his/her dependent will be entitled to on-campus education benefits, nor will the university be required to pay, for any classes that have already been taken by the employee or dependent and failed or otherwise not successfully completed by the employee or dependent.

(F) Non-credit courses

Non-credit courses are not eligible for reimbursement under this rule. If completion of a non-credit course is initiated by an employee's supervisor, is determined by the supervisor that the course directly relates and enhances the employee's skills and ability to perform assigned duties, and aids in the department's overall performance, the cost for such course may be paid fully by the administrator's department.

(G) Contract services

The vice president for finance and administration is authorized to discount or waive tuition fees as a component of a negotiated agreement with an external vendor when the long-term stability of the vendor's workforce is critical to the university.

Replaces: 3362-4-30

Effective: 8/29/2016
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03
Prior Effective Dates: 6/5/01, 4/16/08, 09/29/14

3362-4-33 [Rescinded] Advertising vacant positions.

Effective: 5/18/2015
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03
Prior Effective Dates: 6/5/01

3362-4-36 [Rescinded] Administrative family and medical leave.

Effective: 9/29/2014
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03
Prior Effective Dates: 6/5/01

3362-4-39 [Rescinded] Disability leave of absence administrative staff.

Effective: 9/29/2014
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03
Prior Effective Dates: 6/5/01

3362-4-40 Concern resolution for administrators.

(A) Procedure

(1) By means of the procedures that follow, Shawnee state university guarantees an opportunity for any member of the administrative staff to express a concern. The resolution of certain concerns (such as sexual harassment, discrimination, etc.) may be addressed through other policies, which can be identified by the personnel department.

(2) Friendly discussion of the problem with the supervisor is encouraged. Such problems should be resolved at the earliest stage of discussion. The supervisor should notify the next level of management that a concern has been filed.

(B) Process

(1) Informal open meeting with immediate supervisor. This should be a friendly discussion of the situation at hand. After this meeting, should the employee wish to start the formal concern resolution procedure, he/she will need to get the proper paperwork from the personnel department. If the staff member does not take the concern to the next step within two weeks, the matter shall be considered resolved. If a supervisor does not respond in a timely manner (typically within two weeks), the concern can be taken to the next step of the formal procedure. The supervisor at each level will send the original copy of their decision to personnel with a copy to the next level supervisor.

(2) Formal meeting with immediate supervisor. This meeting should typically take place within seven working days from the date of filing the formal paperwork. The supervisor and the employee shall make every effort to resolve the problem. The supervisor will typically respond within seven working days to inform the staff member, the personnel department, and the next level supervisor of the decision in writing.

(3) Meet with next level supervisor. If the concern is not resolved in paragraph of this rule, (B) (1) paragraph of this rule, the employee will submit in writing, after receiving the written decision from their immediate supervisor and within the time frame established in paragraph of this rule, (B) (1) paragraph of this rule, a request for a meeting with the next level supervisor. This meeting will include the employee, the employee's immediate supervisor, and the next level supervisor. The next level supervisor will typically have seven working days to inform the employee, the employee's immediate supervisor, and the personnel department of the decision in writing, if the supervisor at this level is the divisional V.P., the matter automatically skips this step and proceeds to paragraph of this rule, (B) (3) paragraph of this rule, .

(4) Meet with divisional V.P. If the concern is not settled to the employee's satisfaction after the meeting in paragraph of this rule (B) (2) paragraph of this rule, the employee may submit in writing a request to meet with the divisional V.P. the V.P. shall meet with the employee typically within seven working days after receiving written notice from the employee. The employee or the V.P. may request an open meeting with all parties involved. The V.P. will submit in writing his/her findings to all involved parties.

(5) Meet with the president. If the decision is still not satisfactory to the employee, he/she may request in writing a meeting with the president. The president will review, request any additional information needed, and then meet with the employee and divisional V.P. within the typical time frame. The president shall reply to all parties involved, in writing. The president's decision will be final.

(6) Filing of forms. The original copies of all forms must be filed with the personnel department. If needed, copies may be requested by contacting the personnel department. These forms will not be placed in the employee's personnel file.

Effective: 6/5/2001
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03

3362-4-41 [Rescinded] Use of volunteers and interns.

Effective: 3/23/2015
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03
Prior Effective Dates: 06/05/01

3362-4-42 [Rescinded] Voice communications.

Effective: 1/26/2015
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03
Prior Effective Dates: 6/5/01

3362-4-46 Use of university property (movable equipment) by employees.

(A) Purpose

University property (defined here as moveable equipment) is acquired and maintained to support the mission and operation of Shawnee state university. Such property shall be devoted, therefore, to support university-related activities. To the extent that university property is available for uses at locations other than the campus, without impairing or interfering with university needs and without exposing the university to unreasonable liability, Shawnee state university may permit employees to use such property under specified conditions.

(B) General statement of policy

The president or designee may authorize full-time employees of Shawnee state university to use university property in compliance with this policy and procedures and conditions placed on such use by the president's designee. At the minimum, the policy includes the following:

(1) Use of university property is for work-related purposes;

(2) Non-interference with the normal activities and operations of the university;

(3) Prohibition on use for personal gain or profit-making purposes;

(4) Reimbursement to the university for losses and/or damage, or to cover normal "wear and tear," operating expenses, or additional costs except as these may be specifically waived by the university.

(5) Protection of Shawnee state university from claims by employees for damages arising from any use of university property and equipment; and

(6) Compliance with the terms of negotiated agreements with authorized employee bargaining representatives;

(7) Completion of a most-recent property authorization form as provided by Shawnee state university.

(C) The use of university property by employees is an accommodation to employees. It must be clearly understood by all parties to such relationships that the use of SSU property is a privilege that can be withdrawn immediately by the president and/or designee at their discretion except where such use is specifically protected by a negotiated agreement.

(D) Cell phones, pages, and other electronic equipment

(1) Vice presidents may authorize the purchase and use of cell phones, pagers, and other personal communication devices in their divisions where there is a demonstrated university need. The president may authorize the purchase of this equipment for vice presidents and the vice president of business affairs may authorize these purchases for the president.

(2) Personal (non-university) use of these devices is permitted provided any additional costs incurred for such use is reimbursed to the university upon receipt of cost information. Personal usage which does not incur additional cost beyond basic service fees does not require reimbursement.

(3) Any invoices for these devices must be reviewed and approved by the employee's supervisor prior to payment. Validation of payment for reimbursable personal use (bursar office receipt) must be attached to the invoice at the time it is submitted to the supervisor for review.

(4) Within forty-five days of adoption of this policy, the appropriate vice president/president will review for appropriateness all existing university cell phones, pagers, and other personal communication devices within their division. Documentation of this review will be provided to the controller's office.

Effective: 9/4/2007
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03

3362-4-49 Identity theft/red flag rules.

(A) Purpose

(1) The purpose of this policy is to assure Shawnee state university's compliance with the federal trade (commission's (FTC) "red flag rules in the detection, prevention, and mitigation of identity theft in connection with the opening of a covered account or transactions involving an existing covered account.

(2) The university will monitor university operations and adopt appropriate procedures as required for compliance with applicable "red flag rules".

(B) Responsibility for monitoring, developing, and implementing red flag rule requirements lies with the vice president for finance and administration or the vice president's designated program administrator. Program administrator will be responsible for:

(1) Determining the appropriate steps to prevent and mitigate identity theft related to covered accounts in particular circumstances.

(2) Implementing and promulgating periodic changes to the "red flag rules" program to address new or revised university operations.

Replaces: 3362-4-49

Effective: 1/26/2015
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03
Prior Effective Dates: 10/2/09

3362-4-60 Tuition and other student fees, fines and charges.

(A) Purpose

This policy establishes authority for the review and approval of tuition and other student fees, fines, and cost recovery charges assessed to students.

(B) Tuition and other student fees

(1) Tuition, program and course fees, and miscellaneous fees that will be assessed to students must receive prior approval from the board of trustees and follow parameters established in the state biennial budget bill or other state law.

(2) Definitions:

(a) Tuition - fees charged to all students each term on a per-credit-hour basis, based on their enrollment status.

Includes instructional, general, and technology fees; fees assessed to high school students (college credit plus), graduate workshop credit fee, fees assessed to all students for a specific purpose (e.g., university center bond fee), and any future fees meeting this definition.

(b) Course fees - fees charged only to students enrolled in courses for which a supplemental fee has been established to defray the cost of lab supplies, technology needs, or other special requirements of the course.

(c) Program fees - fees charged only to students who have been accepted into an academic program that requires specialized supplies, equipment, or individualized services. Examples may include studio-based programs, programs requiring state-of-the-art equipment, and programs with clinical requirements.

(d) Miscellaneous fees - fees assessed to students based on their participation in specific activities (e.g., health sciences application fee).

(C) Fines and cost recovery charges

(1) The establishment of fines and cost recovery charges that may be assessed to students must be approved by the president and will be reviewed with the board of trustees annually.

(2) Definitions:

(a) Fines - fines assessed to students as a result of disciplinary action.

(b) Cost recovery charges - charges assessed to students to defray the cost of providing an optional service (e.g. express mail charge for a rush transcript).

(D) Procedures

Procedures for the effective administration of this policy, including authorized use of course fees, shall be established.

Replaces: 3362-4-60

Effective: 1/25/2016
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03
Prior Effective Dates: 11/2/2012

3362-4-63 Controlling infectious and communicable diseases.

(A) Purpose

This rule is established to ensure the campus community has adequate knowledge to safeguard against infectious and communicable diseases, to define the responsibilities of offices and personnel in case of a communicable disease, to ensure that education and training programs that provide methods of self-protection are presented, and to ensure compliance with applicable reporting requirements.

(B) Definitions

(1) Infectious or communicable disease - an infectious or communicable disease is the presence and growth of a microorganism that produces a disease that may be transmitted directly or indirectly from one individual to another. An infectious or communicable disease may be transmitted by inhalation of airborne pathogens, ingestion into the gastrointestinal tract from contaminated food, water or utensils, direct contact with a pathogen with a normally protected part of the body or insects.

(2) Other health-related conditions - Any condition that may not pose a serious risk to health or life safety but, if not controlled, could result in a considerable impact on daily operations of the university. These conditions may be something that is being transmitted from off campus which could require some action be taken at home or at the origin of the issue. Examples of these conditions can include but are not limited to scabies, fleas, bed bugs, lice etc.

(C) Scope

(1) This policy addresses infectious and communicable diseases commonly found in the university population and which can be transmitted by air, object or through casual contact. Some examples of these infectious & communicable diseases include but are not limited to:

(a) Chicken pox - varicella

(b) Rubella - three day measles

(c) Rubeola - nine day measles

(d) Meningitis - viral and bacterial

(e) Hepatitis A

(f) Tuberculosis (TB)

(g) Severe adult respiratory syndrome (SARS)

(2) Other conditions (i.e. scabies, fleas etc.) that pose risks of contagion and that would put the university community at risk.

(3) Excluded from this policy are diseases transmitted through sexual contact, or through needle use, such as Hepatitis B and HIV (see rule 5.21 bloodborne pathogens).

(D) Procedures

Procedures will be implemented that define a process for addressing students, faculty and/or staff that may contract an infectious or communicable disease.

Effective: 5/18/2015
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03

3362-4-64 Electronic/signatures.

(A) Purpose

The purpose of this policy is to establish rules regarding electronic signatures at the university in conformance with division (J) of section 1306.20 of the Revised Code .

(B) Authority

The vice president for finance and administration, controller, and chief information officer are responsible for the effective oversight and management of electronic signatures.

(C) Use of electronic signatures

(1) The use of electronic signatures shall be consistent with established operational policies and procedures, including board of trustee policy 5.27 rev, signature authority for contracts.

(2) The university recognizes an authorized electronic signature as legally binding to the fullest extent permitted by law.

(3) The vice president for finance and administration or designee has discretion to opt out of conducting business electronically with any party or in any transaction.

(4) The university's chief information officer shall be responsible for establishing a process and security protocol for authentication, nonrepudiation, and integrity to the extent that is reasonable for each electronic signature. An electronic signature that does not comply with an approved authentication method at the time of signature may not be binding on the university.

(5) Documentation of individual electronic signatures shall be maintained in accordance with the university's record retention schedule.

(D) Procedures

Procedures developed by the appropriate university offices for the effective implementation of this policy, including the authentication method for electronic signatures and identification of responsibilities for individuals and units regarding the use of electronic signatures, will be approved by the president.

Effective: 12/28/2015
Promulgated Under: 111.15
Statutory Authority: 3362.03
Rule Amplifies: 3362.03