Chapter 3341-6 | Compliance with Occupational Safety and Health Standards

Rule 3341-6-01 | Accident reporting.

• Effective: February 15, 2018
• Promulgated Under: 111.15

(A) Policy statement and purpose

It is Bowling Green state university's policy to comply with occupational safety and health standards of the Ohio Public Employees Risk Reduction Act and all applicable federal, state, and local rules, regulations, and directives. This policy applies to all faculty, staff, students, and guests.

(B) Policy

(1) Accident reporting is required for:

(a) All injuries/illnesses which are work or educational related regardless of where the injury/illness occurs (on and off campus); and

(b) All injuries/illnesses on BGSU property.

Student athletes injured while participating in NCAA athletic activities are exempt from this reporting process.

(2) Reporting is to occur for all incidents using the electronic form located on the environmental health and safety website. This form should be submitted within twenty-four hours of the incident, or as soon as possible following the incident or knowledge of the incident. Reports for guests are to be reported electronically by the hosting department or any other BGSU-affiliated person. Environmental health and safety will conduct accident and injury investigations as appropriate.

Last updated March 2, 2023 at 11:51 AM

Supplemental Information

Authorized By: 3345
Amplifies: 3345
Prior Effective Dates: 9/14/2016

Rule 3341-6-02 | Alcohol.

• Effective: June 12, 2019
• Promulgated Under: 111.15

(A) Policy statement and purpose

The purpose of the policy is to articulate the rules governing alcohol on campus and to serve as a guide for the university community. Bowling Green state university recognizes that the decision to use alcoholic beverages is a personal choice; however, this choice must be made in accordance with the laws of the state of Ohio. In addition, the mature and responsible consumption of alcohol must be consistent with the mission and core values of the university and in accordance with the Bowling Green state university code of student conduct.

(B) Policy

Procedures for events where alcohol is present

(1) All laws of the state of Ohio, ordinances of the city of Bowling Green (Erie county for Firelands), regulations of the Ohio department of liquor control, and policies and regulations of Bowling Green state university apply. Alcoholic beverages may be consumed, possessed, served, or sold only by persons of legal age to do so, according to the laws of the state of Ohio.

(2) Alcohol consumption shall not be the focus of any event unless that event is focused on education and awareness and approved in advance by BGSU dining and the dean of students (dean of Firelands).

(3) Alcoholic beverages must be served by designated and trained individuals. Participants may not serve themselves or each other. Servers may not consume alcohol while working at an event. Arrangements for the sale and/or serving of alcoholic beverages must be made through BGSU dining or other approved campus providers (budget and operations office on the Firelands campus). Where required by law, a permit required by the state of Ohio shall be obtained prior to the event.

(4) Alcohol service must comply with all BGSU contractual obligations.

(5) Non-alcoholic beverages must be present at all events at all times.

(6) Event sponsors will provide solid food in order to moderate the effects of alcohol consumption and will continue to have food available as long as alcohol is being served. Food and quantities must be determined and approved by BGSU dining or other approved campus catering service provider for all on campus events.

(7) The entry or exit of persons with alcoholic beverages at events where alcohol is served is not permitted.

(8) No social event shall include any form of "drinking contest" in its activities or promotion.

(9) Alcohol serving cease at least one hour before the end of all student sponsored events.

(10) Publicly distributed materials, including advertisements for any university event, shall not make reference to the availability of alcoholic beverages. The Black Swamp pub, located in the Bowen-Thompson student union, is exempt from this policy.

(11) Alcohol can only be served at locations specified on the liquor license at the time of the event. For a complete listing of current approved locations, contact BGSU dining. Alcohol on the Firelands campus is served by a licensed, third-party vendor as allowed by their license.

(12) Requests to have alcohol served at an event at the BGSU Firelands campus must receive prior approval from the dean of BGSU Firelands.

(13) Violations of these regulations related to the use and sale of alcoholic beverages will result in immediate termination of the event and referral to the appropriate agency for conduct action.

(14) All student sponsored events where alcohol will be served may require police police officers be present at all times, paid for by the sponsoring group. The required number of officers present will be determined by the university police department in consultation with the office of campus activities (budget and operations office at Firelands).

(15) The sponsor of the event assumes the responsibility of monitoring the event and the behavior of those attending the event.

(16) Inspection of events where alcohol is being served may occur by an appointed designee of the office of the dean of students and/or the university police (dean's office at Firelands).

(17) This policy must be applied consistent with the university food service policy.

Supplemental Information

Authorized By: 3345
Amplifies: 3345
Prior Effective Dates: 8/12/2015

Rule 3341-6-03 | Use of amplified sound on university premises.

• Effective: October 10, 2022
• Promulgated Under: 111.15

(A) Policy statement and purpose

The use of sound amplification devices on university premises can disrupt university teaching, learning, and other activities and interfere with public safety and public-address systems. This policy is to specify the rules governing the use of amplified sound devices on university premises.

(B) Policy scope

This policy applies to all persons present on university premises except as otherwise stated in this policy.

It does not apply to a personal stereo, radio or music player used by university students, faculty, or staff in a university residence hall room, office or other private enclosed space, provided that the music or sound is kept at a reasonable volume and does not disturb other persons outside of the enclosed space.

(C) Policy definitions

"Sound amplification device" means any electronically powered, operated or assisted device that amplifies sound. A sound amplification device includes, but is not limited to, any system of public address, bullhorn, music or voice amplifier, portable speaker, megaphone, or any combination thereof.

A "sound amplification device" is not a university owned or controlled public address system.

(D) Policy

(1) To ensure public safety and the orderly operation of the university, amplified sound devices may be used on the university premises only in compliance with this policy.

(2) The use of the amplification device requires written approval be obtained in advance from the approving office or a designated representative. The approving offices are as follows:

(a) Bowen-Thompson student union: director of Bowen-Thompson student union or designee.

(b) Union oval or the Bowen-Thompson quadrangle: director of Bowen-Thompson student union or designee.

(c) Residence halls and adjoining spaces: director of residence life or designee.

(d) Athletic facilities and adjoining spaces (Doyt L. Perry stadium, Cochrane field, Steller field, Meserve field, Stroh center, Slater family ice arena, Anderson arena/Memorial hall): director of athletics or designee.

(e) Student recreation center/Perry field house/intramural fields and adjoining premises: director of student recreation center or designee.

(f) Firelands: dean or designee.

(g) All other university premises and adjoining spaces: vice president for finance and administration or designee.

(3) Applications shall be made in writing to the approving office. A new application shall be made for each use.

(4) Applications must be submitted not less than five university working days before the date of use being requested.

(5) Applications will be considered on a first applied/first approved basis except that university sponsored events shall always have priority without regard for when approval was sought.

(6) Circumstances arising during an approved use of a sound amplification device may warrant BGSU public safety, other law enforcement agencies, or other university offices to require the relocation of or limitations on the use of sound amplification devices in order to minimize disruption and distraction and the university reserves the right to do so.

(7) The written authorization shall specify the date, time, location, duration, manner and any other relevant information for the approved use of sound amplification device. Authorization may be revoked if the use deviates from the terms of the authorization.

(8) The application and permit approval provisions of this policy shall not apply to sound amplification devices used by university faculty engaged in teaching, university employees engaged in performing university duties, or for sound amplifications systems used at university sanctioned events.

(9) Sound amplification devices must be entirely portable and no structure for their use may be affixed to university property.

(10) The use of sound amplification devices inside university buildings or athletic venues shall not be permitted except as expressly allowed by this policy.

(11) Sound being amplified in an outdoor location must remain within its designated footprint and not impede upon any activities occurring (indoor or outdoor) nearby. If a nearby location is being occupied by another group or event, the sound must not be audible in that adjacent space.

(12) Outdoor dances and concerts may be held in approved locations only with prior approval of the approving office.

(13) Sound amplification devices may not be used to promote commercial messages by entities that are not approved university sponsors.

(14) This policy does not apply to law enforcement officers or other safety officials engaged in performing official duties that require the use of amplified sound devices.

(15) The university may authorize the use of sound amplification devices only when the date, time, location, duration, manner and any other factors relevant to the use of sound amplification devices:

(a) will not unreasonably interfere with university academic activities or other operations or functions; and

(b) will not unreasonably interfere with, distract or hamper public safety.

(16) Responsible officer

The approving offices and the Bowling Green state university department of public safety or other law enforcement agencies have principal responsibility for the implementation and enforcement of this policy.

(17) Implementation of policy

Any currently enrolled student, recognized student organization, student group, or university employee in violation of this policy is subject to immediate action, including but not limited to student conduct proceedings and employee disciplinary action as applicable. Any visitor in violation of this policy may be subject to removal from the campus, criminal prosecution, and a determination of persona non grata status under rule 3341-6-36 of the Administrative Code, "'Persona Non Grata' Status for Campus Visitors."

Equity impact statement: the policy has been assessed for adverse differential impact on members of one or more protected groups.

Last updated October 11, 2022 at 8:33 AM

Supplemental Information

Authorized By: 3345
Amplifies: 3345
Prior Effective Dates: 3/17/2015

Rule 3341-6-04 | Athletic/bowl game travel and entertainment related expenses.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

It is the policy of Bowling Green state university to reimburse employees required to travel as representatives of the university to bowl game or athletic event activities who incur business and entertainment related expenses as per the policy outlined below.

(B) Policy

The university is required to determine whether there is a taxable benefit (i.e., income) attributable to any persons traveling to or attending an athletic event, specifically a bowl game, when the university has paid for that person's travel, room, meals, tickets, etc.

The general rule is that any expenses incurred for a recognized business purpose are excludable from an employee's taxable income. Conversely, amounts expended on behalf of an employee that are not directly connected or attributable to a recognized business purpose must be included in the employee's taxable income and reported to the IRS via that employee's W-2.

Amounts expended on behalf of an employee's spouse, dependent, or guest are considered to be expended on behalf of the employee and are subject to the same requirement. Each section below explains what is involved in determining the taxability of the benefit.

(1) Recognized business purpose

Employees attending an athletic event or bowl game for a recognized business purpose include all employees who are performing an integral part of their job function during the course of the trip. Generally, this would include athletic department coaches and support staff related to the team participation. It would also include development personnel who are attending to cultivate current and potential donors and hosting university guests and other dignitaries at special events conducted at the site. It would also include employees from student affairs attending to organize and conduct special events related to the purpose of the trip.

These examples are provided to assist in clarifying the definition of "recognized business purpose." There may be others who have a recognized business purpose for attending. It is important for all employees to document their activities to substantiate the business purpose of their travel particularly when a spouse has a business purpose for the trip. In the event of uncertainty, contact the business office or the office of the vice president for finance and administration prior to incurring any expenses or entering travel status.

It is assumed that any non-employee invited to attend the event at the university's expense has been invited due to a specific business purpose; however, each individual's business purpose will need to be documented by the department/division head who has invited the guest. Please note: Per IRS regulations, any invited guests who bring dependent children, spouses or other guests who have no business purpose, will receive a form 1099-MISC for any taxable benefit exceeding six hundred dollars.

The IRS recognizes that an employee's spouse may have a business purpose for attending a special event such as a bowl game. For example, certain special events may be held where coaches' spouses are expected to appear. Additionally, the university may hold alumni or fundraising events at which a spouse is expected to participate in hosting. Note: dependent children are generally not considered acceptable participants in determining a recognized business purpose.

Documentation will be required for each individual receiving university provided travel, hotel, meals, tickets, etc. demonstrating the business purpose for the benefit received.

(2) Airfare

The airfare of all individuals attending the athletic event or bowl game for a recognized business purpose is excludable from taxable income (as it has been deemed a working condition fringe benefit). The fair market value of airfare for those not attending for a business purpose is includable in compensation.

Determination of fair market value: If travel was on a commercial flight, the fair market value would be the price of a ticket. If travel was on a charter flight, the regulations provide a valuation formula to determine the value of the flight. The calculation includes a terminal charge plus a cents per mile charge. The business office will obtain the current cents per mile rates and also the distance for the flight to calculate the amount of income to be recognized.

Exception to taxable income recognition: The IRS regulations contain a special rule for excluding the taxable income of airfare: When fifty percent or more of the regular passenger seating capacity of an aircraft is occupied by individuals whose travel purpose is primarily for the employer's business purpose, those employees who do not have a business purpose may fly and no additional income is recognized or added to their W-2 for the value of the airfare.

Additionally, retired employees, disabled employees, the surviving spouse of an employee, the current spouse, and dependent children of an employee may fly on such flights without the employee recognizing any additional taxable income even though those individuals do not have a business purpose for the trip.

Non-employees: Independent contractors, members of the board of trustees, external vendors, and any other guests must be treated as non-employees. If a traveling non-employee is engaged in a recognized business purpose on behalf of the university, no portion of the expenses incurred by the university on their behalf would be attributable to him/her as taxable income and thus no 1099 would be issued. Conversely, if a non-employee is traveling without a recognized business purpose, and provided travel, lodging, meals or tickets by the university where the total value exceeds six hundred dollars, then that individual will be issued a form 1099-MISC reporting the taxable income per IRS regulations.

(3) Ground transportation

Ground transportation charges for employees with a recognized business purpose is excludable from their income. If additional charges are incurred for spouses, dependents, or others who do not have a business purpose, such amounts are includable in the employee's compensation. If there is no additional cost for the transportation (e.g., cab fare is the same for one or two people), then no additional compensation is attributed to the employee.

(4) Hotel

Lodging costs for those employees making the trip for a recognized business purpose is excludable from their compensation. If employees are accompanied by others who do not have a business purpose for the trip, only the incremental costs associated with the additional guests would be includable in the employee's taxable compensation.

Example: If the cost of a hotel room is the same for a single or double room and the employee's spouse accompanies him/her for a non-business purpose, there would be no additional compensation to the employee. However, if there is an additional cost for the double room, then additional cost will be included as taxable compensation to the employee.

(5) Event and game tickets

The cost of tickets for those attending the game or for those attending an event for a business purpose are excludable from income. The cost of tickets for spouses, dependents, or others who do not have a business purpose for attending the game or event would be includable in the employee's taxable compensation.

(6) Per diem or meal reimbursement

Per diems and meal reimbursements for employees traveling with a recognized business purpose are excludable from compensation. Any reimbursement for accompanying guests would be included in the employee's income unless the accompanying guest was engaged in a recognized business purpose.

Date: July 1, 2014

Last updated March 2, 2023 at 12:10 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-05 | Authorization and award of capital construction projects.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

The purpose of this policy is to ensure the proper authorization and award of capital projects.

All proposed new construction, renovations, and alterations to the university's physical plant must be approved prior to any of the planning, design or construction activities being undertaken. Maintenance and repairs to the physical plant are not subject to this approval process.

Projects where the total cost of the planning, design and construction is estimated to exceed one million dollars must be approved by the board of trustees. Projects that are one million dollars or less are to be approved by the vice president for finance and administration.

For projects which are estimated to exceed one million dollars, pre-design, site analysis and schematic design services up to three hundred thousand dollars may be undertaken prior to approval by the board of trustees, provided that such services are needed to present the project to the board and are approved by the vice president for finance and administration.

(B) Roles and responsibilities

All phases of the planning, design and construction for new construction, renovations and alterations to the physical plant including the selection of professional service and construction contracts are the responsibility of the vice president for capital planning; awarding and execution of contracts for service and construction contracts are the responsibility of the vice president for finance and administration; selection and awarding shall be done in accordance with Ohio law and the rules of the Ohio facility construction commission (OFCC).

Date: October 3, 2013

Last updated March 2, 2023 at 12:10 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-06 | BGSU E-mail account.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

ITS will only issue email accounts to individuals that meet the eligibility requirements. ITS will only issue one personal email account to each eligible individual.

ITS is responsible for issuing official BGSU email accounts. ITS has established eligibility requirements for email accounts to manage and secure the computing environment. By limiting account privileges to people that meet the eligibility requirements, ITS is better able to allocate resources to individuals actively working on university projects. ITS is also better able to identify and locate people that have misused computing facilities.

(B) Policy

An individual must have a current affiliation with the university. Affiliations include university employees (faculty and staff), currently enrolled students, retirees, alumni and guests. Guest account requests are evaluated by ITS on a case-by-case basis.

An individual must acquire a BGSU authentication account prior to requesting other server accounts.

An individual must agree to abide by the policies and responsibilities outlined in the university's acceptable use policy.

(1) Email addresses

ITS has rules and standards for email usernames and the corresponding email addresses.

(a) Background

Individuals can acquire an email account upon meeting university affiliation requirements. When registering for an email account, the client must choose a username. This username will be used for all server accounts (including email) that the individual requests throughout his or her affiliation with the university.

Different server systems have different username requirements. Due to the broad use of this username, ITS has established rules and standards for usernames to meet the requirements of the various university server systems.

(b) Details

Individuals requesting an email account will choose from a list of available usernames. These usernames will be derived from the client's first, middle, and last names. The requestor must select a username from the choices provided. ITS will not accommodate requests for special or "vanity" usernames.

Usernames will not be available for selection by new subscribers until the previous owner's email account has been deleted for at least three months. This is done to help avoid confusion when messages meant for the original owner of the username are sent to the new owner.

If a client leaves the university for an extended period and his or her account is terminated, ITS cannot guarantee that the account username will be available if that client returns to the university at a later date.

(2) Username changes

ITS will only change a client's username when a client has legally changed their name. This also changes the client's username for other server accounts.

(a) Background

As part of the email account acquisition process, a client is required to choose a single unique username from a list of available options derived from their first, middle and last names. This unique username is then used as the account name for every server account provided to the client. To minimize administrative overhead and to assure accurate record keeping, ITS has established strict rules for initiating a username change.

(b) Details

ITS will accept requests for changing a client's username if the client presents ITS with proof of a legal name change. The client should have their name changed on the administrative computer systems (human resources and/or student information system) before requesting a username change. ITS will then process the username change and change all server account names assigned to that client.

ITS cannot change an individual's name on the administrative computer systems. The client must make this request through registration and records.

(3) Office accounts

Departments and offices can obtain office email accounts for business correspondence. Multiple individuals within the department can access these accounts to process the incoming mail.

(a) Background

The university provides email as a tool for conducting the business of departments, academic offices, and ultimately the university. Office accounts are intended to streamline the operations of departments and offices by providing accounts for group use. These accounts allow multiple individuals within a department to access and respond to incoming mail. These office accounts also allow the departments to advertise an email address that corresponds to a department or function, rather than an individual. These accounts are intended to minimize the impact of staffing changes and absences and eliminate the need for one person to access another individual's email account to perform university business.

(b) Details

Offices and departments can obtain office email accounts by submitting a request to the ITS technology support center. The requesting office or department will need to choose a name for the account (preferably eight to twelve characters long) that is not already in use.

Office accounts have the same restrictions and quotas as faculty and staff email accounts and can be accessed through webmail and other POP and IMAP mail clients.

ITS has the right to limit the number of office accounts granted to a department or office.

(4) Email forwarding

The owner of a BGSU email account can have the account forwarded to an email address outside of the BGSU domain.

(a) Background

Clients must register for a BGSU email account to acquire other server accounts. ITS recognizes that many individuals already have email accounts when they join the university community. To simplify management of individual's email accounts, ITS allows BGSU email accounts to be forwarded to an email address outside the BGSU domain.

(b) Details

ITS will not allow email to be forwarded from an individual's BGSU email address to another individual's BGSU email address.

ITS will immediately remove any forward that is suspected of creating an email routing loop or other delivery problems.

(5) Quotas on attachments

ITS will establish and enforce quotas on email attachment size provided to account holders. When an attachment is over its twenty-five meg size, the email will not be delivered.

(6) Email blocking

ITS reserves the right to block any incoming email messages that might cause email server problems, problems for the email users, or problems for the university's network.

(a) Background

Email can be used to transport virus-infected files or programs that can disrupt the email servers and the email user community. Email can also be used to broadly deliver information that is inappropriate or a nuisance (unsolicited bulk email, also known as "spam.") To protect the university community and university resources from such threats, ITS may block specific messages, senders or domains from the university's domain. These blocks may be set on a temporary or permanent basis depending on the nature of the threat.

(b) Details

ITS may use anti-virus software to automatically block messages that appear to be infected by a virus.

ITS may use "black-hole" lists to protect against known email abusers and sites with open relays. At times, legitimate senders may be blocked if they are sending from a site that has left itself open to abuse because of weak security.

ITS may manually set blocks on specific senders or domains when they are suspected of sending messages that are deemed inappropriate or a threat to our environment.

ITS will set size limits for email messages. The current maximum size for a single message is ten megabytes. Limiting the size of messages keeps individual accounts from exceeding their quotas and protects the university network from excessive traffic. Email messages that exceed the size limit will be blocked from entering the email server.

Email messages must properly identify the sender. Email messages that are found to not properly identify the sender will be blocked from entering the email server.

(7) Account access

ITS reserves the right to restrict email server access methods to those appropriate for the intended use of a server. For security reasons, these methods are generally restricted to the lowest level of access needed to perform the intended functions of the server.

(a) Background

ITS is responsible for securing the university's email environment. ITS evaluates the intended use of a server in conjunction with the security risks introduced by various account access methods to establish the best account access policy. In general, the least access necessary to provide the necessary services will be granted.

(b) Details

Email accounts can only be accessed with email software that follows post office protocol (POP) or internet message access protocol (IMAP). Clients can use the ITS-provided webmail interface to access their accounts, which uses the IMAP protocol to access the servers.

(8) Client responsibilities

Account holders have responsibilities that must be met as part of the privilege of email access. Account holders are expected to live up to these responsibilities or lose their access privileges.

(a) Background

The email server environment is a shared environment. Since the account holders are a diverse group, and since email access is critical to university business, it is essential that each account holder use the servers responsibly.

(b) Details

An account holder is responsible for the use of his or her email account, and may not give anyone else access to that account. Conversely, account holders may not, in any way, try to obtain access to any account other than their own.

An account holder is responsible for the security of his or her account password. This includes changing that password on a regular basis and ensuring that no one else knows it. It is also the account holder's responsibility to remember passwords that they set for their accounts.

An account holder may not deliberately perform acts that will disrupt the normal operation or diminish the performance of the network, servers, or other devices on the university network.

An account holder must abide by the terms of all software licensing agreements and copyright laws.

An account holder must abide by the rules established for the server where the account is housed. The account holder must follow all rules regarding quotas, server access methods, usage restrictions, etc.

An account holder must adhere to the responsibilities and policies dictated in Bowling Green state university's acceptable use policy.

(9) Account termination

BGSU accounts will be administratively disabled and deleted within an established time interval after the account holder is no longer affiliated with the university.

(a) Background

Information technology services has responsibility for managing access to the university's centrally controlled servers and services. Account termination policies have been established in order to enhance the security and reliability of these systems, and to allow for system resource planning and growth to meet the evolving needs of the university community. By limiting account privileges to users who have an active affiliation with the university, ITS can focus the resources and support toward the proper subscriber group and allow current and prospective students, faculty, and staff to get priority service.

(b) Details

Accounts held by individuals who violate university policies, policies established in the BGSU information technology policy, or any ITS established policies will be immediately eligible to have their accounts administratively locked without prior notice.

Accounts held by student applicants who have failed to enroll and register for the term in which they were accepted for admission will be eligible for deletion the following term.

Accounts held by faculty and staff will be eligible for deletion ninety days after their resignation or termination, however retirees of BGSU are eligible to retain their email accounts indefinitely. Accounts of terminated employees may be administratively locked prior to the ninety day timeframe at the request of university administration or the management of the contracting department, area or unit. Faculty and staff must make arrangements prior to their departure from the university to publicize a new email address as appropriate.

Accounts granted to non-affiliated individuals (campus ministers, visiting scholars, adjunct (intermittent) faculty, external faculty, consultants, contractors, participants in continuing education courses or programs, etc.) will be considered eligible for deletion twenty-four months after their accounts are created. Individuals in this category who have a continuing role at the university can contact the technology support center (TSC) when notified of their deletion eligibility to be put into contact with their sponsoring department, area or unit to request an additional twenty-four month extension of their access.

Accounts are eligible for deletion two weeks after the university has been notified that an account holder is deceased. Account privacy policies apply to all accounts, even after an account holder's death.

Accounts may be deleted at ITS discretion any time after they become eligible. A delay in the deletion process does not imply a right of the account holder to extended access to their accounts. Account holders can have their accounts deleted earlier than scheduled by placing a request through the technology support center.

(10) Account privacy

ITS will honor the account holder's right to privacy. As necessary for email administration, ITS reserves the right to examine, log, capture, archive, inspect, and preserve any messages stored on the university central servers.

(a) Background

ITS is responsible for managing and supporting the university email servers. This responsibility requires ITS to investigate and analyze server performance and security issues. At times, these efforts require ITS personnel to examine, log, capture, archive, inspect, and preserve messages in client accounts. ITS will honor the account holder's right to privacy except in cases where there are security violations, policy violations, and/or violations of the law.

(b) Details

Individuals eighteen years of age or older are considered to be adults in the state of Ohio and are therefore responsible for their own actions. ITS cannot honor requests from the parents of these individuals to release email account information or terminate email privileges for these individuals.

ITS employees are required to protect the account holder's right to privacy based on the confidentiality rules in the ITS code of ethics. Any violation by ITS employees of this code of ethics is considered grounds for dismissal.

Any email account that is associated with or suspected of being associated with security violations, policy violations, and/or violations of the law may be examined, logged, captured, archived, inspected, or preserved as part of a formal investigation. Any account found to be in violation may be turned over to university officials, law enforcement officials, officials of the court, or other officials engaged in an investigation.

(11) Public records

Email correspondence that relates to the organization, functions, policies, decisions, procedures, operations or other activities of the university may be considered public documents under Ohio's Sunshine Laws. BGSU employees are responsible for maintaining these records. ITS does not assume responsibility to maintain archives of public record documents for its email clients.

(a) Background

ITS is responsible for managing and supporting the university email servers. This responsibility includes maintaining backups of the email system in case of catastrophic or system failures. These archives are expired on a regular schedule and only include messages that were in a client's account at the time of a backup. Our resources do not allow for a more extensive archive of public record documents of the type required by Ohio laws. Also, since personal correspondence is often mixed with business correspondence in BGSU email accounts, ITS disclosure of contents of email accounts in response to public records requests might also mean disclosing personal correspondence.

(b) Details

BGSU employees are responsible for maintaining records of correspondence that relates to university business. This includes electronic mail that may be subject to disclosure under Ohio's Sunshine Laws. ITS recommends that employees familiarize themselves with these laws and with BGSU's document retention policies and maintain their records accordingly.

Date: August 6, 2013

Last updated March 2, 2023 at 12:11 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-07 | BGSU information technology.

• Effective: April 15, 2024
• Promulgated Under: 111.15

(A) Policy statement and purpose

Bowling Green state university provides information technology resources to support the academic, administrative, educational, research and service missions of its appropriately affiliated members within the margins of institutional priorities and financial capabilities. The information technology resources provide for the university, a conduit for free and open forum for the expression of ideas mindful of the university core values. In order to protect the confidentiality, integrity, and availability of information technology resources for intended purposes, the following policy has been developed.

(B) Policy scope

The scope of this policy is to encompass all information technology devices owned by the university, any device connected to the university network, and all university data on these devices.

(C) Policy

(1) All usage of information technology resources is to be consistent with all other relevant policies at BGSU.

(2) Users must be aware of and comply with all federal, state, local, and other applicable laws, regulations, contracts and licenses, which include the following:

(a) Digital Millennium Copyright Act (DMCA)

(b) Electronic Communications Privacy Act (ECPA)

(c) Computer Fraud and Abuse Act (CFAA)

(d) Family Educational Rights and Privacy Act (FERPA)

(e) Health Insurance Portability and Accountability Act (HIPAA)

(f) Gramm-Leach-Bliley Act (GLBA)

(g) House Bill 104 of the 106th General Assembly (sections 1347.012 and 1349.19 to 1349.192 of the Revised Code.)

(3) Use of information technology to access resources other than those supporting the academic, administrative, educational, research and service missions of the university or for more than limited social purposes is prohibited.

(a) Information technology is provided to access resources supporting the academic, administrative, education, research and service missions of the university. Use of the provided information technology resources is to be mindful of the university core values. Use of information technology for experimental use or limited social purposes is permitted, as long as it does not violate other policies or interfere with operations of the university.

(b) The legitimate use of information technology resources does not extend to whatever is technically possible. Although some limitations are built into computer operating system and networks, those limitations are not the sole restrictions on what is permissible. Users must abide by all applicable restrictions, whether or not they are built into the operating system or network and whether or not they can be circumvented by technical means.

(c) Network applications and protocols that are not essential to carrying out the mission of the university or to conduct university business are neither specifically permitted nor specifically prohibited. Should such a subsidiary application or protocol become a risk to the security of the university's information technology infrastructure, its use will be restricted or blocked as deemed appropriate or necessary, without prior notice.

(4) All users must only access or attempt to access information technology resources that they are authorized to use and then only in a manner and to the extent authorized.

Ability to access information technology resources does not, by itself, imply authorization to do so. Prior to accessing a resource, users are responsible for ascertaining and properly obtaining necessary authorization. Accounts, passwords, and other authentication mechanisms, may not, under any circumstances, be shared with, or used by, persons other than those to whom they have been assigned by the university.

(5) Attempting to circumvent information technology security systems is prohibited.

BGSU employs various technologies and procedures in the interest of protecting the confidentiality, availability, and integrity of information technology. Some examples of these technologies and procedures, include, but are not limited to, physical methods, firewalls, anti-virus software, encryption, and passwords. Circumvention or attempted circumvention of a security system creates a threat to the university and is not permitted.

(6) Disruption of university authorized activities is prohibited.

All members of the BGSU community share the information technology resources provided by BGSU. Those causing disruption to the use of information technology resources for other community members will be in violation of this policy. Some examples include, but are not limited to, configuration of devices that disrupt network services, launching denial of service attacks, and disturbing public access resources.

(7) Use of information technology to conduct reconnaissance, vulnerability assessments, or similar activity by unauthorized personnel is prohibited.

In an effort to protect the confidentiality, availability, and integrity of information technology resources, BGSU officials will investigate any discovered unauthorized network reconnaissance, vulnerability scanning, or service enumerations. While it is recognized that there are some valid purposes for this activity, BGSU officials are unable to determine intent and must react in a manner that will best protect information technology resources by assuming that the source of scans are malicious. Additionally, many vulnerability scanning tools utilize techniques that may be disruptive if not properly used. Please contact the ITS information security office for authorization to conduct vulnerability or service assessments using BGSU information technology resources.

(8) Users are required to protect the confidentiality, integrity, and availability of information technology.

This responsibility includes practicing safe computing at all times when deploying or using BGSU information technology resources. Users are to care for the integrity of technology based information sources they are authorized to access and to ensure that information is shared only with other appropriately authorized users.

(9) Anonymous use, impersonation, or use of pseudonyms on an information technology resource to escape accountability is prohibited.

Examples of this include, but are not limited to, forging email or using any Internet service not affiliated with the university that can prevent accountability for its usage.

(10) The use of any unlicensed spectrum space is prohibited on any BGSU-owned or BGSU-occupied property, unless it is part of the wireless services being deployed by the university.

Information technology services (ITS) has implemented wireless local area network (LAN) services on the BGSU main campus and the Firelands campus. While this service allows mobility and easier access to the BGSU network, it means that the air space on campus now serves as a medium for network connectivity. The use of open air space poses a number of potentially difficult situations for both users and network administrators. Users who may need to make use of wireless equipment for special purposes such as research or other unique applications must contact ITS to coordinate this use of wireless air space.

Effective July 1, 2024, access to the BGSU network will transition to a "wireless-first" approach. As of this transition date, all technology equipment purchases must support wireless networking (Wi-Fi). Exceptions to this policy include devices which require "Power over Ethernet" (PoE), security cameras, door access systems, IP phones, certain building automation equipment and life safety devices. Additional exceptions to this policy may be evaluated on an individual case basis and must be submitted as an ITS (information technology services) ticket. To further support this wireless-first initiative, future building construction or renovations will have one network wired port per office or single occupancy space.

(11) Responsibilities

(a) University responsibilities

(i) Provide and coordinate information technology resources to allow completion of duties as assigned in support of the academic, administrative, educational, research, and service missions, within the margins of institutional priorities and financial capabilities.

(ii) Communicate, review, update, and enforce policies to protect information technology resources.

(iii) Take reasonable measures to mitigate security threats.

(b) User responsibilities

(i) Read, agree to, and abide by all university policies and policy updates.

(ii) Practice safe computing when using information technology resources.

(iii) Notify university officials upon discovery that an assigned information technology resource has been accessed, attempted to be accessed, or is vulnerable to access by unauthorized users.

(iv) Users are responsible for activity resulting from their assigned information technology resources.

(12) Security and privacy statement

BGSU respects the privacy of all information technology users. The university does not routinely monitor the content of material but does reserve the right to access and review all aspects of its information technology infrastructure to investigate performance or system problems, search for harmful programs, or upon reasonable cause, to determine if a user is violating a university policy or state or federal law. BGSU monitors, keeps, and audits detailed records of information technology usage; traces may be recorded routinely for trouble shooting, performance monitoring, security purposes, auditing, recovery from system failure, etc.; or in response to a complaint, in order to protect the university's and others' equipment, software, and data from unauthorized use or tampering. Extraordinary record keeping, traces and special techniques may be used in response to technical problems or complaints, or for violation of law, university policy or regulations, but only on approval by university administrators specifically authorized to give such approval. In addition to the privacy of individuals being respected under normal circumstances, the privacy of those involved in a complaint will be respected and the university will limit special record keeping in order to do so, where practicable. Information will be released in accordance with law. Users should be aware that while the university implements various security controls to protect information technology resources, protection of data from unauthorized individuals cannot be guaranteed.

(D) Enforcement and sanctions

Individuals or entities in violation of the BGSU information technology policy will be referred to the appropriate disciplinary authority for review. Access privileges may be suspended without prior notice if it is determined that a policy violation is causing a current or imminent threat to the confidentiality, integrity, or availability of information technology resources.

A violation of this policy may result in disciplinary action, up to and including termination of employment.

(E) Implementation of policy

This policy is authorized by the office of the chief information officer (CIO) and has been approved by the appropriate university committee(s). This policy may be supplemented with additional published guidelines by campus units that are authorized to operate/control their own information technology resources provided such guidelines are consistent with and supplemental to this policy and do not alter its intent.

(F) Related policies

(1) 3341-6-06 BGSU e-mail account

(2) 3341-6-18 Data use and protection

(3) 3341-6-21 Faculty and staff email

(4) 3341-6-26 ITS computer lab utilization

(5) 3341-6-33 My VPN

(6) 3341-6-39 Sensitive data privacy

(7) 3341-6-41 Social networking media policy

(8) 3341-6-43 Student email

(9) 3341-6-49 BGSU web privacy policy

(10) 3341-3-84 HIPAA hybrid entity designation of health care components and administrative responsibilities

(G) Equity impact assessment: This policy has been assessed for adverse differential impact on members of one or more protected groups.

Last updated April 15, 2024 at 8:33 AM

Supplemental Information

Authorized By: 3341
Amplifies: 3341
Prior Effective Dates: 3/17/2015, 3/31/2016

Rule 3341-6-09 | Campus ID card.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

The office of human resources will authorize the issuance of ID cards to all permanent and temporary full-time and part-time employees (faculty, administrative and classified staff) once all required hiring paperwork has been completed and the employee has been assigned a university personal identification number (PIN).

The ID card identifies individuals as university employees and entitles them to discounts on items purchased at the bookstore, skate shop and peregrine shop. The BG1 card is prepared in the BG1 card center in the Bowen-Thompson student union.

The ID card entitles an employee to use the library and to certain check cashing privileges. Lost ID cards should be reported to the office of human resources.

Additional information about the campus ID policy can be found in the classified staff handbook. There is no information on this policy in the administrative staff handbook or the charter's faculty handbook although the policy does apply to employees in both groups as well.

(B) Policy

The BG1 card is the official identification card for Bowling Green state university students, faculty and staff.

The BG1 card provides access to campus facilities, events, and certain services. Food plans and spending accounts can be accessed using the BG1 card.

Only the proper card holder is permitted to use their BG1 card. BG1 cards may be confiscated if presented by anyone besides the proper card holder.

See the BG1 card web site for procedures and instructions related to obtaining a BG1 card: http://www.bgsu.edu/bg1card.html.

Date: July 1, 2014

Last updated March 2, 2023 at 12:12 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-10 | Cancellation of student class schedule (de-registration).

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

Students are expected to fulfill their financial obligations (including but not limited to tuition and fees) to the university prior to the beginning of each semester in which they enroll. Students living in residence halls or using their food plan must meet the same payment requirements in order to gain access to their residence hall rooms or dining halls at the beginning of each semester.

(B) Policy

Student accounts must be paid in full or be up-to-date in an approved payment plan arrangement by the posted due date on the monthly bill preceding the semester start (e.g., August fifteenth for fall semester, and December fifteenth for spring semester) which falls prior to the start of semester classes. This policy also applies to occupancy in residence halls; i.e., students will not be permitted to move in (or return to) their residence hall rooms unless they have fulfilled their financial obligations according to the university's approved payment due dates. Failure to satisfy financial obligations, both past due and current charges, will result in cancellation of student class registration, on-campus housing and dining/meal plans.

This policy applies to all Bowling Green students for all student charges for fall, spring, and summer class schedules, residence hall room assignments, dining plans, past due balances and any other charges. The university email system will be used to notify students that their course registration has been cancelled.

Reasonable attempts will be made by the bursar's staff to contact students via email and telephone utilizing the most recent data contained in the university's student information system. It is the student's responsibility to maintain current address and telephone contact information in the system. Students can update their address and telephone information under my student center in "MyBGSU."

Students are encouraged to contact the office of the bursar with questions regarding their bills, bill due dates, and payment status.

Current tuition and general fee schedules, current due dates, and payment plan options can also be found on the office of the bursar's web site: http://www.bgsu.edu/bursar.html.

Date: July 1, 2012

Last updated March 2, 2023 at 12:13 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-11 | Cash advance.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

In rare circumstances, it may be necessary to request cash advances.

(B) Policy

(1) Requests for cash advances will be considered for:

(a) Cash payments to confidential human subjects;

(b) For extended student educational trips abroad in countries where credit cards are not readily accepted;

(c) Other unusual or unique circumstances where cash is the only available payment option.

All cash advances must be approved by the vice president for finance and administration or in her/his absence, the president.

Procedures and forms may be founds on the web site of the office of the controller: http://www.bgsu.edu/finance-and-administration/controller.html.

Last updated March 2, 2023 at 12:13 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-12 | Cash and funds collection and handling policy.

• Effective: July 24, 2024
• Promulgated Under: 111.15

(A) Policy statement and purpose

As a fiduciary of state funds, it is critical to BGSU's mission to keep university funds (both inflows and outflows) in university accounts in order to maintain fiscal accountability and security of funds.

(B) Policy scope

This policy applies to all university units and all receipts of cash, checks, and other funds that are generated from the use of university assets or resources. It applies broadly to all authorized methods of receiving payment, including but not limited to: cash, checks, wire transfers, credit and debit card payments, ACH (automated clearing house) transfers, and social payment apps.

(C) Policy

Cash, checks, and other funds should not be collected by departments as a routine procedure. The collection of these monies is primarily the responsibility of the bursar's office and should be done at the bursar's office when practicable.

In limited situations, it may be appropriate that monies be collected by departments of the university other than the bursar's office. In such cases, prior written authorization by the vice president of finance and administration or their designee is required.

All monies received in connection with an activity that has used or been supported by university resources must be deposited to a university account. Examples of such activities include, but are not limited to: performances, competitions, merchandise sales, social events with an admission charge, services performed for a fee, and licensing.

Occasionally donors will send contributions to the university that might more appropriately be deposited with the BGSU foundation. These contributions can be deposited with the foundation as long as they do not represent receipts from an activity that used or was supported by university resources.

For good cause shown and with prior written approval from the controller, funds derived from the use of university assets or resources held by or services performed by a specific department or unit may be posted to a university designated use fund associated with that department or unit that will allow it to place departmental or unit restrictions on the use of the funds and have the funds segregated from their operational fund.

(D) Procedures

For procedures related to cash and funds collection and handling, refer to the bursar's webpage.

Equity impact statement: The policy has been assessed for adverse differential impact on members of one or more protected groups.

Last updated July 24, 2024 at 8:16 AM

Supplemental Information

Authorized By: 3341
Amplifies: 3341
Prior Effective Dates: 3/17/2015

Rule 3341-6-13 | Cell phone reimbursement.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

The university recognizes that wireless communication devices provide significant advantages for employees whose university position requires them to be mobile or to be continuously available or "on call." This policy outlines reimbursement for business related calls.

(B) Policy

Reimbursement of business calls, including cell phones:

(1) BGSU will not reimburse for the cost of a personal cell phone.

(2) BGSU will not reimburse for the monthly service charges for personal cell phones. This is the normal cost that is paid for the phone, whether or not business calls have been made.

(3) If the personal cell phone bill has additional charges for calls made during a particular month, submit a detailed listing of calls highlighting the business calls. BGSU will reimburse for the greater of:

(a) The total dollar amount that shows on the detailed listing for business calls only, or

(b) The minutes of business calls for the month, divided by the total minutes of all calls, times the additional charges shown on the cell phone bill.

(4) BGSU does not reimburse for sales tax.

(5) For business calls made from other than a cell phone, submit the detailed listing of calls highlighting the business calls, which will be reimbursed for the amount indicated.

Note: BGSU does not reimburse for personal calls at any time.

Date: July 1, 1012

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-14 | BGSU cellular services policy.

• Effective: October 4, 2018
• Promulgated Under: 111.15

(A) Policy statement and purpose

The purpose of the BGSU cellular services policy is to provide guidelines when providing a cell phone stipend to a university employee.

(B) Policy

Employees of Bowling Green state university whose duties may include the need for cellular services can obtain a cellular services stipend.

(1) General

The policies under the "general" heading apply to all faculty and staff of BGSU regardless of the method of cellular services.

(a) Management for each department will determine the cellular services options for their staff subject to the approval of the divisional vice president.

(b) Employees must not store sensitive university data unencrypted on their phone.

(c) Any cellular phone that has been used to access the BGSU email system must wipe the data from the phone in the event the phone is deemed lost, stolen, or the phone is no longer going to be used for university purposes. For assistance on remotely wiping a phone, please contact the ITS technology support (419-372-0999- www.bgsu.edu/tsc).

(2) Stipend

(a) Employees eligible for a cellular services stipend must complete the "cellular services stipend authorization" form.

(b) Stipend allowance, including amount, is subject to the approval of the vice president of each division.

(c) Employees must provide their supervisor with the cellular phone number obtained as a result of the stipend.

(d) Employees must retain a cellular services contract for as long as the stipend is provided.

(e) Employees must notify the university if their cellular services contract is cancelled or expires.

(f) Stipends will not be provided for hardware (i.e. employees must purchase their own phones).

(g) Employees are responsible for researching and obtaining a cellular services contract that meets the requirements of the stipend allowance. Employees can purchase services/features beyond the stipend package if they choose to, however, the employee will be responsible for the additional charges.

(h) Employees are individually responsible for all contractual obligations agreed to in their cellular services contract. This includes any termination fees.

(i) Employees are responsible for the maintenance of their phone, both hardware and software.

(j) Stipend allowances must be reviewed annually for accuracy and relevancy by the employee's supervisor.

(3)

(C) Policy definitions

Sensitive university data Sensitive university data includes personal information and proprietary information of the university included but not limited to: social security numbers, driver license numbers, credit card or other financial account numbers, BGSU id numbers, protected health information, financial data, educational records, intellectual property or research records, donor profiles, or any information that could result in material risk of identity theft, a violation of the family educational rights and privacy act, or otherwise harm the legitimate financial and reputational interests of the university if unauthorized access is permitted, whether intentionally or unintentionally.

(D) Enforcement and sanctions

Individuals or entities in violation of the cellular services policy will be referred to the appropriate disciplinary authority for review.

Last updated March 2, 2023 at 12:13 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345
Prior Effective Dates: 3/31/2016

Rule 3341-6-16 | Commercialization of BGSU products.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

Pursuant to section 3345.14 of the Revised Code, Bowling Green state university's (BGSU) board of trustees has determined that employees of the institution may be afforded the opportunity to hold personal financial interests in companies commercializing technology developed in conjunction with their BGSU research and development activities.

(B) Policy

The board recognizes that participation by employees of BGSU in the ownership and commercialization of technology and other intellectual property may increase the transfer of discoveries and knowledge generated at BGSU to the private marketplace by providing an incentive for faculty who develop inventions with commercial applications. The opportunity to participate in these transactions is also essential to BGSU's efforts to attract and retain highly qualified faculty, staff or students. The procedures and guidelines set forth in this policy are intended to enable the university to realize the benefits of these entrepreneurial activities while protecting the integrity of its research and educational mission and to comply with BGSU policies and applicable federal and state laws. This chapter serves as an exception to the Ohio Ethics Law and related statutes [Chapter 102. of the Revised Code, section 2921.42, and section 2921.43 of the Revised Code], which might otherwise apply. Matters outside the scope of this chapter will be subject to such laws to the extent applicable.

*See commercialization of BGSU products procedures for more details

Date: July 1, 2014

Last updated March 2, 2023 at 12:13 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-17 | Concealed weapons.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

While the state of Ohio through the division (A) of section 2923.126 of the Revised Code establishes the privilege of carrying a concealed handgun, there are certain restrictions regulated by state and federal laws, as well as local ordinances that apply to all university employees (faculty, administrative and classified staff) while at work.

(B) Policy

First, employees must carry a piece of valid government identification in addition to the handgun license.

Second, the law limits where a handgun can be carried. Division (B) of section 2923.126 of the Revised Code lists the places where concealed handguns are not allowed. These include: police stations, sheriff's offices, highway patrol posts, premises controlled by the Ohio bureau of criminal identification and investigation, correctional institutions or other detention facilities, airport terminals or commercial airplanes, institutions for the care of mentally ill persons, courthouses or buildings in which a courtroom is located, universities, unless locked in a motor vehicle or in the process of being locked in a motor vehicle, places of worship, unless the place of worship permits otherwise, and child day-care centers. Concealed firearms are also banned from rooms or arenas in which liquor is dispensed and for which a class D permit has been issued. This concealed weapons ban would apply if you are sponsoring an off-campus university function in such a setting in which alcohol was to be served.

Additional restrictions apply to buildings under the control of the state or any of its political subdivisions, such as counties and cities. This prohibition also extends to all portions of any building that is leased by the state government. For example, it would extend to the floor of a private building that is leased by the government. Additionally, libraries, which are often funded through a consortium of governmental bodies, are covered by the statute. Section 2923.1212 of the Revised Code allows the posting of signs to alert license holders that concealed firearms are prohibited in a particular location.

There is no additional information on the concealed weapons policy in either employee handbook or in the charter's faculty handbook although the policy does apply to all employees.

(1) Related policies

(a) Firearms, deadly weapons, and dangerous ordinance, student code, workplace violence

Date: May 23, 2013

Last updated March 2, 2023 at 12:13 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-18 | Data use and protection.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

Information in the form of data is an essential and vital asset of Bowling Green state university (BGSU). BGSU collects and stores vast amounts of data essential to university business. The purpose of this policy is to ensure that BGSU faculty, staff, and students appropriately protect data from improper use or release.

(B) Policy-definitions

(1) Data BGSU data includes, but is not limited to, student records, personnel data, research data, BGSU financial data, BGSU or department administrative records, alumni and donor information, library circulation information, and medical information. Such information may be in existing or archived form, or in physical or digital form. Data may include facts, files, records, reports, or any information meant only for internal use and /or subject to confidentiality agreements.

(2) Data owner/steward university officials or their designees assigned planning and policy-level responsibility for data within their functional areas, and management responsibility for defined segments of institutional data. Data owners are responsible within their functional areas for assigning and overseeing authorized data users, overseeing the establishment of data policies, determining legal and regulatory requirements for data, and promoting appropriate data use and data quality.

(3) Data users any authorized faculty, staff, or student at BGSU that accesses, modifies, or handles data.

(C) Policy

(1) All data users must use and protect data in a manner consistent with all relevant policies of BGSU.

(2) All data users must be aware of and comply with all applicable Federal, State, and other applicable laws, contracts, regulations, and licenses.

(3) BGSU data should be given one of the following classifications by the data owner/steward

(a) Public - data that must be released under Ohio public records laws or where BGSU unconditionally waives an exception to the public records law.

(b) Limited access - data BGSU may release if it chooses to waive exceptions to the public records law and place conditions or limitations on such release. Notification of unauthorized access is not required to the victims or other outside entities. e.g. intellectual property, research data, BGSU ID numbers

(c) Restricted - data release prohibited by federal laws, state laws, and/or contractual obligations. For data to be defined as restricted, notification of unauthorized access is required to the victims or other outside entities. e.g. social security numbers, personal health information, driver's license numbers

(4) All data users must understand the classification of the data they are accessing and protect the data appropriately based on the classification. (See data resource summary for assistance with this step)

(5) All data users must only access or attempt to access data that they are authorized to use and then use only in a manner and to the extent authorized.

(6) Data users may only provide data to other data users authorized to receive such data

(7) Related policies

(a) Information technology

Date: August 6, 2013

Last updated March 2, 2023 at 12:14 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-19 | Debt policy.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

It is the policy of Bowling Green state university to utilize various forms of debt financing to fund the acquisition and construction of capital assets and to provide for university liquidity and cash flow requirements. The following debt policy sets forth guidelines applicable to issuance of debt, subject in all cases to approval of the university's board of trustees.

(B) Policy

(1) Debt administration and oversight

No debt (including all short and long-term obligations, guarantees, and other debt instruments) shall be incurred except as approved by the university's board of trustees. The board shall be advised by the financial affairs/facilities committee on all debt related topics.

(2) Principles governing use of debt

Unless otherwise determined by the board of trustees:

(a) The university may incur long-term debt to acquire and construct capital assets.

(b) Debt shall not be used to finance current operations.

(c) Debt shall not be incurred unless projected debt service requirements (principal and interest payments) and operating costs associated with any new capital improvements financed by the debt can be accommodated within the university's operating budget.

(d) The university shall seek to maintain a long term credit rating in the A category or higher.

(e) The university shall seek to maintain a debt portfolio that balances interest rate risk and the long-term cost of capital given market conditions and overall university financing objectives.

(f) The university shall maintain debt capacity ratios in excess of the minimum acceptable composite score as outlined by the state of Ohio (see appendix A to this rule) and seek to achieve its credit rating, cost of capital and long-term viability objectives.

(g) The university's debt portfolio shall be evaluated in the context of all of its assets and liabilities. Diversification within the debt portfolio may be used to balance risk and liquidity.

(h) Capital and operating leases are financing tools that may be utilized, where appropriate, to help achieve the university's objectives concerning the use of debt. Consideration shall be given to the accounting impact of lease financing.

(3) Debt capacity

Bowling Green state university's debt capacity can be defined as:

(a) A level of outstanding debt at which the university can maintain its high credit ratings and a low cost of borrowing.

(b) A practical level of annual debt service payments that the university can comfortably cover from predictable sources of repayment.

In general, the university's debt capacity shall be evaluated and determined by the consideration of the following factors:

(i) Legal authorizations and limitations

(ii) Current and pro forma financial operating performance

(iii) Credit considerations, including the university's credit rating(s)

The university's legal debt capacity as specified in applicable debt covenants and statutory restrictions shall be the starting point for evaluating the appropriate level of new and total indebtedness.

The university's debt capacity is in part a function of current and pro forma operations. While a target range shall be established, annual debt service (principal and interest payments) as a percentage of the operating budget are expected to vary over time as the university makes judgments about its highest priorities and needed investments.

Credit considerations encompass a broad array of factors that affect how the university is viewed by the financial and capital markets. Many of these factors will be analyzed by the credit rating agencies in the determination of the university's credit rating, which is an important reflection of the university's operating, management and financial strengths, and a significant determinant of both its access to and cost of capital.

Debt capacity is generally measured through ratio analysis. Ratios provide a consistent measure of the debt level carried by an institution in relation to its balance sheet, revenues and expenses. Ratio analysis provides insight into the debt capacity from two perspectives: by monitoring trends over time and in comparison to benchmarks. It is the intent of the university to maintain a strong financial position that will support a favorable ratio analysis measured against national standards, peer and in-state comparisons, and credit rating agency medians. Some of the key ratios currently utilized for evaluating debt capacity are contained in appendix A to this rule.

(4) Projects that may be considered for debt financing

The university shall utilize long-term debt financing solely for capital projects. In general, this will include:

(a) Capital projects where it is unlikely that sufficient donor funding for the project will be secured.

(b) Capital projects where all or the majority of the project is to be funded through gifts and contributions; however, the timing of payment of those gifts and pledges may extend beyond the construction period.

(c) Capital projects which are projected to generate sufficient cash flow to cover operating expenses and contribute in full or substantially in-full to the costs of debt service.

(5) Other considerations regarding the use of debt

(a) Term of debt

The university shall determine the appropriate duration and the specific amortization schedule of a proposed debt issue by evaluating the overall debt portfolio. Considerations shall include the life of the assets being financed, interest rate costs, risk assessment, general market conditions, and the university's future financial plans. If and when bullet or balloon payments are used, the university shall establish and fund reserves over the life of the debt issue to assure that the bullet or balloon maturity payments will not unduly impact any one fiscal year. In cases where the project is intended to generate revenues that will fund the underlying debt, bullet or balloon payment structures shall not be used.

(b) Refinancing and restructuring of debt

The administration shall periodically review all outstanding debt to determine if refinancing opportunities exist. Refinancing or restructuring of current debt may be used to reduce debt service payments or to change covenants in order to benefit the university's financial or operating position.

(c) Use of tax-exempt versus taxable debt

The university may use tax exempt and taxable debt as market conditions, tax laws and other considerations allow. For example, the university may utilize taxable debt in certain situations where Federal tax law limits the use of tax-exempt debt for particular projects, such as those where use of the project includes both private and not-for-profit purposes. The university may also consider taxable debt under other circumstances where market conditions, speed and flexibility make it an appropriate alternative.

(d) Use of call options

The university shall consider the use of call options to reduce the university's overall cost of capital and to provide maximum flexibility in its debt portfolio. The use of non-callable debt beyond ten years is generally to be avoided because of the potential constraints such an issuance may place upon the university's future financing plans.

(e) Use of alternative borrowing strategies

The university may consider the use of alternative borrowing strategies such as; subordinated general receipts, project revenue alternatives and privatized options as market conditions and university financing objectives warrant.

(6) Acceptable approaches for debt structure

(a) Mix of fixed and variable rate debt

The university may structure its overall debt portfolio, using a combination of fixed and variable rate debt, to provide an appropriate and prudent balance between interest rate risk and the cost of capital as well as to integrate asset-liability management.

Variable rate debt is an appropriate tool that the university may use to manage its assets and liabilities. Variable rate debt allows the university greater diversification in its debt portfolio and may reduce its overall interest costs. In addition, variable rate debt typically can be called more readily which would provide greater flexibility to debt management especially when pledge payments toward a project are expected. However, the use of variable rate debt increases interest rate risk as a result of market fluctuations and potential tax law changes.

The amount of variable rate debt maintained by the university can vary depending on market conditions. When financings are being considered in a low interest rate environment, it may be prudent to secure fixed-rate financing. In high interest rate environments, variable rate financings may be preferable because: (i) variable rate debt is generally lower in rate than fixed rate debt; and (ii) variable rates can be expected to decrease as interest rate levels decrease.

Likewise, fixed rate debt provides a different set of advantages for the university. Fixed rate debt ensures a known and set obligation for the university which assists management in planning and budgeting. In low interest rate environments, fixed rate debt can secure significant financings at relatively low costs for extended periods.

(b) Interest rate swaps and other derivative products

Interest rate swaps and other derivative products can be appropriate interest rate management tools that can help the university meet important financial objectives. Properly used, these instruments can increase the university's financial flexibility, provide opportunities for interest rate savings or enhanced investment yields, and help the university manage its balance sheet through better matching of assets and liabilities. Swaps may be integrated into the university's overall debt and investment management guidelines and should not be used for speculation or leverage.

(c) Rationale for utilizing interest rate swaps and other derivative products

The university may use interest rate swaps and other derivative products if it is reasonably determined that the proposed transaction will:

(i) Optimize capital structure, including the schedule of debt service payments and/or fixed vs. variable rate allocations.

(ii) Achieve appropriate asset/liability match.

(iii) Reduce risk, including:

(a) Interest rate risk

(b) Tax risk

(c) Liquidity renewal risk

(iv) Provide greater financial flexibility.

(v) Generate interest rate savings.

(vi) Enhance investment yields.

(vii) Manage exposure to changing markets in advance of anticipated debt issuances (through the use of anticipatory hedging instruments).

(d) Permitted instruments

The university may utilize the following financial products on a current or forward basis, after identifying the objective(s) to be realized and assessing the attendant risks.

(i) Interest rate swaps, including fixed, floating and/or basis swaps.

(ii) Interest rate caps/floors/collars.

(iii) Options, including swaptions, caps, floors, collars, and/or cancellation or index based features.

The instruments outlined above are only intended to be examples of various interest rate hedging products. They are not intended to be a limitation on other derivative products that the university may consider.

(e) Authorization

The vice president for finance and administration shall receive approval from the board of trustees prior to entering into any swap or derivative product arrangement related to the university's debt. The financial affairs/facilities committee shall evaluate the recommendation for the use of such products and shall evaluate the appropriateness of the instrument in meeting the university's financial objectives before making a recommendation to the board of trustees for approval.

(7) Payment of debt service

The university typically relies on the operating budget for payment of debt service on long-term debt. Other sources may include permitted endowment revenue and pledge payments.

Where the university identifies a capital project to be funded through the issuance of long-term debt and funded entirely through operations, such debt shall be included in financial modeling as an operational item sufficient to support debt service.

Where the university identifies a capital project to be funded through the issuance of long-term debt and funded by revenues to be generated by the project, the projected revenues shall flow through the operating budget. In evaluating debt on a new revenue generating project, special attention shall be given to projects that are replacing an existing debt-free revenue generating project that is planned to be decommissioned. The revenue generated on the new project should be evaluated to determine if it can replace revenue generated from the decommissioned facility as well as satisfy the debt service on the new project.

(8) Reporting requirements

The vice president for finance and administration shall present to the financial affairs/facilities committee of the board of trustees periodically the following information:

(a) An overall review of the university debt portfolio, balance sheet and debt issuance plans.

(b) A comprehensive schedule of long-term debt issues and underlying structure of debt.

(c) A schedule of each issuance that has an associated derivative product and review of its purpose in line with university objectives. The schedule shall include, but not be limited to, information on the counterparty risk, termination risk, basis risk, and liquidity and remarketing risk.

(9) Debt policy

Through the 1997 enactment of Senate Bill 6, a standardized method for monitoring the financial health of Ohio's state-assisted college and universities was established. Key ratios monitored by the Ohio board of regents (OBOR) are:

(a) Viability ratio: expendable net assets divided by total debt. This ratio is a measure of an institution's ability to retire its long-term debt using available current resources. A viability ratio in excess of one hundred percent indicates that the institution has expendable fund balances in excess of its plant debt. A viability ratio above sixty percent is considered good, while a ratio below thirty percent may be a cause for concern.

(b) Primary reserve ratio: expendable net assets divided by total operating expenses. This ratio is a measure of an institution's ability to continue operating at current levels without future revenues. A primary reserve ratio of ten percent or greater is considered good, while a ratio below five percent may be a cause for concern.

(c) Net income ratio: change in total assets divided by total revenues. This ratio measures an institution's financial status in terms of current year operations. A negative net income ratio results when an institution's current year expenses exceed its current year revenues. A positive ratio indicates the institution experienced a net increase in current year fund balances.

(d) Composite score: weighted summary statistic of the above three ratios. Each ratio is assigned a score of one to five based on predetermined ranges and then weighted, with thirty per cent to the viability ratio, fifty per cent to the primary reserve ratio, and twenty percent to the net income ratio. The scoring process emphasizes the need for campuses to have strong expendable fund balances, manageable plant debt, and a positive operating balance. The highest possible composite score is five and zero tenths. The minimum acceptable composite score is one and seventy-five hundredths. A score at or below this minimum level for two consecutive years will result in being placed on fiscal watch by OBOR.

In addition to the above ratios, the major rating agencies such as Moody's and Standard and Poor's track a series of financial indicators. The university will regularly provide a discussion of these indicators and trends.

Date: December 6, 2013

Last updated March 2, 2023 at 12:14 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-20 | Electronic signature.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

It is the purpose of this policy to establish rules for the use and permission for use of electronic signatures at the university in conformance with division (J) of section 1306.20 of the Revised Code.

(B) Policy

(1) This rule applies to electronic signatures involving Bowling Green state university, in accordance with division (J) of section 1306.20 of the Revised Code.

(2) The university policy governing electronic signatures shall remain consistent with electronic signature requirements in the Ohio Revised Code.

(3) Electronic signatures shall only be used as governed by the policy governing electronic signatures involving the university as set forth in paragraph (D)(5) of rule 3341-1-7 of the Administrative Code and as specified by the chief financial officer and vice president for finance and administration or as delegated to the office of information technology services (ITS).

(4) When implementing electronic signatures systems, the university shall consider types of institutional data, as governed by university policy.

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

(6) An electronic signature may be accepted in all situations if requirement of a signature or approval is stated or implied in conformance with requirements set forth by ITS.

(7) The university may designate specific university transactions to be executed by electronic signature.

(8) The university may, at its discretion, elect to opt out of conducting business electronically with any party or in any transaction, for any reason or no reason.

(a) Employees, including student employees, acting within the scope of their employment may not opt out of conducting a transaction electronically.

(b) Individuals and entities (excluding employees acting within the scope of their employment) may seek to opt out of conducting a transaction electronically by providing written notice of a request to opt out of conducting business with the university electronically.

(9) An electronic signature that does not employ a university-approved authentication method at the time of signature may not be binding on the university.

(10) All security procedures and technologies shall provide authentication, nonrepudiation, and integrity to the extent that is reasonable for each electronic signature, as determined by the university.

(11) When at any time during a transaction the university requires a signature or is conducting a financial transaction, the university shall require a separate and distinct action on the part of the person conducting the transaction for financial transactions and each signature. The separate and distinct action shall be clearly marked as indicating an intent to complete a financial transaction or electronically sign a record. The separate and distinct action may include a series of keystrokes, a click of a mouse, or other similar actions.

(12) Electronic signature documentation shall be maintained in accordance with the university record retention schedule and as specified by the university policy governing electronic signatures.

(13) The university shall identify responsibilities of individuals and units regarding electronic signatures.

Date: March 2, 2015

Last updated March 2, 2023 at 12:14 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-21 | Faculty and staff email.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

Email is a mechanism for official communication within Bowling Green state university. Official university correspondence will be sent to faculty and staff through email and official university email accounts are required for all BGSU faculty, staff, and students. The addresses are all of the form: [e-mail].

(B) Policy

Email is a mechanism for official communication within Bowling Green state university. Official university correspondence will be sent to faculty and staff through email and official university email accounts are required for all BGSU faculty, staff, and students. The addresses are all of the form: [e-mail].

(1) Faculty and staff are required to obtain their university email account at the time of employment/contract.

(2) Faculty and staff will anticipate that official university correspondence will come to them through this email account and must access this email account on a regular and timely basis in order to stay current with university related communications.

(3) Faculty and staff are expected to use their BGSU email account for all email correspondence related to official university business.

(4) All use of email will be completed in a manner consistent with meeting BGSU email policies.

(5) Responsibilities

(a) University responsibilities

(i) Official email communications are intended only to meet the academic and administrative needs of the campus community. As stewards of the process, information technology services is responsible for directing the use of official email.

(b) User responsibilities

(i) Faculty and staff who wish to have email redirected from their official BGSU email address to another email address (e.g., @aol.com, @hotmail.com) may do so, but at their own risk. The university will not be responsible for the handling of email by outside vendors. Having email redirected does not absolve faculty and staff from the responsibility associated with the official communication sent to the BGSU account. In order to forward email, contact the technology support center in 110 Hayes Hall, [e-mail], or by telephone at 419-372-0999.

(ii) Users should exercise extreme caution in using email to communicate confidential or sensitive matters, and should not assume that email is private and confidential. Users should be aware that BGSU email correspondence is considered a public record.

(iii) Faculty and staff have the responsibility to recognize that certain communication will be time critical. The university expects that such communications will be received and read in a timely fashion.

(6) Enforcement and sanctions

Use of BGSU technology resources must be completed in compliance with the BGSU information technology policy. Any violations will be referred to the appropriate disciplinary authority for review.

(7) Related policies

Information technology

Date: July 1, 2014

Last updated March 2, 2023 at 12:14 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-22 | Financial responsibility of personal property.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

In response to inquiries involving loss or damage of personal property on university premises, please realize that personal property brought into the workplace is done so at the employee's own risk.

(B) Policy

This would include wallets, purses, artwork, decorations, radios, personal papers, books, periodicals and other materials whether or not they are used in conjunction with an employee's job responsibilities. While the university recognizes its responsibility to provide a working environment that is as safe and secure as possible, it cannot accept responsibility for loss of personal property or vehicles which are personal property. All faculty, staff and students are encouraged to purchase a standard homeowner or renter's property insurance policy, which in most cases will provide some coverage for losses of personal property at work.

Date: July 1, 2014

Last updated March 2, 2023 at 12:14 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-23 | Firearms, deadly weapons, and dangerous ordinance.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

No person shall possess, store or use a firearm, deadly weapon or dangerous ordinance as defined in the Ohio Revised Code, in and/or on university owned, rented and/or sponsored property except where specifically permitted.

(B) Policy scope

This policy applies to all persons coming on to the university premises including faculty, staff, students, visitors, vendors and contractors, except where specifically permitted.

This policy does not apply to law enforcement officers coming on to the university premises while engaged in the performance of their official duties or while required to possess a firearm by rules of the officer's employing agency.

This policy does not apply to firearms, deadly weapons or dangerous ordinance possessed by or used by persons affiliated with the reserve officer training corps (ROTC) in the performance of official ROTC responsibilities and functions.

Persons holding valid concealed weapons permits may lock firearms in motor vehicles parked on the campus in compliance with the relevant provisions of the Ohio Revised Code and the university concealed weapons policy.

(C) Policy

(1) Responsible office

The Bowling Green state university department of public safety is solely responsible for the oversight and implementation of this policy. All requests for deviation or exceptions of this policy must be approved by the director of public safety or her or his designee.

(2) Implementation of policy

Persons determined to be in violation of this policy are subject to immediate action under the university rules applicable to that individual including but not limited to, student judicial affairs, and employee disciplinary action up to and including removal, dismissal or termination in accordance with applicable law, rule or collective bargaining agreement. Persons determined to be in violation of this policy may also be subject to criminal prosecution or persona non grata proceedings.

(3) Related policies

(a) University policies on workplace violence, concealed weapons and the student code.

(D) Policy definitions

A "firearm", "deadly weapon" and "dangerous ordinance" shall have the same meaning as in section 2923.11 of the Revised Code. For purposes of this policy a "firearm" and "dangerous ordinance" does not include a cannon or artillery piece of as defined in division (L)(3) of section 2923.11 of the Revised Code, and the primers and powder appurtenant thereto, that is used only for display or celebrations at a university sponsored event.

The "university premises" are any facilities, grounds, parking lots, vehicles, that are owned or leased by the university or that are owned or leased by the state of Ohio for the benefit of the university.

Date: May 23, 2013

Last updated March 2, 2023 at 12:14 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-24 | Reporting fraud, waste, or abuse of university resources.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

Bowling Green state university encourage its employees (faculty, administrative and classified staff) and students to disclose suspected misconduct and instances of fraud, waste, or abuse involving university resources.

(B) Policy

All such allegations are seriously considered and pursued to the extent allowed by the quality of the information received and available evidence. Individuals, when reporting such misconduct and fraudulent acts, as well as incidents of suspected waste and misuse of resources, may identify themselves or, if they prefer, remain anonymous. Allegations of financially-related misconduct, fraud, theft, embezzlement, abuse, or waste of university resources may be reported to the office of internal auditing and advisory services in person, in writing, via telephone, fax, or email to the office of internal auditing and advisory services. Allegations can also be reported online at the office of internal audit and advisory services web page: http://www.bgsu.edu/internal-auditing.html.

Internal auditing and advisory services will treat all allegations as sensitive and will reveal the information only on a "need to know" basis. All reports will be treated diligently and when properly received, the auditor will undertake a preliminary investigation to establish whether the claim has merit and can be substantiated. The audit staff follows the standard of professional practice to review the received allegations and to determine evidence for substantiation in order to draw an unbiased conclusion.

The auditor's conclusion, when completed, may be transmitted orally or in a written format. All written reports will be transmitted, as appropriate, to the department head, division vice president, vice president for finance and administration, president and the audit committee of the board of trustees. When deemed necessary, a copy of the report will also be transmitted to the general counsel, university police and/or human resources.

Date: July 1, 2014

Last updated March 2, 2023 at 12:14 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-25 | Garnishment of wages.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

Bowling Green state university will comply with wage garnishment orders issued by court order or other legal or equitable procedure (e.g., internal revenue service (IRS) or state tax collection).

(B) Policy

The policy on the garnishment of wages applies to all employees, faculty, administrative and classified staff. While the manner in which employees use their wages is, of course, a private matter, the courts have the authority to force the university to hold back a portion of an employee's wages to pay a debt if a creditor has not been able to collect that which is owed. When this is court-ordered, the procedure is called "garnishment."

Additional information on the garnishment of wages policy may be found in the classified staff handbook. There is no information on this policy in the administrative staff handbook or the charter's faculty handbook although the policy applies to both groups of employees.

Date: July 1, 2014

Last updated March 2, 2023 at 12:14 PM

Supplemental Information

Authorized By: 3341
Amplifies: 3341

Rule 3341-6-26 | Holds on student delinquent accounts.

• Effective: September 19, 2024
• Promulgated Under: 111.15

(A) Policy statement and purpose

When university charges (room, meals, fees and others) are not paid on a timely basis, the office of the bursar will seek to collect the past due monies in a prompt business-like manner.

(B) Definitions

(1) The term "payment period" means each academic term/semester (e.g. fall, spring, summer).

(2) The term "institutional charge" means the amount of tuition, fees, institutionally provided room and board assessed to the student, and the amount incurrent by the student for purchasing books, supplies, and other educationally related goods and services provided by the instution, for which the institution obtains proper authorization, for each payment period.

(C) Policy

A student experiencing financial difficulties should contact the office of the bursar promptly to arrange for the payment of any outstanding balance to avoid additional collection actions.

As part of this process, service charges will be assessed. Rooms, meals and/or registration will be canceled. If satisfactory arrangements cannot be made, the account will be referred to a collection agency, to Wood county municipal court, or to the Ohio attorney general's office.

Except as provided in this paragraph, a student's grades, diploma, transcript, and/or other services may be withheld, in compliance with state and federal law.

BGSU will not withhold a student's official transcript:

(1) From a potential employer, provided that the student has authorized the transcript to be sent to the employer;

(2) If the outstanding balance was a result of the university's error in the administration of Title IV and/or Higher Education Act (HEA) program funds, or any fraud or misconduct by the university or its personnel; or

(3) For payment period(s) in which the student received Title IV or HEA funds, and for which all institutional charges were paid or included in an agreement to pay at the time the transcript request was made.

BGSU will develop operating procedures to ensure that its withholding of a student's official transcript because of an outstanding balance is permitted by this policy and federal and state law.

Last updated September 19, 2024 at 8:55 AM

Supplemental Information

Authorized By: 3341
Amplifies: 3341
Prior Effective Dates: 3/17/2015

Rule 3341-6-27 | Institutional memberships.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

The university purchases annual institutional memberships in organizations deemed to best represent the university's interests.

(B) Policy

Any centrally-funded institutional membership requests must be sent to the vice president for finance and administration for approval and payment processing.

Memberships to wholesale clubs are not permitted. (e.g., Sam's wholesale club)

Date: July 1, 2014

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-28 | Investments.

• Effective: April 27, 2022
• Promulgated Under: 111.15

(A) Policy statement and purpose

This statement of investment policy (the "policy") is intended to specify the guidelines and objectives for Bowling Green state university ("BGSU" or the "university") investment and operating funds (the "portfolio"). The purpose of this policy is to establish direction for the management of the portfolio, to outline internal staff's responsibilities, and to establish the basis for communication between the university and the external investment manager(s) and advisors.

(B) Policy scope

This policy is adopted by the board of trustees of the university to govern the investable assets of the university. This policy also identifies the broad investment strategy to be followed in the investment of the university's investable assets and the limitations on the discretionary authority to be given to internal and external investment manager(s).

(C) Policy and responsibilities

The policy intends to distinctively define the roles and responsibilities of the board of trustees, joint investment committee, BGSU administration, and the OCIO/advisor ("OCIO"). The board has delegated certain activities to the joint investment committee. BGSU administration and the OCIO are resources for the board and committee to fulfill their responsibilities. The joint investment committee has selected an OCIO to have discretion in certain areas of portfolio management and implementation as summarized in the following table and detailed description of responsibilities.

	Board	Joint investment committee	BGSU administration	Consultant/OCIO
Investment policy	approve	develop, review, and recommend to Board	facilitate development and recommendation	advise/assist development
Investment consultant/OCIO	approve	evaluate, oversee, and recommend selection to Board	execute agreement; facilitate evaluation, selection, and oversight
Portfolio management	informed	oversign, strategic guidance	determine contributions and withdrawals, oversee operational execution and implementation	strategic advice, discretionary asset allocation and manager implementation/execution in line with guidelines
Strategic asset allocation (high level)	approve	develop, review, and recommend to Board	review/assist	develop and advise
Liquidity	approve	review and recommend to Board	monitor and inform	review and implement
Discretionary asset allocation	informed	review	review/assist	implement and inform
Selecting and terminating managers	informed	review	review/assist	implement and inform
Manager allocations	informed	review	review/assist	implement and inform
Trade execution	informed	informed	review/assist	implement and inform
Rebalancing	informed	informed	review/assist	implement and inform
Performance evaluation	informed	review and evaluate	review and evaluate	prepare
Board reporting	informed	prepare and review	prepare and review	prepare and advise/assist

(1) Board of trustees

The board of trustees is responsible for oversight of university investment assets. The board has delegated management and implementation oversight to the Joint investment committee. The primary responsibilities of the board include the following:

(a) Appoint trustees to the joint investment committee;

(b) Approve the investment policy statement including governance, roles and responsibilities, objectives, constraints, and strategy guidelines; and

(c) Receive and review updates from the joint investment committee and university administration on the investment assets.

(2) Joint investment committee

The joint investment committee is responsible for broad, strategic oversight of the portfolio. The committee partners with BGSU administration and the OCIO to fulfill their responsibilities. The primary responsibilities of the committee include the following:

(a) Develop investment policy statement including governance, roles and responsibilities, objectives, constraints, and strategy guidelines;

(b) Review the investment policy statement at least annually and recommend updates to the board of trustees as needed;

(c) Communicate the major duties and responsibilities to those accountable for executing and implementing portfolio strategy;

(d) Communicate changes to the investment policy, investment guidelines, or portfolio objectives to the OCIO;

(e) Select OCIO and define their responsibilities and level of discretion;

(f) Oversee the OCIO in the areas where they are delegated responsibility;

(g) Monitor compliance with the investment policy statement;

(h) Periodically review asset allocation, liquidity, performance relative to objectives and benchmarks, and management fees; and

(i) Provide updates on investment assets to the board of trustees.

(3) BGSU administration

The president and vice president for finance and administration are responsible for overseeing the operations and implementation of the investment pool and reporting as required to the joint investment committee and the board of trustees.. The primary responsibilities of the BGSU administration include the following:

(a) Facilitate communications between the joint investment committee, the board of trustees, and the OCIO as requested by the committee and/or the board;

(b) Determine university contributions to and withdrawals from the investment pool;

(c) Serve as the day-to-day contact with the OCIO regarding operational implementation, liquidity management, and contributions and withdrawals;

(d) Execute third-party service provider agreements including OCIO, auditor, custodian, and investment managers;

(e) Monitor third-party service providers (OCIO, auditor, custodian); and

(f) Maintain the official minutes and records of the joint investment committee.

(4) OCIO

The OCIO will have day-to-day responsibility and discretion for investing the investment pool within the guidelines of the investment policy statement. The OCIO will report to the joint investment committee on a regular basis. Responsibilities of the OCIO have varying levels of discretion. The following paragraphs list those responsibilities as between the OCIO's capacity as advisor/supporter and discretionary manager.

(a) Advice and support

(i) Support the joint investment committee and BGSU administration in meeting their responsibilities;

(ii) Assist in development of the investment policy statement, which will include objectives and constraints; governance, roles, and responsibilities; strategic asset allocation (growth, risk reduction, and inflation protection) targets and ranges; and performance evaluation and portfolio benchmark selection;

(iii) Meet with the joint investment committee to periodically review the investment policy statement; asset allocation; manager roster; and performance;

(iv) Inform the joint investment committee and BGSU administration of changes to the discretionary target asset allocation, changes to the manager roster, or new partnership commitments; and

(v) Monitor the investment pool for compliance with the investment policy and inform the joint investment committee and BGSU administration of any non-compliance.

(b) Discretionary management

(i) Determine and implement discretionary asset allocation within the investment policy guidelines, including the strategic asset allocation ranges;

(ii) Select and implement a manager roster within the investment policy guidelines; inform the joint investment committee and BGSU administration before, during, or after implementation;

(c) Draft manager documentation (to be executed by the BGSU administration);

(d) Execute transactions for manager changes, withdrawals, contributions, and rebalancing, all as informed by liquidity guidance from the BGSU administration;

(e) Execute capital calls for private investments; and

(f) Communicate with custodian as needed for portfolio implementation and reporting.

(D) Investment objective

The university has multiple investment objectives for its portfolio. The principal objective is to achieve a risk adjusted return with investments which are oriented to safety of principal, liquidity, and a stable level of current income. The secondary objective is portfolio growth by investing in vehicles which provide such opportunities. These objectives are to be accomplished within state and other regulatory requirements and prudence.

The policy is intended to provide flexibility to the OCIO to adjust the investment allocation (within a predetermined range) and limit the types of securities depending on the financial needs of the university.

(E) Risk tolerance

Risk tolerance must be considered in conjunction with the expectations from the operation of the university. Thus, investment risk is part of the university's total operational risk. Acceptable levels of risk are largely a function of the financial soundness of the university. Various factors which influence the organization's risk tolerance, such as funds provided by the state of Ohio, enrollment, etc., are significant determinants when evaluating the risk tolerance. The factors are quantitative and qualitative in nature and should address operational and investment issues.

(F) Investment constraints

There exist certain boundaries on investment decision-making that must be stated and respected. The boundaries are formally called investment constraints and include liquidity, time horizon, regulation/legal restrictions, taxes, and unique needs of the organization.

(1) Liquidity: The level of liquidity, in part, determines the organization's capability to fund its operating requirements. To ensure that these cash flow needs are met, the availability of cash must be addressed prior to allocating funds to longer-term assets. From time to time the operating funds may increase to accommodate anticipated expenditures such as expenditures associated with payroll (recurring) and capital expenditures (non-recurring), etc.

(2) Time horizon: While the university is a going concern and invests in a fashion consistent with a long-term horizon, the investment portfolio must also accommodate the requirements of the immediate need of cash for administrative requirements.

(3) Regulatory/legal restrictions: The state of Ohio may, from time to time, provide legislation regarding levels of prudence, etc. In all instances, the university will be in compliance with these regulations.

(4) Taxes: The university does not pay state or federal income taxes.

(5) Unique needs: As with any institution, the university has its own character that makes it different from other institutions. Therefore, the university must consider its uniqueness when making investment decisions. Some of the needs that must be addressed include maintaining/improving financial strength and working smoothly and efficiently with the needs of the university.

(G) Asset allocation

More than any other factor, the asset allocation decision determines the risk and return of a portfolio. Since the investing function is closely integrated with the business function, asset allocation decisions cannot be made without first considering the expectations for the fiscal year. Once those characteristics are identified and analyzed, investment decisions can then be made.

Consistent with the primary objective of this policy, diversification is the primary focus of asset allocation. The investment pool will have an allocated range and a target level. From time to time, the joint investment committee may transition the portfolio to a more/less conservative position, depending on the items addressed under investment constraints.

The investment pool is comprised of assets in excess of the operating funds that the university can invest in a fashion to meet its income and growth goals. Under normal circumstances, the investment pool shall have fixed income, equity securities, and alternative investments. This pool shall serve as the primary source of portfolio growth through the use of portfolio enhancing opportunities.

The asset allocation shall be a function of the results of a determination of the university's financial strength and the opportunities in the capital markets. Asset allocation for the investment pool is categorized in two parts: strategic asset allocation for long term return and risk profile; and discretionary asset allocation for more tactical decisions based on the market environment and opportunities.

(1) Strategic asset allocation

The broad target and ranges for the asset allocation are established in the following table and shall be approved by the board of trustees.

(a) Growth assets: It is expected that the portfolio will have a moderate allocation to growth assets. These investments are expected to help grow the portfolio over time. Growth investments include, but are not limited to: equity, equity-oriented marketable alternatives, non-marketable equity strategies, and growth-oriented fixed income. Illiquid private investments are permitted with a limitation that private debt should not materially exceed ten per cent and private equity should not materially exceed five per cent of the investment pool.

(b) Risk reduction assets: It is expected that the portfolio will need protective assets to help mitigate portfolio risk. These assets should have long term returns comparable and/or complementary to equity with significantly less volatility. Included within the risk reduction assets will be fixed income securities, cash, and low volatility marketable alternatives.

(c) Inflation protection assets: Inflationary pressures could damage the purchasing power of the portfolio. Given this, a small portion of the portfolio will be dedicated to protecting against inflation. Investments in this category have historically performed well during times of high unexpected inflation. The investments could include non-marketable or marketable real estate and oil and gas, inflation-linked bonds, and commodities investments. Private real assets should not materially exceed five per cent of the investment pool.

Investment portfolio	Target	Portfolio range
Growth assets	55	40-60
Risk reduction assets	40	30-50
Inflation protection	5	0-10

(2) Discretionary asset allocation

The specific allocation within each asset class is to be determined by the OCIO with the oversight of the joint investment committee and BGSU administration. This allocation will reflect the short to intermediate term cash flow expectations of the university, the current market environment, and market opportunities. Therefore, the allocation may change from time to time and does not require the approval of the board of trustees or joint investment committee provided it is within the investment policy guidelines including the board's approved strategic ranges. The asset classes along with representative benchmarks, is presented in appendix A to this rule.

(H) Policies for traditional and alternative managers

The following are performance goals and constraint guidelines placed on individual managers within specific asset classes.

(1) All traditional managers: Index managers can be terminated if performance or volatility significantly differs from that of the benchmark. Active managers may be terminated due to philosophical changes, management turnover, poor long-term investment performance, or other material changes. The OCIO will also monitor investment managers' risk on an ongoing basis. It is expected that the OCIO will use multiple risk metrics in their evaluation of the managers.

(2) Alternative investments: Alternative investment managers typically must have significant latitude in the strategies and investments they make and the leverage they introduce into a portfolio. As a result, it is generally not feasible to impose guidelines and restrictions on such managers. Instead, the joint investment committee may choose to terminate a manager, subject to the manager's liquidation policy, if they are dissatisfied with the manager and/or his strategy.

(I) Consolidated portfolio administration

Generally, the university's staff shall manage the operating liquid assets internally, while external investment managers shall manage the investment pool assets under the direction of the OCIO and BGSU administration. Other arrangements are possible if approved by the board.

This statement of investment policy shall be provided to each manager retained to manage the assets. While individual portfolios may not conform to each characteristic, the asset classes (equities, core bonds, etc.) shall fully conform to policy.

(J) Performance evaluations standards

The university intends to maintain open communication with the investment manager(s). The focus of these exchanges shall be on understanding the manager's expectations for the economy and capital markets and how these are reflected in the portfolio. A necessary part of the communication process is the evaluation of the progress of the portfolio and, to this end, investment results shall be reviewed quarterly.

The performance of the investment portfolio, net of management fees and transaction costs, shall be evaluated relative to and is expected to be at least equal to the appropriate benchmark indices noted for each asset class or, if applicable, as set forth in the specific supplemental investment restrictions for each investment manager. However, it is not anticipated that comparisons with market indices and peer groups shall be favorable in every single quarter or year. It is expected that they will be favorable over any rolling three-year cycle. Analysis of performance shall always be within the context of the prevailing investment environment and the investment manager's particular investment style.

(K) Review and approval

This policy as approved by the board of trustees of the university shall be provided to each internal and external investment manager.

The dynamics of the university's operations and the capital markets require flexibility and adaptability in investment decision-making and practices. To promote flexibility and adaptability, the policy shall be reviewed regularly for appropriateness by the vice president for finance and administration. Modifications to the investment policy may be proposed from time to time. However, to enforce the principles of flexibility and adaptability, the vice president for finance and administration in consultation with the OCIO shall review the need for any changes at least annually and make a recommendation to the joint investment committee and the board.

(L) Conflict of interest

All persons responsible for investment decisions or who are involved in the management of the portfolio or who are consulting to, or providing any advice whatsoever to, the joint investment committee shall disclose in writing at the beginning of any discussion or consideration by the joint investment committee, any relationships providing material benefit, which the person has or may reasonably be expected to have, with respect to any investment issue under consideration. The board may require such persons to remove themselves from the decision-making process.

Any members of the joint investment committee responsible for investment decisions or who are involved in the management of the portfolio shall refuse any remuneration, commission, gift, favor, service or benefit that might reasonably tend to influence them in the discharge of their duties, except as consistent with Ohio ethics law and disclosed in writing to and agreed upon in writing. Failure to disclose any material benefit shall be grounds for immediate removal from the joint investment committee. This provision shall not preclude the payment of ordinary fees and expenses to the portfolio's custodian(s), investment managers and consultant in the course of their services on behalf of the university.

Equity impact statement: The policy has been assessed for adverse differential impact on members of one or more protected groups.

View Appendix

Last updated April 27, 2022 at 8:21 AM

Supplemental Information

Authorized By: 3341
Amplifies: 3341
Prior Effective Dates: 3/17/2015, 3/14/2016, 6/8/2021

Rule 3341-6-29 | ITS computer lab utilization.

• Effective: April 15, 2024
• Promulgated Under: 111.15

(A) Policy statement and purpose

Information technology services (ITS) at Bowling Green state university provides computer lab facilities to support the academic, research and instructional activities of the university. The resources provided are intended for the sole use of university faculty, staff, students, and authorized users.

(B) Policy scope

This policy applies to computer labs owned and managed by ITS. ITS computer labs are either open labs (available for all students to use) or scheduled labs (available to any college or department and scheduled by registration and records. Scheduled labs may be used by students at times when there are no courses scheduled. A slisting of scheduled computer labes and their availability can be found on the ITS computer labs webpage.

(C) Policy

Authorized users should be prepared to validate their university affiliation by showing a valid BGSU ID if asked to do so at any time.

(1) Food is prohibited in ITS computer labs. Drinks should be in sealed containers (e.g., water bottle, thermos).

(2) ITS is responsible for the hardware, softare, AV equipment, and network connectivity within ITS computer labs. Any technology issues should be reported to ITS.

(3) Computer labs are intended for instructional and official use. Commercial or business use of lab equipment is prohibited. Lab reservations take precedence over other use; anyone using computers for other purposes may be asked to relinquish their devices if the lab is reserved.

(4) Noise levels must be minimized to allow clients to complete their work. Talking and general noise should remain at a reasonable level to allow others to concentrate. All ringers and alarms on devices should be turned off or set to vibrate.

(5) All lab clients are expected to understand and comply with the provisions of the United States copyright laws as they apply to computer software and corresponding documentation.

(6) The creation or use of illegal copies of software on lab equipment is prohibited.

(7) Responsibilities

(a) User responsibilities

(i) Contact ITS for technology issues.

(ii) Files must be saved to a cloud location or removable media.

(D) Equity impact statement: The policy has been assessed for adverse differential impact on members of one or more protected groups.

Last updated April 15, 2024 at 8:33 AM

Supplemental Information

Authorized By: 3341
Amplifies: 3341
Prior Effective Dates: 3/17/2015

Rule 3341-6-31 | Key issuance.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

The following policy applies to all key-holders, including faculty, administrative staff, classified staff, students, contractors, vendors, or any other persons issued university keys.

(B) Policy

When any person who possesses a university key leaves the employment or enrollment of the university, the key(s) are to be returned to campus operations so that a receipt can be issued and the final paycheck or records released. Former key holders who retain keys will be subject to police action for recovery of university property.

When key holders transfer to other positions on campus, their current keys are to be returned to campus operations and not taken with them to the new assignment. The new position will determine which keys are to be assigned. Current keys must be surrendered prior to issuance of new keys.

Key holder keys are not to be passed on to the key holder's replacement; rather they will be reissued to the replacement by the campus operations' key unit.

Request for key(s) are to be made by an authorized departmental representative via the BGSU key request form (available on the campus operations web page). Keys will only be issued to individuals in their own name.

Keys will not be issued in department or office names. Departments or offices who wish to manage a departmental/office key box for shared or loaned keys must seek approval from campus operations and utilize a locked key box with an approved key check-out/check-in process.

Key holders must pick up their own keys and provide a Bowling Green state university photo ID (or other legal form of photo identification) in addition to the properly authorized blue key card. The blue key card must be signed by a department chair, director, college dean or vice president before a key will be issued.

Requests for building master, sub master, Marlok or restricted keys must also be accompanied with a written justification and signature approval of the department chair, director, college dean or vice president over the area. Grand master keys exist for police use only. These keys are not available for issue at any other level.

Alarm key requests need the written approval of the department chair, director, college dean or vice president responsible for the area.

When a key holder loses a key, the unit head must request the replacement key in writing. If an assigned university key is lost or stolen, the key holder may be responsible for the replacement charge plus the cost of labor and materials to rekey and reissue keys to the affected areas and key holders. Replace charge for master or sub-master key is one hundred fifty dollars, individual key is twenty-five dollars.

Duplication of keys for any university facility or equipment is prohibited.

(1) Related policies

Additional information on the key issuance policy may be found in the administrative staff handbook and the classified staff handbook.

Date: July 1, 2014

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-33 | My VPN.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

In order to maintain the appropriate level of protection for BGSU systems and data as well as provide for external access for authorized users, the BGSU MyVPN has been implemented by information technology services (ITS). This policy has been created to mitigate any threats and vulnerabilities to BGSU's information technology resources that are accessed through the BGSU MyVPN.

(B) Policy definitions

Virtual private network (VPN) a "tunnel" connection created to allow secure communications over public networks.

Information technology resources - All aspects associated with management and processing of information. This includes facilities, technologies, and data used for university processing, transfer, storage, and communications. Examples of these resources, include, but are not limited to, computers, networking equipment, telecommunications equipment, electronic mail, electronic information sources, network bandwidth, wireless devices, video communications, IP telephony, university assigned accounts, voice mail, passwords, access controls, storage media, documentation, personal digital assistants.

Public computers Any computer that is available to the general population. Example of public computers includes, but not limited to, airport kiosks, library computers, internet cafes etc.

(C) Policy

(1) Connection to the BGSU MyVPN is considered an extension of the BGSU network. Thus usage of the BGSU MyVPN and its connected systems must be consistent with all relevant BGSU policies.

(2) Only authorized users are permitted to use the BGSU MyVPN.

(3) All users must obtain access via the BGSU MyVPN access request web form.

(4) The BGSU MyVPN must only be used for official university business.

(5) Supervisors of MyVPN users must inform ITS whenever a user no longer needs access to the BGSU MyVPN so access can be deactivated.

(6) Users may not access the BGSU MyVPN from public computers.

(7) Responsibilities

(a) User responsibilities

(i) Users must logout when they have completed any work through the BGSU MyVPN.

(ii) Users must report any known or suspected unauthorized usage of their BGSU MyVPN account to ITS immediately.

(iii) Users are responsible to assure the system they are accessing the BGSU MyVPN is secure. This includes, but is not limited to, ensuring the system is free from all malware (viruses, worms, trojans, spyware, etc.), firewalls enabled, and security updates applied.

(8) Enforcement and sanctions

Individuals or entities in violation of the BGSU MyVPN policy will be referred to the appropriate disciplinary authority for review. Access privileges may be suspended without prior notice if it is determined that a policy violation is causing a current or imminent threat to the confidentiality, integrity, or availability of information technology resources.

(9) Related polices

Information technology

Date: August 6, 2013

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-34 | Parking regulations.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

The general assembly of the state of Ohio has granted the board of trustees the authority to create parking and traffic regulations to control the use of all vehicles on university property. This policy having been duly approved is legally enforceable by the duly appointed enforcement officers of the university. All applicable statutes of Title 45 "Motor Vehicles" of the Revised Code shall apply to all owners and/or operators of motor vehicles on university property.

(B) Policy

Parking services is a university auxiliary service. Generated income shall be used for the operation of parking services, enforcement of regulations, the maintenance and improvement of existing parking areas and the construction of additional parking areas.

(1) The manager of parking services is responsible for the registration and parking of vehicles on property owned or leased in whole or in part by Bowling Green state university. The manager of parking services is authorized to set forth parking services rules and regulations which will be published online and accessible to the public. All persons on university property must comply with all provisions of the parking services rules and regulations and any lawful order of any duly appointed enforcement officer of the university.

(2) Parking permits are and shall remain the property of Bowling Green state university.

(3) A duly appointed enforcement officer of the university may have a vehicle removed if found parked in violation of any of the parking services rules and regulations. Vehicles may be towed or booted for unpaid tickets even though legally parked at the time.

(4) Parking services is authorized to install parking control signs on university property as it deems necessary. No person while operating a motor vehicle on university property shall fail to comply with the provisions of officially-posted parking signs, markings or traffic control signs unless otherwise directed by a duly appointed enforcement officer of the university.

(5) No person while operating a motor vehicle on university property shall drive onto prohibited areas nor shall they park or remain stationary in areas prohibited by the parking services rules and regulations.

(6) Registration for parking

(a) The vehicles of all employees, students, vendors, contractors and visitors of the university must display valid parking permits obtained through parking services while parked on campus during enforcement hours.

(b) All parking permits must be displayed as directed by parking services.

(c) Parking permits are only valid on vehicles that are operable and display a current license plate registration.

(d) Bowling Green state university parking permits may only be sold by and purchased from parking services or their authorized agents exclusively and cannot be resold.

(e) Employees who park their vehicles on university property during enforcement hours, other than in an area designated as a free parking area, will be charged for their parking permit according to the type of permit they choose. Employees covered by a collective bargaining agreement will be charged for their parking permit in accordance with the terms of the bargaining agreement.

(f) University students will be charged for their parking permit in accordance with established rates and the type of permit they choose.

(g) Vendors, contractors and visitors to campus will be charged for parking permits in accordance with established rates and the type of permit they choose.

(7) Responsibility. Any ticket issued against a valid permit displayed on a vehicle parked in violation of these regulations will be the responsibility of the registered permit holder, unless the permit was previously reported lost or stolen. If the vehicle does not display a valid permit and the operator is not known, the ticket will be the responsibility of the vehicle owner.

(8) Misuse of parking permits.

(a) No person shall make, possess or display an altered or counterfeit permit.

(b) No person shall possess or display a stolen or found permit or give said permit to another person knowing that the permit was reported lost or stolen.

(c) No person shall knowingly give false information in application for a permit or in the reporting of a lost or stolen permit.

(d) No person shall use a permit for any purpose other than that for which it was intended.

(e) No person shall purchase or furnish a permit to another person who is not authorized to have that permit.

(f) No person shall fail to surrender any permit to parking services on demand.

(9) Parking privilege suspensions and fines.

(a) Fines will be assessed for parking violations as indicated in the parking services rules and regulations set forth by the manger of parking services.

(b) Parking ticket appeals must be submitted according to the procedures identified in the parking services rules and regulations set forth by the manager of parking services. All appeals will be reviewed by parking services or an appeals committee established by the manger of parking services. Once a decision has been made regarding the appeal, the individual will be notified.

(c) If the fine for the parking ticket is not paid or appealed within the appropriate timeframe, one or more of the following actions may be taken:

(i) Application for renewal of parking permit may be denied.

(ii) Vehicle may be towed or booted at the expense of the violator/owner.

(iii) Transcript of academic records may be withheld.

(iv) Permission to register for classes may be denied.

(v) Parking privileges may be suspended until all past fines are paid, and vehicle towed or booted immediately if found parked on university property.

(d) In addition to being assessed fines or having parking privileges suspended, persons violating any of the parking rules and regulations set forth herein may be charged under applicable state statutes and/or may be referred to student conduct or the appropriate vice president.

(10) Validity of regulations. If any provision of this policy or any provision of the parking services rules and regulations set forth by the manager of parking services, or any parts thereof, shall for any reason be held to be illegal, invalid or unenforceable, such illegality, invalidity or unenforceability shall not affect any other provision and the remaining provisions shall be construed and enforced as if such illegal, invalid or unenforceable provision did not exist and each of the remaining provisions shall continue to be effective and operative to the full extent permitted by law.

(11) Temporary modifications. The director of public safety is granted the authority and responsibility for temporarily modifying certain provisions of this policy under extraordinary or unusual circumstances when such modification is in the best interest of the university.

Date: July 1, 2014

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-36 | "Persona non grata" status for campus visitors.

• Effective: September 29, 2021
• Promulgated Under: 111.15

(A) Policy statement and purpose

BGSU is authorized by law to regulate the use of university premises so that the university's educational objectives and programs can be pursued in an orderly manner. Accordingly, BGSU adopts this policy, which shall not be construed to limit the authority of university officials to take other action as may be warranted by the circumstances.

(B) Policy

(1) Definitions

(a) "Persona non grata" means a visitor whose behavior has been determined to be detrimental to the university community and who is not permitted to be present on the university premises. An individual who is persona non grata is subject to prosecution for trespass should they be found on the university premises.

(b) "Visitor" means any person who is neither a currently enrolled student nor an employee. This definition includes persons enrolled at the university in the past but who have graduated, transferred, or who are not enrolled for the current academic term. It also includes former employees. The term "visitor" does not include any person who is subject to the jurisdiction of the code of student conduct or to disciplinary processes applicable to employees. If a person's status is in doubt the university may commence action under this policy and refer the matter to the appropriate procedure if the person is later determined to be a student or employee.

(c) "Behavior detrimental to the university community" includes but is not limited to actions by a visitor which disrupt or interfere with university operations or programs or pose a reasonably foreseeable risk of doing so; are offenses against persons or property; violate a previous legitimate direction given by a university official; or are a violation, after notice has been given, of any university policy or rule or regulation. It does not include the exercise of free speech or the right to assemble peaceably or other constitutionally-protected conduct.

(2) Authority and delegation

Only the university president or their designee has the authority to declare a person persona non grata. The university president delegates authority to administer this policy to the vice president for finance and administration ("VPFA").

(3) Initial determination, notice, and hearing

(a) Upon receiving a report that a visitor has engaged in behavior detrimental to the university community, the VPFA may make an initial determination of persona non grata status.

(b) After making an initial determination of persona non grata status, the VPFA shall cause the visitor to be served with notice that they are barred from the university premises for the period stated in the notice. Service shall be made by the best means available. The restrictions imposed by persona non grata status shall take effect upon service of the notice or five business days after service is attempted, whichever comes first.

(c) The notice must be reviewed by the office of general counsel before it is served. It shall contain:

(i) The name and last known address of the visitor.

(ii) A statement of the behavior warranting the persona non grata notice and a copy of this policy.

(iii) A statement that the visitor is persona non grata and barred from being on the university premises. The visitor shall be informed that this status shall continue until a date specified (not to exceed two years).

(iv) A statement that the visitor is entitled to a hearing to be conducted before the VPFA who may, based on the evidence presented, revoke or modify the visitor's persona non grata status or extend it for up to five years.

(v) The name, office phone, office location, and email address of the VPFA.

(vi) A statement that the visitor must contact the VPFA to request a hearing within ten business days of the date of the notice.

(vii) A warning that the visitor's failure to timely request a hearing will result in a continuation of persona non grata status for the period specified in the notice.

(d) After receiving a timely request, the VPFA shall schedule a hearing at a time and place of the VPFA's choosing and give the visitor written notice of it (email is sufficient).

(e) The hearing shall be conducted by the VPFA, who will hear and weigh all information presented. Formal rules of evidence shall not apply. The hearing shall be audio recorded. The recording shall be the property of the university and kept until the completion of any review under this policy. The following procedures shall be used at the hearing:

(i) If the visitor is not present or chooses not to participate, they may be deemed to have waived the hearing or it may proceed at the discretion of the VPFA.

(ii) A representative of the university shall explain the initial determination and the reasons for it. The representative may present additional evidence (including witnesses) and ask relevant questions of any witnesses.

(iii) The visitor may challenge the grounds for the initial determination and the evidence against them; present evidence (including witnesses) on their own behalf; and ask relevant questions of any witnesses.

(iv) The visitor may be accompanied by another individual who may serve in an advisory capacity but not participate directly in the hearing.

(v) For good cause, the VPFA may adjourn the hearing and resume it on another day chosen by the VPFA.

(vi) If the VPFA finds by a preponderance of the evidence that the visitor engaged in the behavior alleged and that it was behavior detrimental to the university community, the VPFA may continue the visitor on persona non grata status.

(vii) The VPFA may take into consideration the nature of the behavior, the reasons for it, and the likelihood of its recurrence. The VPFA may continue the visitor on persona non grata status for a period of up to five years subject to conditions (if any) that the VPFA finds reasonable.

(f) Notification of hearing outcome.

The VPFA shall send the visitor prompt written notification of the hearing outcome, usually within ten business days of the hearing. Receipt of the notification should be verified when practicable.

(4) Review of the hearing outcome

(a) A visitor on persona non grata status may submit a written request for review to the president. The request must be submitted to the president within ten business days of the date on the VPFA's notification of hearing outcome.

(b) The review shall be made by the president or a designee.

(c) The review shall be limited to the hearing record developed before the VPFA and the notification of hearing outcome. The president or designee shall not consider any facts not presented to the VPFA at the hearing unless it is shown that the facts could not have been discovered by the visitor through reasonable diligence in time for the hearing.

(d) The president or designee shall consider whether there is adequate factual support in the record to support the conclusion reached by the VPFA. The president or designee shall also consider whether any procedural error(s) identified by the visitor in their written request for review reasonably may have affected the outcome of the hearing.

(e) The visitor's persona non grata status shall remain in effect pending a decision on the review. The president or designee shall promptly render their decision, usually within ten business days of receipt of the request for review. That decision shall be final.

(5) Duration and modification of persona non grata status

Persona non grata status, whether based on an initial determination or the outcome of a hearing, will continue without interruption for the stated period unless modified in writing by the president or the VPFA.

On their own initiative or upon request and for good cause shown, either the president or the VPFA may rescind persona non grata status or modify it to allow the visitor to enter designated university location(s) for a specified purpose and limited period of time. The decision whether to rescind or modify persona non grata status is final.

Last updated September 29, 2021 at 9:17 AM

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-38 | Purchasing, sales, and disposal of university property and asset control.

• Effective: August 31, 2021
• Promulgated Under: 111.15

(A) Policy statement and purpose

The purpose of this policy is to ensure the proper administration of the university's purchasing and inventory disposal activities.

(B) Policy

(1) Opening statement

Bowling Green state university shall conduct its procurement activities in an efficient and cost-effective manner to support the mission of the university while maintaining compliance with applicable university, state, and federal laws and regulations. All university procurement activities shall be administered through the division of finance and administration.

(2) Competitive bidding procedures apply to all departments and individuals at Bowling Green state university. For purposes of this policy, "competitive bidding" refers to competitive selection procedures that require the solicitation of proposals (RFP), quotes (RFQ), and or information (RFI) from multiple suppliers of the good or service being considered. Bowling Green state university reserves the right to award none, all, some or part of any competitive bidding event. The purchasing department shall be the only point of contact for prospective vendors during any competitive bidding event until an award is made. Competitive bidding will be required in the following circumstances:

(a) The purchase or lease of any good when the cost is twenty-five thousand dollars or greater; the procurement of services when the cost is fifty thousand dollars or greater; construction projects when the estimated cost is two hundred fifteen thousand dollars or greater; architect and engineer design projects when the cost is fifty thousand dollars or greater.

Competitive bidding events may also be conducted for purchases below the established competitive bidding limits whenever it best serves the interests of the university.

(b) Any purchase or lease of any good or service subject to competitive bidding shall be communicated in a way that is in the university's best interest and as required by university, state or federal regulations.

(3) Waiver of competitive bidding

The purchasing department has the authority to waive competitive bidding when any of the following requirements are met:

(a) Sole source vendor as determined by the responsible purchasing officer, and approved by the vice president of finance and administration (VPFA) or in the absence of the VPFA, by the university's president.

(b) Emergency situation requiring such action as determined by the president, or the vice president of finance and administration, or the designee of either of them.

(c) Need to utilize an existing vendor or to maintain consistency of good/product where changing vendors or utilizing different brands would result in additional cost or unnecessary or excess costs to facilitate a change as approved by the responsible purchasing officer based on satisfactory supporting documentation.

(d) Existing state of Ohio contracts, inter-university council contracts, Bowling Green state university contracts or other institutional memberships utilized as a source for the established price and terms and conditions.

(4) Contract requirements

Bowling Green state university requires purchase orders or vendor contracts when procuring goods or services for the university, except for purchases made through the BGSU purchasing card (PCard) program. An independent contractor agreement is required of all contractors working on behalf of BGSU. The defined signatory per the delegation of contract and signatory policy rule 3341-1-07 of the Administrative Code must approve all contracts and independent contractor agreements.

(5) Grants procurement

(a) All grant expenditures with a cost exceeding ten thousand dollars requires supporting documentation demonstrating that at least two price quotes were obtained for cost comparison. This documentation can be in the form of formal vendor quotes or screenshots of online vendor pricing.

(b) Grants procurement outline of requirements

Amount	Procurement type	Description
$0 - $10,000	Micro-purchases	No competitive quotes required if the price is considered reasonable
		Distribute purchases equitably among qualified suppliers as practical
$10,001- $250,000	Small purchases	Price quotations must be obtained from at least two qualified sources
		Quotes can be obtained directly from suppliers or through screenshots of online prices
$250,001+	Sealed bids	Publicly advertised and solicited from adequate suppliers
		Lowest responsive and responsible bidder wins
		Contract is a firm fixed price
$250,001+	Competitive proposals	Publicly advertised and solicited from adequate suppliers
		Most advantageous bid (price and other factors considered) wins
		Contract can be either a fixed price or cost reimbursement type
Any	Non-competitive proposals (sole source)	Good/service is only available from a single source; or
		Only one source can provide good/service in the time frame required; or
		After solicitation of a number of sources, competition is determined inadequate.
		Written pre-approval from the Federal awarding agency is required

(6) Conflict of interest

No employee, trustee, officer or agent of BGSU may participate in the selection, award or administration of a contract if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, trustee, officer or agent; any member of their immediate family; their partner; or any organization that employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract, except as allowed by Ohio ethics law. The employees, trustees, officers or agents of BGSU may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

(7) Vendors and related ethical/legal issues

(a) Bowling Green state university recognizes the importance of having strong, mutually rewarding relationships with the vendors with whom it does business. The university seeks to maintain and improve these relationships by treating vendors in a fair and equitable manner. Individuals authorized to place purchase orders with vendors on behalf of the university shall do so in accordance with the BGSU code of ethics and conduct policy and shall not allow relationships with these vendors and/or their employees to influence the award.

(b) Ohio Ethics Law (Chapter 102. of the Revised Code) and related statutes (sections 2921.42 and 2921.43 of the Revised Code) also apply to all employees, trustees, officers or agents of BGSU and no employee, trustee, officer or agent of BGSU shall use their position to secure a contract for themselves, their family member or their business associates.

(8) Buy Ohio

The university shall give preference in its purchasing activities to products that are produced or mined in Ohio and to bidders that qualify as having a significant Ohio economic presence in accordance with division (B) of sections 125.04 and 125.11 of the Revised Code. This requirement may be waived when compliance would result in the university paying an excessive price for the product or acquiring a disproportionately inferior product.

(9) Buy America

Division (B) of sections 125.04 and 125.11 of the Revised Code stipulate that state agencies and public colleges or universities shall give preference in their purchasing activities to products produced, mined, or manufactured in the United States.

(10) Equal employment opportunity requirement

Bowling Green state university requires that a supplier in bidding and/or filling a purchase order agrees not to discriminate against any employee or applicant for employment with respect to tenure, terms, conditions, or privileges of employment, or any matter directly related to employment, because of ethnicity/race, religion, color, gender, sexual orientation, age, veterans and persons with disabilities, or national origin. The supplier also must agree that every subcontract shall contain a provision requiring nondiscrimination in employment.

(11) Minority business

The university shall seek to set aside a specified percentage of its estimated value of all purchases per year for competition by certified minority business enterprises in accordance with section 125.081 of the Revised Code.

(12) Purchases from employees

(a) A university employee would provide the goods or services;

(b) A university employee has, or could be perceived as having, an interest in the vendor's profits or benefits from the contract;

(c) A university employee has, or could be perceived as having, a position of profit in the vendor's performance of the contract;

(d) A university employee has, or could be perceived as having, authority or influence to secure authorization of a contract in which the employee, the employee's family member, or the employee's business associate has an interest; or

(e) A university employee would have a definite and direct pecuniary interest in the contract.

No contract involving any of the foregoing factors may be signed or otherwise authorized on behalf of the university unless it has first been approved in writing as to legal form by the office of general counsel.

(13) Asset control and the sale or disposal of university equipment

(a) Equipment purchased with university funds or held and identified as an asset of the university shall be subject to university inventory control procedures. All equipment purchased with university funds and having a value more than ten thousand dollars (or grant funds with a value more than five thousand dollars) with a life expectancy of more than one year, will be capitalized and must be tagged and assigned an inventory control number. Each year the controller's office will issue an asset summary report to all department asset custodians. All university fixed assets are subject to internal audit review.

(b) The business operations department, working with the controller's office, has responsibility for the sale or disposal of property by one of the following methods:

(i) Redistribution within the university community;

(ii) An advertised public auction with the property being sold to the highest bidder;

(iii) Pursuant to competitive bidding procedures with the award being made to the highest bidder;

(iv) An advertised public sale with the property having a price assigned to each item and sold to the public at a stipulated time and place; or

(v) Property may be disposed of in ways determined to be the most economical for the university.

(c) No employee of the university who has participated in the following:

(i) Determination to dispose of property, preparation of property for sale, determination of the method of sale, or who has acquired information not otherwise available to the general public regarding usage, condition, quality or value of property may then bid on or purchase any property offered for sale by the university.

(ii) To qualify as a purchaser of such property, an employee of the university may be asked to certify in writing that he/she has not participated in any of the activities or acquired information as specified herein above.

(14) Personal purchases

No personal purchases are permitted to be made, either via the purchase order system, a payment request, the university's purchasing card or other institutional purchasing methodology. In addition, no employee may use the university's name or present him/herself as an agent of the university when making personal purchases.

Last updated August 31, 2021 at 8:18 AM

Supplemental Information

Authorized By: 3345
Amplifies: 3345
Prior Effective Dates: 3/17/2015

Rule 3341-6-39 | Sensitive data privacy.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

BGSU must protect its information resources, comply with laws and applicable statewide policies issued by the Ohio office of information technology (OIT) under the authority of the Ohio Revised Code, and comply with other university policies regarding the protection and use of university data and information technology resources. As a result, the policy on sensitive data privacy has been established.

(B) Policy

BGSU stakeholders must have the ability to collect and process information for administrative and academic purposes. Information collected and processed may include sensitive information.

Sensitive information includes personal information and proprietary information of the university included but not limited to: social security numbers, driver license numbers, credit card or other financial account numbers, BGSU ID numbers, protected health information, financial data, educational records, intellectual property or research records, donor profiles, or any information that could result in a material risk of identity theft, a violation of the family educational rights and privacy act, or otherwise harm the legitimate financial and reputational interests of the university if unauthorized access is permitted, whether intentionally or unintentionally.

BGSU stakeholders are to use university information on university owned media or equipment. BGSU stakeholders are not to store, communicate, transport, or process university information on personally owned media, devices, or computers without prior written approval from the appropriate vice president and the approval of the personal equipment by information technology services (ITS).

Information on university owned portable devices such as flash drives, disks, or laptop computers must be stored in physically secure locations and is not to be transported without encrypting the data using university approved software and techniques.

Software, policies, and procedures for encrypting sensitive information are currently installed. To schedule encryption installation for a university owned portable device, contact the technology support center (TSC) at extension 20999 or email at [e-mail].

The Ohio Breach Notification Act requires prompt notification to individuals whose personal information has been exposed if the incident could lead to fraud or identity theft. Any loss of sensitive data, disclosure of sensitive data to unauthorized individuals or suspected misuse of sensitive data must be immediately reported to the office of the CIO.

(1) Related policies

(a) Code of ethics and conduct; core values; information technology policy; records retention requirements

Date: August 6, 2013

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-40 | Bicycles, skateboards, and other personal conveyance vehicles.

• Effective: April 14, 2022
• Promulgated Under: 111.15

(A) Policy statement and purpose

Bowling Green state university recognizes that students, faculty, and staff use a variety of means of transportation on campus. Although personal choice is important, the university must consider the safety and well-being of the campus community and visitors, as well as the preservation of university property. In an effort to balance the concern for safety with the use of various modes of transportation on campus, the university has issued this policy regarding the use of bicycles, scooters, and other personal conveyance vehicles on campus.

(B) Policy definitions

(1) Personal conveyance vehicle

A vehicle that is powered by the individual rider, by motor, or by batteries and that may be lawfully operated on sidewalks. These include, but are not limited to, bicycles, scooters, motorized scooters, mopeds, segways, roller blades/skates, skateboards, motorized skateboards, self-balancing scooters (hoverboards), and other similar wheeled devices.

(2) University property

Buildings, grounds, and land owned by Bowling Green state university or controlled by Bowling Green state university via lease or other contractual agreement.

(C) Policy scope

(1) This policy applies to all use of personal conveyance vehicles in and on university property.

(2) This policy does not apply to:

(a) Wheelchairs and other personal mobility devices as defined by the ADA.

(b) Personal conveyance vehicles operated by the BGSU police, BGSU campus operations, or Bowling Green city police.

(c) Specifically approved or university sanctioned events involving personal conveyance vehicles.

(D) Policy

The following requirements govern the use of personal conveyance vehicles on university property.

(1) Personal conveyance vehicles shall not be ridden in the following locations:

(a) Within any university building.

(b) On any ramp established for the use of persons with disabilities.

(c) On any stairs, stairways, landings, loading docks, handrails, or other raised surfaces such as ledges and parking curbs.

(d) On university structures, including but not limited to benches, column bases, walls, artwork, and sculptures.

(2) Riders shall obey all traffic signs and signals and operate at a safe speed. Riders shall yield to pedestrians at all times. Reckless or negligent operation of personal conveyance vehicles is prohibited and such vehicles shall not be used for racing, stunting, or trick riding.

(3) Personal conveyance vehicles must be parked in a manner which does not obstruct any sidewalk, street, path, or other routes of pedestrian or vehicle traffic. Bicycles and motorized scooters must be parked in provided bike racks or desigated parking areas and must not be parked on lawns or sidewalks.

(4) Personal conveyance vehicles must not be locked to trees or other landscaping, poles, signs, light fixtures, benches, fences, handrails, trash receptacles, pipes, fire hydrants, building fire connection equipment, or other fixtures.

(5) Motorized personal conveyance vehicles, including electric scooters and hoverboards, are not permitted to be stored or charged in residence halls or other university buildings.

(6) Per Ohio law, when operting a motorized personal conveyance vehicle after dark, the device or the operator must be equipped with or wearing both of the following:

(a) A lamp pointing to the front that emits a white light visible from a distance of not less than five hundred feet; and

(b) A red reflector facing the rear that is visible from all distances from one hundred feet to six hundred feet when directly in front of lawful lower beams of head lamps on a motor vehicle.

(7) When operating a personal conveyance vehicle on or off university property, riders must follow all city ordinances and state laws.

(8) The operator of a personal conveyance vehicle is liable for any injury or damage resulting from the misuse or improper storage of the vehicle.

(9) Personal conveyance vehicles found in violation of this policy may be removed by BGSU police, or other university staff at the direction of BGSU police, and impounded.

(E) Safety

(1) Use of a helmet is strongly recommended.

(2) Operators should not carry passengers unless the personal conveyance vehicle is designed for more than one rider.

(3) Operators must not be under the influence of drugs or alcohol when riding.

(4) Use of headphones or ear buds while riding is strongly discouraged.

(F) Violation and accountability

Individuals that violate this policy will be subject to having the personal conveyance vehicle removed and impounded, as well as being subject to employee corrective action procedures, the code of student conduct, the Ohio Revised Code, and the city of Bowling Green Code of Ordinances, as applicable.

The university is not responsible for the cost of locks, chains, other security devices, or any other item that may be damaged or destroyed because of the removal of a personal conveyance vehicle; or for damages thay may occur during impoundment.

Additional information about impound and storage fees can be found at the BGSU police webpage under "Impound and Storage Fees."

Equity impact statement: The policy has been assessed for adverse differential impact on members of one or more protected groups.

Last updated April 14, 2022 at 8:59 AM

Supplemental Information

Authorized By: 3341
Amplifies: 3341
Prior Effective Dates: 3/17/2015

Rule 3341-6-41 | Social networking media policy.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

Social networking media is a popular and powerful mechanism for timely communications to the entire world about news and events occurring at Bowling Green state university. It has also become common to integrate classroom instruction and assignments with these technologies. BGSU recognizes the use of social media by its faculty, staff and students to communicate factual information regarding the university. However, posting to social networking media on behalf of BGSU must adhere to this policy.

(B) Policy

General

(1) All usage of official BGSU social networking media is to be consistent with all relevant policies of BGSU. This includes, but is not limited to the following policies:

(a) BGSU information technology policy

(b) Codes of student conduct

(c) Administrative and faculty staff handbook

(d) Academic charter

(e) Users should also be aware of any additional policies created by colleges, departments, student organizations, etc.

(2) All users of official BGSU social networking media must be aware of and comply with all federal, state, local, and other applicable laws, contracts, regulations, and licenses. This includes, but is not limited to the following:

(a) Family Education Rights and Privacy Act (FERPA)

(b) Equal employment opportunity commission (EEOC)

(c) Health Insurance Portability and Accountability Act (HIPAA)

(d) Digital Millennium Copyright Act (DMCA)

(3) The creation of new official BGSU social media presence must be reviewed and approved prior to implementation by the office of marketing and communications.

(4) All users of official BGSU social networking media should follow the BGSU social networking guidelines.

(5) No BGSU data that is considered limited use or restricted should be posted to social networking media.

(6) Enforcement and sanctions

Individuals or entities in violation of the BGSU social networking media policy will be referred to the appropriate disciplinary authority for review and action.

(C) Policy definitions

Disciplinary authority entity at BGSU that has ability to enforce sanctions upon a classification of an affiliated member of the BGSU community. Some examples include: Supervisors and human resources for staff members, department chair or provost office for faculty, student affairs for students.

Limited use (data) data BGSU may release if it chooses to waive exceptions to the public records law and place conditions or limitations on such release. Notification of unauthorized access is not required to the victims or other outside entities. (Some examples include BGSU intellectual property, BGSU ID numbers, campus security details, internal memorandums, etc.)

Restricted (data) data release prohibited by federal laws, state laws, and/or contractual obligations. For data to be defined as restricted, notification of unauthorized access is required to the victims or other outside entities. (Some examples include, social security numbers, student records, financial account data, driver's license numbers, health records, etc.)

Social networking media internet based technologies that are typically very accessible and scalable allowing users to post content on topics in various forms. Some forms of social media include, wikis, blogs, podcasts, and forums. Some specific examples include, but are not limited to, Facebook, Twitter and Wikipedia.

Date: August 13, 2013

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-42 | Reservations for use of campus grounds.

• Effective: May 5, 2023
• Promulgated Under: 111.15

(A) Policy statement and purpose

In furtherance of the fundamental constitutional right to free speech, the university provides a marketplace for the free exchange of ideas. The university reserves the right to determine the time, place and manner of use of campus grounds for such free exchange so as not to interfere with the mission and regular operation of the institution. All reservations for use of campus grounds must conform to this policy and to local, state and federal laws.

(B) Definitions

"Approving office" is the office designated to receive an application to reserve campus grounds.

"Campus grounds" are designated campus grounds and non-designated campus grounds.

"Decisional authority" is the office designated to receive an appeal.

"Designated campus grounds" are the Union oval, Carillon park, Wolfe center terrace, Alumni gateway, and Bowen-Thompson quadrangle. Anyone (including visitors) may apply to reserve designated campus grounds.

"Non-designated campus grounds" are all other outdoor campus areas not included in the definition of designated campus grounds.

(C) Policy

(1) Application to reserve campus grounds

Each application to reserve campus grounds must be in writing; identify the applicant and their affiliation with the university (if any); describe the nature of the event; and state the proposed location, date, and time of the event.

(2) Where to apply

(a) Anyone (including campus visitors) desiring to reserve designated campus grounds must submit a reservation request to the conference and event services (C&ES) located in no. 231 Bowen-Thompson student union, 419-372-9000.

(b) Recognized student organizations, academic departments, and other university units may reserve non-designated campus grounds located adjacent to residence halls and the Greek village. These reservations may be made directly with the office of residence life at no. 301 Hayes hall, 419-372-2011.

(c) Recognized student organizations, academic departments, and other university units may reserve intramural fields with the department of recreation through requests to the Perry field house, 419-372-9000. https://www.bgsu.edu/recwell/outdoor-recreation-spaces.html.

(d) Non-designated campus grounds areas other than those described in the preceding paragraphs may be reserved through C&ES for activities sponsored and approved by university departments and recognized student organizations. Academic use has priority, and a reservation may be changed or cancelled if a conflict with any academic program develops. In general, grounds adjacent to academic buildings are not available when classes are in session.

(3) When to apply

An application must be submitted at least five university working days before the requested date of use to facilitate review by multiple university departments. If the event does not involve factors that require multiple university department approvals, the approval may be given in as few as three university working days.

(4) Approval of application

The approving office may contact the applicant to resolve any questions concerning the request, and to determine the compatibility of the event with operations of the university. The approval of an application will be in writing and will specify the boundaries of the area to be used, the date for which the use is approved, the time at which the reservation for the use expires, and any special provisions concerning the use of the space. The university will approve an application unless there is reason to believe that one or more of the following are present:

(a) The proposed time is between five p.m. of the Sunday before each week of final exams through the end of the final exam period.

(b) The proposed location is unavailable at the time requested because of an event previously planned for that location.

(c) The event would prevent, obstruct, or unreasonably interfere with the regular academic, administrative, or student activities of the university or other university-approved activities.

(d) The event would unreasonably obstruct pedestrian or vehicular traffic.

(e) The applicant is a recognized student organization that is subject to a disciplinary restriction or loss of privileges that prohibits the event or has damaged university property and failed to pay in full for the damage.

(5) General provisions

All uses of campus grounds are subject to the following requirements:

(a) Use of amplification equipment must be in accordance with regulations as stated in rule 3341-6-03 of the Administrative Code, "Use of Amplified Sound on University Premises."

(b) No structure may be erected on campus grounds without prior written approval. See paragraph (D) of this rule.

(c) Notice of cancellation must be given to the approving office at least two university working days before the scheduled activity or event.

(D) Use of temporary structures

Any use of temporary structures on campus grounds requires the prior approval of the director of the Bowen-Thompson student union or designee.

(1) Temporary structures of any type may have no more than three closed sides.

(2) Generators, space heaters, cooking equipment, or any other appliances cannot be used in temporary structures.

(3) Temporary structures must comply with all applicable laws and regulations.

(4) Personal property in a temporary structure must be attended to at all times as the university will not be held responsible for any damaged, lost, or stolen items.

(5) Any use of university utilities requires prior written approval of the director of the Bowen-Thompson student union or designee.

(E) Appeals

(1) If a recognized student organization's request for the use of campus grounds (designated or otherwise) is denied, they may appeal to the dean of students or designee. If an academic unit's request for the use of campus grounds (designated or otherwise) is denied, they may appeal to the provost or designee. If any other request to use designated campus grounds is denied, the requestor may appeal to the vice president for finance and administration or designee.

(2) All appeals must be made as follows:

(a) A written appeal describing the objections to the denial must be filed no later than five university working days after receipt of notice of the denial. Notice of the appeal must be provided to the office which denied the request.

(b) The decisional authority shall decide the appeal as soon as practicable, and in any event within five university working days of receipt of the written appeal.

(c) The decisional authority shall convey the appeal decision, in writing, to the appealing party with a copy of the decision being provided to the office which denied the request.

(3) The decisional authority's decision is final.

Equity impact statement: the policy has been assessed for adverse differential impact on members of one or more protected groups.

Last updated May 5, 2023 at 4:01 PM

Supplemental Information

Authorized By: 3345
Amplifies: 3345
Prior Effective Dates: 3/17/2015

Rule 3341-6-43 | Student e-mail.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

Official university email accounts are required for all BGSU students. The official BGSU email address for all students will be in the form: [e-mail].

Undergraduate students receiving email at the official BGSU email address will have these messages automatically forwarded to their office 365 email box using their [e-mail] address.

(B) Policy

At the time of admission or initial registration, all students are given a BGSU account. Students may anticipate that official university correspondence will come to them through this email account and should access this email account on a regular and timely basis.

Additionally, all students should recognize that their BGSU account is currently part of the authentication process used for accessing the MyBGSU portal. MyBGSU is an essential university tool used for administrative and academic correspondence. It is expected that students will be required to use this tool to access one or more administrative or academic services at the university, such as grade reports, class registration and class assignments/announcements.

(1) University use of email - Email is a mechanism for official communication within Bowling Green state university. The university expects that such communications will be received and read in a timely fashion. Official email communications are intended only to meet the academic and administrative needs of the campus community. As stewards of the process, information technology services is responsible for directing the use of official student email.

(2) Assignment of student email - A BGSU account registration web site is available to allow students to set up their BGSU account online. This page is located at http://www.bgsu.edu/newaccount.

Admitted students will receive an information packet that includes information necessary to create their BGSU account.

Students on the main campus can use the Web service or can register for an email account by bringing their official BGSU ID to the technology support center in 110 Hayes hall. Firelands students can register for an account online or by visiting the Main lab in 231 North and bringing their official BGSU ID. Accounts must be created before the university can correspond with its students using the official email accounts.

Official email addresses will be directory information unless a student requests otherwise.

(3) Expectations about student use of email - Students are expected to check their email on a frequent and consistent basis in order to recognize that certain communications may be time critical. "I didn't check my email," error in forwarding mail, or email returned to the university with "mailbox full" or "user unknown" are not acceptable excuses for missing official university communications via email. Additionally, no student should share his or her BGSU password with any other individual. Such sharing could facilitate violations of federal, state, and/or local laws and therefore is prohibited.

(4) Redirecting of email - Students who wish to have email redirected from their official university email address to another email address (e.g., @aol.com, @hotmail.com), may do so, but at their own risk. The university will not be responsible for the handling of email by outside vendors. Having email redirected does not absolve students from the responsibilities associated with the official communication sent to their BGSU account. In order to forward email, please contact the technology support center in 110 Hayes hall or by telephone at 419-372-0999.

(5) Authentication of confidential information - It is a violation of university policies, including the codes of student conduct to impersonate a university officer, faculty/staff member or student. To minimize this risk of fraud, some confidential information may be made available only through MyBGSU, which is password protected. In these cases, students will receive email correspondence directing them to MyBGSU, where they can access the confidential information only by authenticating. The confidential information will not be available in the email message. Again, because password protection is a key component of MyBGSU security, students should never share their passwords or other identifying information, except as requested by the university.

(6) Privacy - Users should exercise extreme caution in using email to communicate confidential or sensitive matters, and should not assume that email is private or confidential. It is especially important that users are careful to send messages only to the intended recipient(s). Particular care should be taken when using the "reply" command during email correspondence.

(7) Educational uses of email - Faculty will determine how electronic forms of communication (e.g., email) will be used in their classes, and will specify their requirements in the course syllabus. This "official student email policy" will ensure that all students will be able to comply with email based course requirements specified by faculty. Faculty can therefore make the assumption that students' official BGSU accounts are being assessed and faculty can use email for their classes accordingly.

(8) Enforcement and sanctions

Use of BGSU technology resources must be completed in compliance with the BGSU information technology policy (http://www.bgsu.edu/offices/cio/page52522.html). Any violations will be referred to the appropriate disciplinary authority for review.

Date: August 6, 2013

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-44 | Tax exemption certificates.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

Bowling Green state university purchases are exempt from sales tax based on the exemption found in division (B)(1) of section 5739.02 of the Revised Code "sales to the state or any of the its political subdivisions"

(B) Policy

The university is exempt from all Ohio sales taxes and many federal excise taxes. Tax exemption certificates will be furnished to a vendor requesting them. Please provide the vendor's name, address, fax number, and if possible, a contact person. If you are using a purchase order, the tax exemption statement and the federal tax ID number is printed at the bottom of the order.

Note: The business office is the only office authorized to furnish this certificate.

Date: July 1, 2014

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-45 | Time reporting.

• Effective: March 17, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

Bowling Green state university requires time reporting of all employees as outlined in the policy below in order to make accurate and timely wage payments to all university employees.

(B) Policy

(1) Classified staff employees are required to complete a time reporting form when there is an exception to working a forty-hour week. Exceptions include use of sick leave, vacation, overtime, personal time, leave without pay, etc. The time reporting form is to be submitted to the immediate supervisor who will review and indicate approval by signing it. Any changes made by the immediate supervisor are to be communicated back to the employee.

For classified staff employees, time reporting forms are due in the payroll office on Monday following the previous week. The employee's immediate supervisor will determine when the forms are to be completed and turned in at the unit level. For absent employees, immediate supervisors will complete and submit a Time Reporting Form in order to meet established deadlines.

(2) Administrative staff employees are required to submit a time reporting form (for reporting leave only) to the payroll office on a monthly basis on or before the fifth of each month. The immediate supervisor must sign the exception sheet prior to submission.

(3) Faculty are expected to be in attendance for all classes and office hours. Absences are to be reported to the chair/director of the unit so that appropriate coverage can be arranged. However, no time reporting form is expected.

(4) Related polices

Additional information on the time reporting policy may be found in the administrative staff handbook and the classified staff handbook.

Date: July 1, 2014

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-46 | University food service policy.

• Effective: August 23, 2022
• Promulgated Under: 111.15

(A) Policy statement and purpose

The purpose of this policy is to reduce the risks associated with providing food service at university events.

(B) Policy scope

This policy applies whenever food is provided at meetings or events sponsored by or on the behalf of BGSU, whether they occur on or off campus. It also applies to any non-university entity providing food for university events.

(C) Policy definitions

(1) Low-risk foods: low-risk foods are ambient-stable foods.

(a) Examples of low-risk foods include bagels, baked goods, pies (no cream), cakes, packaged snack foods, candy, popcorn, fresh and dried fruits and vegetables, purchased ice cream.

(b) BGSU also considers pizza and lunchmeat sandwiches and subs low-risk food.

(2) High-risk foods: high-risk foods include any food that may become harmful to the consumer if it is not stored or handled correctly.

(a) Examples of high-risk foods include cooked meat and poultry, raw meat, seafood, pancakes containing milk or egg, desserts containing dairy products, tofu, cooked rice, and pasta dishes containing dairy or meat, home-made ice cream.

(b) High-risk products such as mayonnaise, milk, and dairy creamer can be treated as low-risk when served in single-serve units.

(D) Policy

(1) University-approved caterers have exclusive service rights for all events in their respective service areas (currently AVI for athletic venues and BGSU dining for the rest of campus, Firelands: approved list maintained by budget and operations office).

(2) Only university-approved caterers are permitted to sell/resell, manage the preparation of, and/or serve high-risk foods on campus. This rule applies to all areas, events, and departments on campus, including non-university entities wishing to provide food at events, meetings, etc.

(3) Food trucks brought onto campus must be coordinated through the applicable university-approved caterer (budget and operations office on Firelands campus).

(4) Food served on the BGSU campus must be approved and coordinated through the designated booking agent of the venue it is being provided in. Please see the booking agent for venue specific requirements, as each location may have additional terms and conditions for food service.

(5) Foods served should be labeled when appropriate to identify the presence of common food allergens (e.g. milk, eggs, peanuts, soybeans, fish, wheat, shellfish, tree nuts such as walnuts and pecans).

(6) There are two limited exceptions to the exclusive service rights of the university-approved caterers. Those exceptions are:

(a) Small events: Foods may be purchased elsewhere for on-campus events, provided that the total food cost does not exceed two hundred fifty dollars for the event. This exception does not apply to an event in the Bowen Thompson student union or Olscamp hall 101, where all food purchases must be from BGSU dining outlets and/or provided by BGSU catering regardless of dollar amount, unless the event is for fundraising by a registered student organization (see paragraph (E)(2) of this rule). Firelands: coordinate through the budget and operations office.

(b) Donated food: donated food may only be served when participation is free or voluntary donations are accepted from attendees. Donated food may not be used when an entrance fee is required. Home-canned foods may not be served. Written approval must be received from university-approved caterers before donated high-risk food may be utilized on campus.

(E) Registered student organizations

(1) When student organization allocation board (SOAB) funds are being used to purchase food and/or beverages on campus, BGSU dining/catering must provide this service.

(2) Donated products for the purpose of fundraising may be served in Bowen Thompson student union and Olscamp hall 101. A food donation request form must be submitted for approval by conference and event services (C&ES). Any liability associated with donated food will be the responsibility of the registered student organization sponsoring the event.

(3) Low-risk food distributed for fundraising purposes must be sold as "donation only."

(4) Baked goods provided for the purpose of fundraising for registered student organizations must meet the low-risk food requirements. Additional guidelines for serving baked goods can be found on the risk management website.

(F) Other exceptions

(1) At their sole discretion, university-approved caterers may elect to provide food services themselves or allow a third-party caterer to provide food services at an on-campus event. Any such authorization must be obtained in writing from the university-approved caterer for the venue where the event will be held (budget and operations office for Firelands). University-approved caterers may provide a list of authorized third-party vendors, which should be utilized.

(2) This policy does not apply to traditional "office potlucks." An office potluck must be held within the office or department hosting the event, and the food served must be for consumption by staff members of the hosting department only. Students who do not work for the department and outside guests not are permitted to consume high-risk foods prepared for an office potluck. University funds may not be used to purchase food for an office potluck. No one may charge any money for attending an office potluck.

(3) Unaffiliated, third-party entities renting facilities (typically the Perry field house or the student recreation center) may operate a concession stand serving high-risk foods according to the following requirements:

(a) Sales must be not-for-profit as a fundraising activity for the sponsoring entity.

(b) A temporary food service license may be required from the Wood (or Erie for Firelands) county health department if serving any food other than commercially pre-packaged items. Acquisition of and adherence to the license is the responsibility of the third-party.

(c) The designated booking agent for the facility will verify a license has been obtained (if one is required).

(d) The third party entity is responsible for the safety of the food served under the temporary food license and any associated liability.

(4) Tenants living in greek housing are permitted to serve high-risk foods at approved events located within the greek housing courtyards according to the following requirements:

(a) The event is registered with student engagement.

(b) A person in charge (PIC), designated by the group hosting the event, must be onsite throughout the event to oversee food preparation and service. This person must complete and/or maintain current ServSafe certification status.

(c) All high-risk food to be served at the event must be prepared on-site, and under the supervision of the PIC.

(d) No SOAB allocated fund source may be used to purchase any food (high-risk or low-risk) to be served at the event.

(e) High-risk food must be free to attendees of the event (no sale/resale or donations may be accepted).

(G) Off-campus events

Events sponsored by or on the behalf of BGSU at off-campus locations, paid for or reimbursed with university or BGSU foundation funds, pose the same food risks. In order to mitigate those risks, the following rules apply:

(1) High risk foods may only be prepared by individuals trained and licensed to do so. All high-risk food must be provided by a licensed caterer, restaurant, or other professional food provider such as a grocery store.

(a) Student organizations, for the purpose of fundraising, may prepare high risk food under the supervision of a PIC (see paragraph (F)(4) of this rule). All high risk food for fundraising must be distributed as "donation only" and appropriate city permits must be obtained.

(b) High risk food may be prepared as part of an educational field experience for members of the class/group.

(2) Event hosts have a duty to handle and maintain food per recommended food safety guidelines to prevent contamination and spoilage.

(H) Implementation of policy

This policy is implemented by risk management with support from conference and event services (C&ES) and BGSU dining; budget and operations office on the Firelands campus. For questions pertaining to this policy, please contact risk management.

Equity impact statement: the policy has been assessed for adverse differential impact on members of one or more protected groups.

Last updated August 29, 2022 at 8:37 AM

Supplemental Information

Authorized By: 3345
Amplifies: 3345
Prior Effective Dates: 3/17/2015

Rule 3341-6-47 | University travel expense.

• Effective: October 17, 2019
• Promulgated Under: 111.15

(A) Policy statement and purpose

The purpose of this policy is to provide guidance and direction for university employees traveling on university-related business. It is not intended to address every travel-related issue, exception or contingency that may arise in the course of university travel. Specific issues not covered should be directed to the office of the vice president for finance and administration for clarification and resolution.

(B) Policy

Bowling Green state university shall conduct its business-related travel activities in an efficient and cost-effective manner that supports the mission of the university while maintaining compliance with applicable state and federal laws and regulations. All university travel reimbursement requests shall be administered through the division of finance and administration (and not through a department's petty cash account) and will be conducted in a manner that is compliant with applicable federal and state regulations and best practices.

Employees who travel on university business are encouraged to incur the lowest practical and reasonable expense while still traveling in an efficient and timely manner. Those traveling on university business are expected to avoid impropriety, or the appearance of impropriety, in any travel expense. Employees should conduct university business with integrity, in compliance with applicable laws and Ohio ethics guidelines, and in a manner that excludes consideration of personal advantage.

Should an expense be incurred that is subsequently determined to be improper or in excess of normal costs of travel, the traveler may not be fully reimbursed.

In the event an expenditure is reimbursed that is later deemed to be ineligible as a tax-free reimbursement as a result of post-reimbursement audit procedures, the amount will be included in the employee's W-2 as taxable income.

More restrictive policies and procedures may apply to travelers receiving funding from restricted sources (e.g., federal, private and/or state grants) or from departments, programs or centers that have chosen to enact more restrictive travel reimbursement practices.

Employees are responsible for following this policy and, if applicable, the policy of their particular program or department.

(1) University approved travel

The university follows IRS regulations which provide that daily transportation expenses incurred while traveling from home to one or more regular places of business are generally non-deductible personal commuting expenses, and therefore, will not be reimbursed. University approved travel is generally defined as transportation on university business in excess of one's normal commute and includes any travel on official university business from home or primary work location to another, secondary destination, and return to home or primary work location from a secondary location i.e., the university will reimburse the shorter distance of

(a) Home to temporary business or meeting locations or

(b) University to temporary business or meeting location

(2) Restricted fund programs (e.g., grants and contracts)

This policy applies to all restricted fund programs. However, if specific agency guidelines for a restricted fund program are more restrictive than university policy, the agency rules apply. Principal investigators and others traveling on restricted funds should be familiar with the allowable cost provisions of their funded program. In no case will an amount larger than that allowed under the university's policies be reimbursed. Travel expenses that do not conform with both this policy and the grant funded program guidelines will not be reimbursed or charged to the sponsoring agency.

(3) Travel authorization

All travel must be authorized in advance and approved by the traveler's supervisor. Please note that individual departments may have chosen to delegate travel authorization to the applicable budget administrator. If the budget administrator or any department head is the traveler, the travel must be authorized by his/her next level of supervision.

The approval of the travel expense report by the traveler and his/her supervisor constitutes certification to the accuracy and appropriateness of all expenses and allowances listed as actually necessary in the performance of official university business and in conformity with university travel policy and procedures.

(4) Travel expenditures

Generally, travel expenses should not be paid in advance (e.g., hotel, meals). However, allowable travel items charged to a university purchasing card (e.g., airfare, conference registration) may be charged in advance. Any unused airline or train ticket purchases remain the property of the university. Advances of university funds for individual travel purposes are not permitted.

Generally, no personal travel expenditures will be reimbursed without a receipt. The IRS permits the following exceptions: de minimis expenditures (individual small dollar purchases less than twenty-five dollars for items such as bridge tolls, short term parking, and cab fare) and meal per diem.

All foreign travel must be registered, in advance of departure, in the international travel registry (located on the international programs and partnerships website) to be reimbursable.

Expense reimbursements must be submitted within ninety days of travel. Reimbursements submitted after ninety days, if approved, will be made as a taxable reimbursement.

(5) Air travel

(a) Common carrier

University employees are expected to take advantage of the lowest airfare available and to obtain the lowest possible fare by booking travel tickets well in advance of planned travel times, whenever possible.

No reimbursement will be made for first-class or premium rates where other options are available. Expenses claimed under this section must be supported by a ticket stub, receipt, confirmation, or similar evidence of expense showing the details (destination and cost) of travel.

(b) Private or chartered aircraft

The use of private or chartered aircraft requires written authorization by the president or a vice president. Reimbursement shall not exceed the equivalent of the lowest available common air carrier rate available at the time the travel was authorized plus necessary commercial ground transportation to the travel destination.

The employee must submit with his/her travel expense report a copy of the written authorization to use a private or rented aircraft (receipts are required for rental) indicating a private or chartered aircraft was used.

Note that the university's general travel risk insurance covering employees while in travel status does not provide coverage to employees while piloting an aircraft. Consistent with the way travel is managed for personal autos, it is understood that the primary insurance for aircraft hull and liability shall be the responsibility of the owner of the aircraft or the employee if the employee is the owner. The cost to maintain this insurance is not recoverable beyond the mileage allowance that is paid.

(c) Frequent flyer miles and hotel reward programs

Frequent flyer miles and hotel reward program credits earned through travel on university business cannot be used for personal purposes. These miles and credits must be applied to future university travel. Each employee is personally and legally responsible for tracking accrual and usage for auditing purposes.

If an employee is regularly paying for multiple travelers (such as athletic team or conference travel), the university purchasing card must be used.

(d) Airport transportation and parking

Airport parking and airport transportation will be reimbursed based on actual receipt (unless de minimis). Other services that may be available at a parking facility such as car washing, detailing, oil changes, are personal in nature and are not reimbursable.

(6) Miscellaneous transportation and expenses

If the traveler is required to use other transportation (bus, taxi, subway, ferry, etc.) between airports, between home and the departure point, at a destination or overnight lodging, the actual cost of the transportation will be reimbursed. Receipts must be obtained and provided for any fare that exceeds twenty-five dollars.

(7) Personal automobile

The use of a privately owned vehicle will be reimbursed at the current IRS mileage rate in effect at the time of travel. The IRS-specified mileage rate is intended to cover all expenses incurred for using a privately owned vehicle except parking fees and tolls.

Mileage reimbursements for a traveler who chooses to drive rather than fly should not exceed the lowest round trip coach airfare available at the time travel was authorized. The traveler must supply documentation to support what the airfare would have been at that time.

It is the responsibility of the owner of the vehicle being used for business to carry adequate insurance coverage. The owner's personal insurance on the vehicle is considered primary at all times. It is the responsibility of the vehicle owner to maintain insurance in an amount sufficient to pay for any loss and as required by the laws of the state of Ohio. The university does not provide coverage for loss of or damage to personal vehicles of employees when used in conjunction with university travel. Likewise, the university is not responsible for the loss of or damage to any personal property stored in the vehicle.

Expenses for the maintenance and repair of privately owned vehicles used for university business are the responsibility of the traveler.

(8) Car rental

Rental cars are authorized if their use is as economical as any other type of transportation. Additionally:

(a) Reimbursable expenses. Travelers may be reimbursed for a rented vehicle and for the gasoline purchased for official university business in the rental vehicle.

(b) Vehicle class. University guidelines do not provide for the reimbursement of luxury vehicles. The university standard is an intermediate size car or comparable vehicle.

(c) Insurance. The employee should waive the rental company's loss/damage supplemental liability and/or personal accident insurance when utilizing the university vendor (Enterprise). Insurance should be accepted when renting outside from other companies.

(d) International rentals. An international driver's license or permit may be needed in addition to your U.S. driver's license, in which case, the cost can be reimbursed with receipt. For travel outside the United States, the employee should accept the liability and collision damage insurance offered through the rental company.

(9) Meals

The university will reimburse meals at the IRS standard per diem rate (revised annually as published by the U.S. general service administration "GSA"). When travel is to a location designated by the IRS as a high-cost area, the traveler may be reimbursed at the higher per diem rate. The per diem allowance includes incidental expenses such as fees and tips for porters, baggage carriers, housecleaning and bell staff, therefore, requests for reimbursements of these types of expenses will be disallowed.

IRS per diem rates are provided as a total daily rate. For purposes of calculating partial days, breakfast represents twenty percent of the daily per diem total, lunch represents thirty-one per cent of the daily per diem total, and dinner represents forty-nine per cent of the daily per diem total.

University travelers do not qualify for personal meal reimbursement during same-day travel. IRS regulations require that an employee be away from home substantially longer than an ordinary day's work AND during the time away from home, need sleep or rest (referred to as the "overnight rule" i.e., overnight stay is required).

No alcoholic beverages of any kind can be reimbursed from university funds.

For partial days of travel, meals will be reimbursed for one day prior and one day after an overnight stay for traditional meal times that occur during the travel. The maximum reimbursement will be at the published GSA rate at the time of travel.

(a) Conference meals

No reimbursement will be made for a meal that is provided as part of a conference registration fee. Reimbursement may be made for meals in excess of per diem allowances, when such meals are an integral part of the conference or seminar and are listed separately on the registration materials or are included in the cost of the conference or seminar. Supporting documentation such as the registration receipt or printed material showing which meal(s) are covered is required. Conference meals will be reimbursed regardless of the overnight stay requirement.

(10) Lodging

Travelers will be reimbursed at the actual, reasonable single room rate for university business that is fifty miles or more from the traveler's primary work assignment. The reasonableness of the hotel will be determined by the immediate supervisor of the employee. Hotel stays in Toledo are not reimbursable unless part of a conference. Exceptions to the fifty mile rule will only be granted for exceptional circumstances.

When travel on official business requires overnight lodging more than fifty miles from the traveler's home or headquarters, reimbursement will be made for the actual and reasonable cost plus taxes per night. When in the state of Ohio, the traveler should inquire as to the availability of a state tax exemption due to the tax exempt status of the university. A copy of the university's tax exemption certificate may be obtained from the office of controller webpage.

Personal expenses such as in-room movies, non-business telephone calls, in-room beverage or snack bars, child care, recreational activities, and other similar expenses will not be reimbursed.

(11) Additional information:

Additional statements related to travel expense may be found in other policies issued by finance and administration or individual divisions, colleges or departments.

Related policies: 3341-6-08, "Business entertainment expense."

Supplemental Information

Authorized By: 3345
Amplifies: 3345
Prior Effective Dates: 3/17/2015

Rule 3341-6-48 | University vehicle use.

• Effective: November 24, 2015
• Promulgated Under: 111.15

(A) Policy statement and purpose

Members of the Bowling Green state university (BGSU) community engage in many activities requiring university-provided transportation. The university is committed to protecting both the vehicles and especially the people involved in these activities. Because of the hazards such transportation activities may involve, the following policy has been adopted by the university. This policy is applicable to anyone driving a university vehicle.

University vehicles include all fleet vehicles owned or leased by the university, as well as any vehicles purchased, leased, or rented by the university and assigned to individual employees or departments for their use.

(B) Policy

(1) Allowable use of university vehicles

(a) University vehicles are to be used by employees, students and approved university affiliates for official business of the university only.

(b) Only properly authorized drivers may drive.

(c) Drivers must be eighteen years of age or older.

(d) Use of a university fleet vehicle, or assigned vehicle, while off-duty or on-call is allowable in certain situations provided there is sound business justification and the use has been authorized in advance by the appropriate divisional vice president.

(e) University-owned or leased vehicles provided to individual employees in the course of their employment may be used for limited personal use. However, monthly driving logs documenting personal miles must be maintained and provided annually (by November thirtieth) to the business office for inclusion as a taxable benefit on the employee's W-2 reporting.

(2) Misuse of university vehicles

(a) Driving a university vehicle without proper authorization.

(b) Permitting unauthorized persons to drive.

(c) Driving under a suspended license.

(d) Engaging in unsafe practices while driving, including failure to wear a safety belt, driving under the influence of alcohol or illegal drugs, or any practice which is a distraction.

(e) Falsification of mileage statements, maintenance records, accident report forms or other forms relative to use of the vehicle.

(f) Personal use or carrying passengers other than persons directly involved with the university except with the approval of the applicable divisional vice president, or as authorized above.

(g) Failure to comply with any law, regulation, or policy regarding the use of university vehicles, including the requirement to complete a university approved defensive driver training course when necessary.

(h) Known transport of hazardous materials.

(i) Possession of a firearm in a motor vehicle, except by university police.

(j) Smoking within the vehicle.

(3) Authorization

(a) Only drivers with a valid driver's license may operate a university vehicle.

(b) University-provided vehicles are not to be used for personal use except as authorized and described above.

(c) All drivers must be approved per the guidelines outlined by risk management.

(d) Because of the special risks they pose, drivers of large passenger vans (vans with eight seats or greater) must meet the requirements set forth in the university's vehicle use and van driver safety policy.

(e) Commercial drivers must have a current valid commercial driver's license (CDL) and complete all necessary educational requirements for those who drive commercial vehicles in Ohio as well as meeting any federal guidelines regarding education and eligibility standards.

(f) Visitors from other countries must possess an IDP international driving permit in addition to holding a valid license from their country. They must also personally attest to their driving history if written verification is unobtainable.

(g) Any fines for tickets issued to the driver including parking tickets are the responsibility of the driver.

(4) Violations

Misuse of university vehicles and violations of this policy will be subject to university disciplinary actions and penalties as contained in the Ohio revised code for the misuse of state owned or leased vehicles.

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-49 | BGSU web privacy policy.

• Effective: September 8, 2016
• Promulgated Under: 111.15

(A) Policy statement and purpose

Bowling Green state university (BGSU) uses best industry practices for website user privacy. This policy shall guide developers and users regarding website privacy guidelines for BGSU.

(B) Policy scope

This policy applies to webpages that are developed and maintained by BGSU. The university is not responsible for unofficial pages (i.e. those belonging to individual faculty or other staff members).

In addition, some webpages maintained by BGSU contain links to external websites. BGSU is not responsible for any content, availability or privacy policies of such non-BGSU sites.

(C) Policy

(1) Personal information

(a) At times BGSU may require contact information (i.e. name, address, email address, ZIP code and country of residence) to be provided when requesting information about college programs and services. This contact information is used to provide you with the specific information you requested. Occasionally, you may receive subsequent notifications of important information regarding the programs or services for which you made your initial inquiry.

(b) A user's browser sends us a variety of information such as IP (internet protocol) address, browser session, SSL encryption and URL (uniform resource locator). This information lets us know how the user is finding our site and which pages they have visited most often. All of this is used to improve the navigation of the site and to make it more useful for our visitors.

(c) In addition to the information provided by the browser, we also collect information that the user voluntarily provides when filling out any information request or an application for one of the programs featured on our site.

(2) Online advertising

(a) Certain BGSU websites utilize the Google AdWords marketing service to advertise on third-party websites (including Google). Third-party vendors use cookies to serve ads based on someone's past visits to the BGSU website. Any data collected will be used in accordance with our own privacy policy and Google's privacy policy.

(b) Users can set preferences for how Google advertises to them using the Google ad preferences page found here: https://www.google.com/settings/u/0/ads/authenticated. In addition, you can opt out of interest-based advertising on this same webpage.

(3) Consent

By using the official BGSU website, you consent to the collection and use of information discussed above as described in this policy.

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-50 | Unmanned aircraft systems (drones and model aircraft).

• Effective: March 31, 2016
• Promulgated Under: 111.15

(A) Policy statement and purpose

The operation of unmanned aircraft systems (UAS) including drones and model aircraft, is regulated by the federal aviation administration (FAA) and relevant state law. Bowling Green state university (BGSU) seeks to permit UAS to be utilized productively in a manner that fully meets institutional, legal, public safety, and ethical responsibilities. Operation of a UAS on or over university property, and the use of university owned UAS, will comply with this policy.

(B) Policy definitions

Unmanned aircraft system (UAS): any remotely operated or controlled aircraft intended to fly within the national airspace system. Includes devices commonly referred to as drones and may also include communications, support, and navigational equipment. FAA regulations apply to all types of UAS regardless of weight or size.

University property: buildings, grounds, and land that are owned by Bowling Green state university, or controlled by Bowling Green state university via lease or other contractual agreement.

Certificate of authorization (COA) or waiver: a certificate granted to an individual or entity by the FAA for a specific aircraft for a specific activity for a specific location.

333 Exemption: an FAA exemption under section 333 of the Modernization and Reform Act of 2012 which grants an individual or entity the ability to operate a UAS for civil and non-governmental purposes and activities, other than recreational and hobbyist activity.

Model aircraft: an unmanned aircraft system that is 1) flown for hobby or recreational purposes as defined in the FAA Modernization and Reform Act of 2012; 2) capable of sustained flight in the atmosphere; and 3) flown within visual line of sight of the operator.

Operator: pilot or individual who is controlling, maneuvering, or commanding a UAS.

(C) Policy scope

This policy applies to:

(1) Employees and students operating UAS in any location as part of their university employment or as part of university academic/research program;

(2) The operation by any person of UAS on or above BGSU property;

(3) The purchase and operation of UAS with funding through the university, including grants and foundation accounts; and

(4) The hiring or contracting for any UAS services with an outside vendor

This policy does not apply to use by law enforcement in the scope of their duties.

(D) Policy

UAS use for the purpose of this policy will fall into one of three categories as defined by the FAA: government use (BGSU-owned), commercial use (contracted vendor), and private/hobbyist use (on or above university property). Each category requires the UAS operator to follow different procedures before UAS use. The following requirements govern the use of UAS within the scope identified in this policy.

(1) Any individual or group, including employees, students and contracted vendors, seeking to operate a UAS on university property, or anywhere on behalf of BGSU, is responsible for obtaining all required documentation and approvals for compliance with FAA regulations, federal and state laws, and university policies.

(2) The university's office of risk management, in conjunction with BGSU police, shall be responsible for university policy, approvals, and instructions regarding UAS use on or above university property, and for UAS use pursuant to university employment and academic/research programs.

(3) Private/hobbyist use of UAS and model aircraft on or above university property is not permitted.

(4) Government and commercial use on or above university property, or elsewhere on behalf of the university, must be approved in advance through the office of risk management to ensure compliance and insurance coverage.

(5) UAS shall be operated in a responsible manner and shall not create a hazard to university property, the university community, or the public at any time.

(6) In operating a UAS for purposes of recording or transmitting visual images, operators must take all reasonable measures to avoid violations of areas normally considered private, and the unauthorized interception or recordings of images, electronic communications, and electronic data.

(E) Violation and accountability

Individuals that violate this policy will be subject to corrective action procedures as defined in the appropriate employee handbook, collective bargaining agreement, student code of conduct, federal, state, and local laws, or as per the Revised Code.

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-51 | Individual membership payment policy.

• Effective: May 3, 2016
• Promulgated Under: 111.15

(A) Policy statement and purpose

To set forth the rules governing when university funds may be expended for individual professional membership dues or fees.

(B) Policy

University funds shall not be used to pay for individual professional memberships except under limited circumstances set forth in this policy.

University funds may be used for individual memberships for professional organizations only when having such a membership:

(1) is a necessary condition of an individual being able to perform a university job as reflected in the employee's job description; or

(2) advances a university program or purpose such as, for example, the membership is necessary for a faculty member to carry out university research responsibilities; or

(3) membership is included in a conference registration fee allowing for a reduced rate to attend the conference and the savings over the non-member registration fee rate is greater than the cost of individual membership in the organization.

The purpose for the individual membership must be documented and approved by the department chair and dean or the appropriate university officer. The supporting documentation and approvals shall be submitted with the payment request.

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-52 | Acceptable use of foundation funds.

• Effective: October 23, 2018
• Promulgated Under: 111.15

(A) Policy statement and purpose

The Bowling Green state university foundation, inc., solicits and receives gifts in support of Bowling Green state university's academic, research, and service mission. This policy outlines the acceptable use of funds held by the Bowling Green state university foundation for use by Bowling Green state university units and divisions.

(B) Policy

Funds held by the foundation are available to support the teaching, research and service missions of BGSU. Foundation funds may be used to further other educational and advancement interests and for specific stewardship purposes.

Spending policies of the Bowling Green state university foundation, inc. (the "foundation"), in so far as possible and appropriate, are congruent with the spending policies of Bowling Green state university (the "university").

These guidelines supersede any prior existing policies or other guidance regarding expenditures from funds.

(1) Acceptable fund uses

Any disbursement of funds held by the foundation must benefit the established purpose and needs of the relevant unit. In general, permissible disbursements include expenses for general support, operational needs, program expenses and other discretionary support.

All disbursements must be made in accordance with current university and Foundation policies and procedures and applicable IRS rules and regulations. All reimbursement requests must be for an ordinary and necessary business purpose. All expenditures are subject to review by foundation and/or university management.

(a) The following list provides examples of permissible uses of foundation funds:

(i) Alcoholic beverages used for official university functions and entertainment;

(ii) Flowers for:

(a) University events/official entertainment;

(b) Funerals or unique or special life events of donors or a member of a donor's family; or for individuals external to the university who have a philanthropic relationship or could have a philanthropic relationship to BGSU.

(iii) Community goodwill or sponsorship of community activities that relate to the university in some manner;

(iv) Stewardship activities or events;

(v) Travel and entertainment expenses, as permissible per Bowling Green state university's travel and entertainment policies, and designed to secure gifts or future gifts in support of BGSU;

(vi) De minimis gifts for persons external to the university who have or who could have a philanthropic relationship with BGSU; (de minimis defined as infrequent or occasional and valued at one hundred dollars or less);

(vii) Expenditures of a fundraising nature that are reasonable and necessary to the fulfillment of the foundation's fundraising goals;

(viii) Expenditures that focus on enhancing or developing alumni relations and are reasonable and necessary to promote goodwill among BGSU alumni;

(ix) Expenditures of a fundraising nature that are reasonable and necessary to the fulfillment of the duties of the administrative offices of the university.

(b) The following list provides examples of impermissible uses of foundation funds:

(i) Any expenditure that jeopardizes the foundation's status as a charitable organization, as defined by Internal Revenue Code section 501(c)(3);

(ii) Expenditures to support lobbying of an elected official or that benefit the political campaign of any candidate for public office;

(iii) Compensation of any amount that is paid for, or financial benefit that inures to, the personal benefit of an individual, as defined by IRS regulations; any prize or award that exceed de minimis amounts or frequency;

(iv) Fines, traffic tickets, parking tickets, impound and/or towing fees;

(v) Meals or reception expenses when only BGSU employees are in attendance unless there is a documented university-related, business entertainment purpose;

(vi) Flowers or gifts for a university employee, spouse or family member;

(vii) Travel or other travel-related expenses for spouse, significant other or family members;

(viii) Any expenditure that does not directly support Bowling Green state university; and is not considered a customary or reasonable expense incurred while conducting university business.

(2) Scholarships

Payments from any foundation fund for any scholarships must be coordinated and processed through the university's office of student financial aid to ensure compliance with all applicable restrictions, approvals, and regulations. No direct scholarship payment may be made to a student using foundation funds.

(3) Restricted funds- endowed and non-endowed

Expenditures from restricted funds must adhere to the guidelines outlined by the donor in the fund agreement for that specific fund. All expenditures are to be reasonable, to have a direct university purpose and to be compatible with and enhance the university's mission. All expenditures from restricted funds are subject to the permissible and impermissible fund usages described in this policy.

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-53 | Information system & database decommissioning policy.

• Effective: February 9, 2017
• Promulgated Under: 111.15

(A) Policy statement and purpose

All information systems, applications and/or databases have a life cycle. The university must have a policy that provides a pragmatic means of disposing of old, end-of-life information systems and databases that are aligned with university records retention policies and schedules. This policy shall govern how university information systems, applications and/or databases are decommissioned in compliance with university records retention policies and schedules.

(B) Policy

This policy applies to any information system, application and/or database that have been procured with university funds by any unit or employee of Bowling Green state university or any others who provide services or act under the name of the university, including contractors, vendors and consultants.

(C) Policy definitions

(1) Information system: a computer system or set of components for collecting, creating, storing, processing, and distributing information; typically including hardware and software, system users, and the data itself.

(2) Application or application program: an application program (application or app for short) is a computer program designed to perform a group of coordinated functions, tasks, or activities for the benefit of the user.

(3) Database: a comprehensive collection of related data organized for convenient access, generally in a computer.

(4) Database schema: the skeleton structure that represents the logical view of the entire database. It defines how the data is organized and how the relations among them are associated.

(5) Metadata: the data providing information about one or more aspects of other data; it is used to summarize basic information about data which can make tracking and working with specific data easier.

(6) Decommission: the act of ceasing to use an information system, application and/or database and appropriately disposing of it in a manner compliant with university records retention policies and information technology services policies.

(7) University procedures: the operating procedures developed by the responsible unit to implement this university policy. University procedures must be consistent with and not conflict with university policies. Procedures that conflict with university policies are void and unenforceable.

Any procedures developed to operationalize this policy must be reviewed and approved by the responsible unit prior to adoption and publication.

(D) Decommissioning information systems, applications and/or databases

(1) When an information system, application and/or database reaches its end-of-life and is either being replaced or is no longer needed, any unit may seek to decommission the information system, application and/or database by making a formal request to decommission said information system, application or database by delivering that request to information technology services. At a minimum, any requests to decommission an information system, application and/or database must be formally coordinated and approved in writing by each of the following three units:

(a) The university unit that is the primary user, or owner of the information system, application and/or database

(b) Information technology services

(c) The university records manager

(2) When decommissioning an information system, application and/or database, records retention policies may require that the records contained within the information system, application and/or database must be retained beyond the useful life of the information system, application and/or database. Prior to decommissioning an information system, application and/or database, the responsible office, with the counsel of the university records manager, will inventory the types of records contained within the said information system, application and/or database to ensure that the records contained therein will be maintained according to published university records retention schedules.

(3) With very few exceptions, information systems and/or applications all have an underlying database that collects the transaction history of an information system and/or application over the life cycle of the information system and/or application. For the sake of records retention purposes and to pragmatically avoid unnecessary software licensing, the underlying databases may be decoupled from their original information system and/or application if, and only if, the data contained within the underlying database can be retrieved in its original context to meet valid records requests throughout the required records retention schedule. For the avoidance of doubt, the following are considered adequate alternative ways of retaining databases for records retention purposes:

(a) Prior to decommissioning an information system and/or application, capture each and every standard report that comes standard with said information system and/or application into a .pdf document if practical.

(b) If it is impractical to capture all of an information systems' and/or applications' standard reports, the underlying database may be retained for records retention purposes. However, this alternative may only be employed if, and only if, the metadata or data schemas associated with the database can also be documented for future use in retrieving records via database queries to render records to satisfy any valid records requests.

(c) Finally, if neither of the above two alternatives can be achieved, then information technology services must retain the original information system, application and/or database for records retention purposes until all record series retention schedules have expired.

(4) As each record series reaches its record retention expiration date, information technology services will coordinate and seek approval to purposefully destroy records according to university records retention policies and procedures.

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-54 | Programs and activities with minor participants.

• Effective: March 9, 2017
• Promulgated Under: 111.15

(A) Policy statement and purpose

As part of its educational mission, Bowling Green state university (BGSU) sponsors many programs and activities that are specifically for minor children or in which minor children participate. The university also makes its facilities available to outside groups and organizations that conduct programs directed towards or that include minor children. BGSU is committed to providing a safe environment for all members of the university community as well as all those who participate in programs and activities on campus or who use or visit campus facilities. Because minor children are a particularly vulnerable population, this policy has been adopted to address the special concerns when minor children participate in university sponsored activities or other activities utilizing university facilities.

While the primary purpose of this policy is to protect minor children, adherence to this policy will also serve to protect members of the university community and other adults participating in programs involving minors from false allegations of abuse.

In addition to the requirements of this policy, employees and volunteers must adhere to obligations that may be imposed by applicable law, including but not limited to sections 2151.421 and 2921.22 of the Revised Code.

(B) Policy definitions

Authorized adult	Individuals, age eighteen and older, paid or unpaid, who supervise, chaperone, or are otherwise responsible for or oversee minors in covered programs. This includes, but is not limited to, faculty, staff, volunteeers, graduate and undergraduate students, interns, student employees, employees of temporary employment agencies, and independent contractors/consultants. Authorized adults' roles may include positions such as counselors, chaperones, coaches, instructors, etc.
Care, custody, or control	When an adult(s) is present and has primary responsibility for supervision of minors at any given point throughout activity or program with minors. At least one adult must have care, custody, or control of minors at all times during covered programs.
Covered programs	Any: (1) event, operation, or endeavor operated, conducted, or organized by the university or by a third-party contractor, (2) that includes minors, and (3) during which parents or guardians are not expected to be responsible for the care, custody, or control of the minors.
Minor	Any participant in a covered program who is under the age of eighteen. This does not include persons under the age of eighteen who are enrolled for academic credit or have been accepted for enrollment.
One-on-One interactions	An intentional or purposeful interaction when one individual to whom the policy applies is alone with one minor.
Sponsoring entity	The entity offering the covered program. For programs offered by the university, the academic or administrative unit or registered student organization offering the program. For programs offered by third-party contractors, the organization or person that is contracting for the use of university facilities.
Third-Party contractor	A non-university entity contracting the use of university facilities to host events involving minors.
University facilities	Facilities owned by, or under control of, the university.

(C) Policy scope

(1) This policy applies to university programs and activities specifically designed for participation by minors, and all participants, employees, students, and volunteers who exercise direct supervision, chaperone, or otherwise oversee minors in the course of their duties in covered programs. This includes, but is not limited to:

(a) Activities and programs with minors the university operates on campus or in university facilities, including but not limited to overnight camps, licensed childcare facilities, instructional programs, day camps, academic camps, and sports camps.

(b) Activities and programs with minors the university operates that do not take place on campus, including but not limited to outreach and community service activities.

(c) Activities and programs with minors operated, conducted, or organized by third-party contractors which take place on campus or in university facilities.

(2) This policy does not apply to:

(a) Undergraduate and graduate academic programs in which individuals under the age of eighteen are enrolled for academic credit or who have been accepted for enrollment.

(b) Events on campus open to the general public, which minors attend, but the university is not accepting care, custody, or control for the minor.

(c) Enrolled BGSU students when hosting high school students, including prospective athletes, participating in pre-enrollment visitation.

(d) Institutional review board (IRB)-approved research.

(e) Minors working for the university as employees or interns.

(f) Employees or volunteers who may have incidental contact with minors but do not work directly with minors within a program or activity.

(g) Covered programs granted a specific exemption from part or all of the policy in advance of the event taking place, after a written request has been reviewed and approved by the exemption committee consisting of human resources, general counsel, and risk management.

(3) BGSU expects parents or guardians to provide supervision over minors on campus unless the minors are involved in a covered program. Parents or guardians should not leave minors unsupervised on university property.

(D) Policy requirements

The following requirements govern participation in covered programs. Details for each can be found in the procedures section.

(1) All covered programs must be registered with risk management.

(2) Those working in activities and programs with minors who witness child abuse or neglect, or have information that would lead a reasonable person to believe a minor faces a substantial threat of such abuse or neglect, must follow reporting procedures.

(3) Background checks must be completed on employees, students, and volunteers before working in covered programs and thereafter at the frequency specified in the procedure below.

(4) Sponsoring entities must ensure that individuals working in covered programs complete annual training on child abuse awareness, prevention, and reporting.

(5) Sponsoring entities must collect, at a minimum, a medical history, consent for emergency medical treatment, and a liability waiver for each minor participant in a covered program.

(6) Sponsoring entities must ensure appropriate supervision of minors in covered programs.

(7) Employees, students, and volunteers must adhere to the standards of behaviors set forth in this policy.

(8) If an exemption from specific policy requirements is desired, a written request must be submitted using the exemption process.

(9) Sponsoring entities and individuals must cooperate with investigations should they occur.

(10) Records must be kept consistent with this policy and the university records retention schedule.

(E) Violation and accountability

Individuals, entities, programs or units that violate this policy will be held accountable for their actions under the applicable program's standards of behavior and expectations, university policies and rules, and applicable law, including but not limited to:

(1) Volunteers are subject to reprimand or loss of volunteer status.

(2) Students are subject to the student code of conduct.

(3) Under the employee handbook or collective bargaining agreement applicable to them, employees, including student employees, who fail to comply with this policy, are subject to disciplinary action up to and including termination.

(4) Suspension or termination of the use of university facilities for a program or activity.

(5) Criminal investigation and prosecution.

(F) Procedures

(1) Registration

Sponsoring entities must register each covered program in the programs and activities with minor participants' registration system.

(a) Registration is requested at least thirty days before a scheduled event; however registration is required before the start of any covered program.

(b) Covered programs hosted by third-party contractors must be registered by the university entity facilitating the contract.

(2) Reporting

(a) "If you see something, say something."

(i) Every member of the university community has an obligation to report immediately abuse or suspected abuse or any other inappropriate interactions with minors to the BGSU police department or to the law enforcement agency having jurisdiction where the abuse is suspected to have occurred, and to the program director.

(ii) This includes information about suspected abuse, neglect, or inadequate care provided by a parent, guardian, or custodian/caretaker.

(b) Every member has a further obligation under Ohio law to make a report to the director of the department of social services in the county where the minor resides or is found.

Contact the BGSU police department at 419.372.2346 or the Erie county sheriff's department at 419.625.7951 on the Firelands campus for assistance with reporting requirements.

(c) No member making a good faith report of suspected abuse or neglect will be retaliated against in the terms and conditions of employment or educational programs or activities.

(3) Background checks

(a) The requirements for background checks under this policy are separate and distinct from those addressed in pre-employment background check policy. Background checks must be conducted on all employees, students, and volunteers working in activities and programs with minor participants as follows:

(i) Any employee, student, or volunteer working in activities and programs with minors, who is likely to have responsibility for the care, custody, or control of a minor as part of that activity or program, must have an Ohio bureau of criminal investigation (BCI) fingerprint background check completed before activity or program with minors begins.

(ii) Individuals required to be background checked who have not lived in Ohio for five consecutive years must have both a BCI and a federal bureau of investigation (FBI) check.

(iii) Individuals required to be background checked who have a break in service longer than twelve months must have a new BCI and/or FBI background check before working in activities and programs with minors.

(iv) A BCI check must be completed every four years to remain eligible to work in activities and programs with minors.

Covered programs may perform background checks on applicable individuals more frequently, and must do so if required by law.

(b) Parental consent must be given for the background check in the case of an individual under the age of eighteen requiring a check, unless the individual is a registered student.

(c) Background checks performed by a third party service, including those required at the time of hire for university employees, is insufficient for individuals requiring a background check under this policy.

(d) Authorized adults are required to notify human resources risk management in writing within three business days of any charge or conviction.

(4) Training

(a) Sponsoring entities must ensure all employees, students, and volunteers are trained annually before they work in activities and programs with minors.

(b) Training content must include at a minimum the following topics:

(i) Child abuse awareness and prevention

(ii) Reporting suspected child abuse and neglect

(iii) All requirements in this policy

(c) Sponsoring entities, including third party contractors, may develop their own training program as long as it includes the above requirements at a minimum. A link to a training module which meets this requirement is available on the programs and activities with minor participants' webpage on the risk management website.

(5) Supervision of minors

(a) The number of supervisors required shall be determined by taking into account all aspects of the covered program, including but not limited to the number and age of participants, the activity(ies) involved, whether housing or travel is involved, and the age and experience of the authorized adults.

(b) One-on-one contact with minors is prohibited, except in music programs involving private instruction, clinical programs, or similar programs in which the parent or guardian of the minor has been informed of the one-on-one instruction, been given the option to be present and has given written consent to the one-on-one contact.

(i) Except where clinical requirements necessitate it, one-on-one interactions with minors should take place in a room or other space that is in full view from outside the room even when the door is closed.

(ii) This prohibition does not extend to situations in which an authorized adult is actually transporting minors in university owned, rented, or leased vehicles from one program activity to another, provided that the driver is never alone with any minor and is transporting not less than two passengers.

(iii) For all other activities, there must be at least two adults, at least one whom is an authorized adult, present for all activities in which minors are present.

(iv) The prohibition against one-on-one contact extends to all interactions and communications, including those by telephone, mail, email, texting, or any other means or medium. Any communication by an authorized adult with a minor shall include a second adult or the parent or guardian of the minor as a party to the communication.

(v) Adults shall not be alone in vehicles with minor participants other than their own child.

(c) Sponsoring entities shall establish a procedure for checking minors in and out of the program. Minor participants shall not be allowed to leave the program except in the company of their parent(s), legal guardian(s), or someone authorized in writing by the same.

(d) When overnight supervision is required:

(i) No adult may enter a minor's room, bathroom facility, or similar area unless accompanied by another adult and one is an authorized adult.

(ii) Separate accommodations for adults and minors are required other than the minors' parents or guardians.

(6) Standards of behavior

Adults working in covered programs must comply with these standards. By working in a covered program, adults agree to:

(a) Conduct themselves in a courteous and respectful manner, exhibit good sportsmanship, and be a positive role model for minors.

(b) Respect, adhere to, and enforce the rules, policies, and guidelines established by the activity or program, this policy, and the university.

(c) Refrain from engaging in any criminal activity. Not intentionally or purposefully place themselves in a one-on-one situation with a minor.

(d) Not, under any circumstances, physically, sexually, verbally, or emotionally abuse or fail to provide the basic necessities of care applicable to the activity or program to minor participants.

(e) Not engage or communicate with minors through email, text messages, social networking websites, internet chat rooms, or other forms of social media at any time except and unless there is an educational or programmatic purpose and the content of the communication is consistent with the mission of the program and the university.

(7) Exemption process

Requests for exemptions from this policy must be made in writing to the office of risk management. Requests for exemptions will be reviewed by the exemption committee consisting of human resources, general counsel, and risk management. Because of the nature of this policy, very few exemptions will be granted.

(8) Investigations

Investigations of allegations of child abuse or neglect will be conducted in accordance with the investigatory protocols of children service agencies, local law enforcement agencies, and the university.

(9) Third-party contractors

(a) Non-university entities engaging in programs or activities with minor participants utilizing university facilities shall execute the appropriate facility contract.

(b) Third-party contractors are required to meet the intent of this policy as a term of the facility contract, including background checks and training.

(c) The facility owner executing the contract is responsible for registering third-party covered programs, and ensuring the intent of this policy is met contractor is aware of this policy.

(10) Additional information regarding this policy, including details on program registration, training resources, and requesting an exemption, can be found on the programs and activities with minor participants page on the risk management website.

Supplemental Information

Authorized By: 3345
Amplifies: 3345
Prior Effective Dates: 9/30/2015

Rule 3341-6-55 | Click-through contracts for software.

• Effective: April 4, 2017
• Promulgated Under: 111.15

(A) Policy statement and purpose

The purpose of this policy is to address the purchasing or licensing or use of software that involves a click-through contract (also known as "click wrap" or "click and accept" or "web wrap" contract). These contracts frequently contain indemnity provisions, choice of law and forum provisions, and other terms that conflict with Ohio law.

The university will not be bound to any contract term or condition that conflicts with this policy or Ohio law.

(B) Policy scope

This policy applies to all university employees when acting on behalf of the university to purchase or license or use software to be installed in a university-owned device.

Questions concerning the scope and application of the policy should be directed to the office of general counsel. Specific operational questions may be directed to the chief information officer.

(C) Policy definitions

For the purpose of this policy, a "click-through" contract is a type of agreement that requires a prospective licensee to click an "I accept" button (or equivalent) on a web page before software can be purchased or licensed or used.

A "click-through" contract also includes:

(1) A shrink wrap agreement that accompanies packaged software, and

(2) Any form agreement to purchase or license or use software that the vendor will not amend to eliminate a conflict with this policy or Ohio law.

(D) Policy on required and impermissible provisions

The Ohio attorney general's office has directed state universities with regard to certain types of provisions commonly found in click-through contracts. Any provision of a click-through contract that conflicts with one or more of the following directions is impermissible and will not bind the university.

(1) Arbitration. The liability of any state university in Ohio can only be determined by the Ohio court of claims. No state university will agree to binding arbitration.

(2) Choice of law and forum. State universities are established and governed by the laws of the state of Ohio. A contract with a state university will be governed by Ohio law, without regard to choice of law and conflicts of law principles, and any dispute arising under the contract will be decided by an Ohio court of competent jurisdiction.

(3) Confidentiality. A confidentiality provision in a contract with a state university must be consistent with Ohio public records law. No state university can agree to limit its duty under that law to respond to public records requests.

(4) Indemnification. Under Ohio law, a state university cannot agree to a contingent liability that is uncertain as to amount or timing. No state university can agree to indemnify a vendor, hold a vendor harmless, or pay litigation costs or any other contingent liability.

(5) Legal representation and settlement authority. The Ohio attorney general is the chief law officer for the state and the attorney for each state university. No state university can agree to provide legal representation to or obtain legal representation from a software vendor, or to give a software vendor any authority to make decisions related to the settlement of a claim by or against the university.

(E) Implementation of policy

Whenever a click-through contract includes any of the foregoing provisions, the chief information officer will consult with the office of general counsel. If the software is reasonably necessary for a university function, and no available substitute can reasonably be obtained under an acceptable agreement, then the chief information officer may proceed with the click-through contract and any provision in it that conflicts with this policy or Ohio law will not bind the university.

(F) Related policies

3341-1-07 "Delegation of Contract and Signatory Authority"

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-56 | Theft prevention policy (red flag rules).

• Effective: May 10, 2017
• Promulgated Under: 111.15

(A) Policy statement and purpose

Bowling Green state university has developed an identity theft prevention program pursuant to the federal trade commission's (FTC) red flag rules, found at 16 C.F.R. 681.2, which implements Section 114 of the Fair and Accurate Credit Transactions Act (FACTA) of 2003. The university's program is designed to detect, prevent and mitigate identify theft in connection with the opening of a covered account or any existing covered accounts within the university, and is appropriate to the size and complexity of the university as a creditor and the nature and scope of its activities.

The red flag rules require a creditor to periodically determine, by conducting a risk assessment, whether it offers or maintains covered accounts. The university adopts this identity theft prevention program to detect, prevent, and mitigate identity theft in connection with the opening of a "covered account" or any existing "covered account," and to provide for continued administration of the program. Upon identifying any covered account(s), the creditor is required to develop and implement a written identity theft prevention program designed to:

(1) Identify patterns, practices, or specific activities ("red flags") that indicate the possible existence of identity theft with regard to new or existing covered accounts;

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

(3) Respond appropriately to any red flags that are detected under the program;

(4) Ensure periodic updating of the program, including reviewing the accounts that are covered and the identified red flags that are part of the program; and

(5) Promote compliance with state and federal laws and regulations regarding identity theft protection.

(B) Policy definitions

(1) "Identity theft" refers to fraud committed or attempted using the identifying information of another person without authority.

(2) "Account" refers to a continuing relationship established by a person with a creditor to obtain a product or service for personal, family, household or business purposes. It includes

(a) An extension of credit, such as the purchase of property or services involving a deferred payment, and

(b) A deposit account.

(3) "Covered account" refers to

(a) An account that a creditor offers or maintains, primarily for personal, family, or household purposes, that involves or is designed to permit multiple payments or transactions and

(b) Any other account that the creditor offers to maintain for which there is a reasonably foreseeable risk to customers or to the safety and soundness of the creditor from identity theft, including financial, operational, compliance, reputation, or litigation risks.

(4) "Red flag" refers to a pattern, practice or specific activity that indicates the possible existence of identity theft.

(5) "Identifying information" refers to any name that may be used, alone or in conjunction with any other information, to identify a specific person.

(6) "Service provider" refers to a person that provides a service directly to the financial institution or creditor.

(C) Policy

(1) The controller's office will identify and inventory all covered accounts and service providers to be included in the red flags program.

(2) BGSU will identify relevant red flags based on the criteria listed below and will include them in the red flags program for training and awareness.

(a) Types of covered accounts offered and maintained

(b) Methods provided for opening and accessing each of those accounts

(c) Prior experiences with identity theft

(d) Size, complexity, nature and scope of our institution and its activities.

(3) BGSU will implement processes and procedures to validate identities of covered account owner prior to opening a new account or allowing access to an existing covered account.

(4) Upon detection of possible identity theft of a BGSU covered account, university personnel involved in the administration of the covered accounts will take appropriate steps to investigate, prevent, mitigate and/or resolve occurrences of identity theft.

(5) University departments, delegated responsibility for the development, implementation and administration of this program with respect to specific covered accounts, should develop and implement plans to effectively train their staff in the identification, detection, prevention and mitigation of the red flags identified above that are unique to their specific covered accounts. Staff training should be conducted on a regular basis and as necessary under the circumstances related to the administration of the particular covered account.

(D) Oversight of the program

Successful implementation of the identity theft program ultimately is the responsibility of each office, the employees of each office that maintains accounts or databases covered by the program, and the university community as a whole. As permitted by the red flags rule regulations, responsibility for overseeing the administration of the program has been delegated by the board of trustees to the vice president for finance and administration and chief financial officer of the university.

The program administrator will be responsible for day-to-day administration, ensuring appropriate training of university staff on the program, reviewing any staff reports regarding the detection of red flags and the steps for preventing and mitigating identity theft, determining which steps of prevention and mitigation should be taken in particular circumstances, and considering periodic changes to the program.

(E) Oversight of service provider arrangements

The university shall take steps to ensure that the activity of a service provider is conducted in accordance with reasonable policies and procedures designed to detect, prevent and mitigate the risk of identity theft whenever the organization engages a service provider to perform an activity in connection with one or more covered accounts. The university will require, by contract, that service providers have such policies and procedures in place and report any red flags to the program administrator.

(F) Approval by the board of trustees

Under the red flags regulations, implementation and oversight of the identify theft program is the responsibility of the governing body or an appropriate committee of such governing body. Approval of the initial plan must be appropriately documented and maintained. After its initial approval of the program, however, the governing body may delegate its responsibility to implement and oversee the identify theft program. As the governing body of Bowling Green state university, the board of trustees, through is audit committee, as of the date below, hereby approved the initial identity theft program. Having made such initial approval, the board of trustees hereby delegates the responsibility for implementing, monitoring, and overseeing the university's identity theft program to the vice president for finance and administration and chief financial officer.

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-57 | Web accessibility policy.

• Effective: October 5, 2018
• Promulgated Under: 111.15

(A) Policy statement and purpose

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

The purpose of this policy is to ensure that all official university web pages and university-related web pages will permit persons with disabilities to acquire the same information, engage in the same interactions, and enjoy the same services with substantially equivalent ease of use as those without disabilities. All web content within the scope of this policy must be accessible to university constituents and must adhere to the web accessibility standards referred to in this policy.

(B) Policy scope

This policy applies to all information on official university web pages and university-related web pages, as defined within this policy, except for information to which access is limited by means of a password.

(C) Definitions

(1) "Official university web page." An official university web page is any web page created by the university, its departments, colleges, or other administrative offices for the official business of the university.

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

(a) Linked from an official university web page;

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

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

(d) On servers contracted by the university.

(3) "Content editors." authorized university faculty or staff trained by the information technology services ("ITS") and marketing and communications ("M&C") departments on the web accessibility standards and on the approved content management system such that they are approved to maintain an official university web page or a university-related web page.

(4) "Web accessibility training" is described at www.bgsu.edu/learncms. it is required training conducted by staff of the ITS and M&C departments for all content editors prior to having authorization to publish content on an official university web page or a university-related web page.

(5) The "web accessibility coordinator" is a staff member authorized to coordinate and implement the web accessibility policy. BGSU will always have at least one designated web accessibility coordinator. Contact information for the web accessibility coordinator is in the appendix. The web accessibility complaint procedure is described at www.bgsu.edu/web-accessibility-complaint-procedure.

(6) The "web accessibility standards" are set forth at www.bgsu.edu/web-accessibility-standards. BGSU's web accessibility standards are drawn from w3c web accessibility initiative ("WAI") and section 508 standards.

(7) "Web content" or "content" is information on an official university web page or university-related web page.

(D) Policy

(1) Each administrative unit, department, or office, through an authorized content editor, is responsible for ensuring that web content is accessible (in accordance with the web accessibility standards) and that all software and ITS systems purchased are able to produce accessible products and documents or are compatible with assistive technology.

The web accessibility standards include standards for web and social media content and the use of third party content like youtube.

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

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

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

(c) All official university web pages and university-related web pages must conform to the web accessibility standards.

(3) The web accessibility coordinator shall provide direction and guidance on standards to be followed for accessibility of all web pages. The web accessibility standards shall be posted on the accessibility services web page. The web accessibility coordinator is responsible for developing and implementing a plan to do the initial and periodic audits of all official university web pages and all university-related web pages for compliance with the web sccessibility standards. Any member of the web accessibility team (see appendix) or their designee is authorized to disable any web page found to be in violation of the web accessibility standards.

(4) All official university web pages and university-related web pages must adhere to:

(a) Applicable copyright laws.

(b) Applicable state of ohio and federal laws and rules.

(c) Rule 3341-6-07 of the Administrative Code, BGSU information technology, where appropriate.

(d) The web accessibility standards.

(5) All university computer labs shall provide equal access afforded by technology to all users, including users with disabilities. BGSU shall make assistive technology available at all computer labs and shall provide a "notice of accessibility" that includes contact information for questions, inquiries, or complaints on the web site https://www.bgsu.edu/accessibility-services.html and at each computer lab.

(6) Procedures for creating and posting accessible web content.

(a) Authorized content editors may develop and maintain official university web pages and university-related web pages.

(b) Anyone (including administrative and academic units, individuals, and organizations) who needs to be able to place content on an official university web page or a university-related web page must first visit www.bgsu.edu/learncms to sign up for the training necessary to request access to the content editor. After completing this training, users are required to take an online accessibility course to become authorized content editors in their requested access areas. Annual training or updating is required to maintain authorized status. Users who have already been fully trained in the web accessibility policy can satisfy the annual training requirements by reviewing and confirming they have read the updates to the policy and resource information that will be posted at www.bgsu.edu/webaccessibilityupdates.

(c) The web systems coordinator will complete an internal accessibility audit (audit) quarterly under the direction of the web accessibility coordinator, during which web content provided by the content editor is measured against the web accessibility standards. The web systems coordinator is identified in the appendix.

(d) If any web content is determined to be in violation of the parameters in this policy, including the web accessibility standards, an effort will be made beforehand to discuss the violation(s) with the content editor and to correct any errors. The web content coordinator (identified in the appendix) is responsible for correcting the errors. Any member of the web accessibility team has the authority to disable any web content from the BGSU servers, if in their discretion such action is necessary.

(7) Purchasing accessible software compatible with assistive technology.

(a) It is the policy of the university to ensure that all IT software and systems purchased meet the web accessibility standards by producing accessible products and documents. The software or systems shall permit persons with disabilities to acquire the same information, engage in the same interactions, and enjoy the same services with substantially equivalent ease of use as those without disabilities.

(b) The BGSU purchasing department will provide computer software accessibility purchasing standards that will be placed into the terms and conditions and request for proposal documents.

(8) Reporting violations.

(a) Accessibility concerns with any web content may be directed to the web accessibility coordinator for prompt resolution by clicking on "report an issue" at the bottom of every web page or by using the following hyperlink: https://www.bgsu.edu/accessibility.html.

(b) Any person desiring to make an anonymous complaint with regard to a violation of this policy or any federal or state law with regard to web accessibility may do so by reporting violations through a confidential site located at https://secure.ethicspoint.com/domain/media/en/gui/29886/index.html.

(c) Any student desiring to file a formal complaint for web accessibility issues may contact the ADA/Section 504 compliance officer at [e-mail]. A written outline of the complaint procedure can be found at https://www.bgsu.edu/web-accessibility-complaint-procedure.html. The accessibility services web page (https://www.bgsu.edu/accessibility-services.html) contains the contact information for individuals serving in those roles on behalf of the university.

View Appendix

Supplemental Information

Authorized By: 3345
Amplifies: 3345

Rule 3341-6-58 | Relocation expense.

• Effective: March 11, 2024
• Promulgated Under: 111.15

(A) Policy statement and purpose

In an effort to competitively recruit employees to join Bowling Green state university, BGSU may offer candidates a reimbursement to defray the costs of relocation. A one-time "not to exceed" reimbursement for relocation expenses is permissible when it is deemed necessary in order to negotiate a satisfactory offer of appointment for senior level administrative staff positions (e.g., cabinet level and above), full-time faculty positions, or athletic coaches. In rare circumstances, this reimbursement may be offered to competitively-recruited candidates for other positions, as identified through objective criteria.

(B) Policy

(1) Eligibility

A newly-appointed faculty or staff member may be eligible for a relocation expense reimbursement if two conditions are met. First, accepting the offered position at BGSU must add fifty miles or more to the person's one-way commute. For example, if the commute to the person's last place of employment was five miles and the commute to their employing BGSU campus will be at least fifty-five miles, this condition is satisfied. Second, the person must have relocated their household because of their new BGSU employment.

The appointing authority will determine when a reimbursement is appropriate and must include the maximum amount of the reimbursement in the appointment offer letter or equivalent form.

(2) Preferred suppliers

When feasible, the university encourages the use of specific supplies when contracting for moving services.

(3) Determination of maximum amount

The maximum amount of the reimbursement shall be determined by the appointing authority, in consultation with the controller's office, and specified in the appointment offer letter or equivalent form. This maximum amount will be determined by using objective criteria to estimate the costs of relocation; shall not exceed one-twelfth of the position's annual base salary; and is subject to the availability of funds under the control of the appointing authority. For avoidance of doubt, the reimbursement for a nine-month faculty appointment is predicated on the annual base salary without regard to whether the faculty member is paid in nine or twelve annual installments. The controller's office will convert a nine-month academic year (AY) salary to an annual base salary by using the following formula: AY salary/9 x 11= annual base salary. One-twelfth of the annual base salary will be the maximum amount.

In rare instances, circumstances may dictate a higher reimbursement amount, which would require advance written approval from the vice president of finance and administration.

(4) Receipts and method of payment

Moving-related expense receipts must be submitted to the controller's office within one calendar year of the date of the appointment offer letter or equivalent form. The controller's office may extend this deadline for good cause shown. BGSU will reimburse only those expenses that meet the IRS definition of a moving expense. A single reimbursement payment based on the verified receipts will be made, and it will be reported in accordance with IRS regulations at the time of payment.

(C) Equity impact statement: The policy has been assessed for adverse differential impact on members of one or more protected groups.

Last updated March 22, 2024 at 11:25 AM

Supplemental Information

Authorized By: 3341
Amplifies: 3341
Prior Effective Dates: 11/29/2021

Rule 3341-6-59 | Foreign gifts and contracts reporting.

• Effective: December 1, 2022
• Promulgated Under: 111.15

(A) Policy statement and purpose

The university receives Title IV federal student aid. Section 117 of the Higher Education Act of 1965 (20 U.S.C. 1011f) requires higher education institutions that receive Title IV federal student aid to submit disclosure reports to the secretary of education about gifts received from any foreign source, contracts with any foreign entity, and any ownership interest in, or control over the higher education institution by a foreign entity which the aggregate value is two hundred fifty thousand dollars or more. Whenever it appears that an institution has failed to comply with the requirements of that section, including any rule or regulation promulgated under that section, a civil action may be brought by the attorney general.

This policy implements the requirements of Section 117 of the Higher Education Act of 1965 (20 U.S.C. 1011f), which requires the university to disclose gifts, contracts, and/or restricted and conditional gifts or contracts from or with foreign sources ("Section 117 Transaction") to the U.S. department of education ("department"). University departments involved in a section 117 transaction must report these transactions semi-annually to the controller's office as described in this policy.

(B) Policy scope

Each unit at Bowling Green state university, including university advancement, is responsible for identifying and reporting gifts received from any foreign source, contracts with any foreign entity, and any ownership interest in, or control over the higher education institution by any foreign entity. The department will ensure that all the required information to complete the Higher Education Act section 117 report is recorded and submitted to the controller's office on a semi-annual basis. The vice president of the applicable department's division will serve as the "signing authority" in attesting to the gifts and contracts reported from foreign sources, and all signing authorities accepting contracts and/or gifts are expected to report completely and in a timely manner. The controller will be responsible for the semiannual reporting of these gifts and contracts.

Each department should retain the following information in the event there is a need to produce additional information later: department/individual recipient, principal investigator's name/contact, agreement number, sponsor name, sponsor address, project title, amount received and copy of agreement or contract. The aggregate threshold of two hundred fifty thousand dollars may be triggered by a combination of gifts or contracts from a single foreign source, and that such gifts or contracts (or information about those transactions) may be administered in a number of departments within the university. For this reason, the controller's office shall review the semi-annual submissions and report any gifts or contracts that exceed the aggregate threshold for all foreign source contracts and gifts received.

HEA section 117 reports are due twice per calendar year: January thirty-first (covering the previous July first to December thirty-first period) and July thirty-first (covering the previous January first to June thirtieth period). A school must report information by January thirty-first or July thirty-first (whichever is sooner) after the date of receipt of the gifts, date of the contract, or date of ownership or control. To facilitate controller's office's aggregation and preparing to file the federal report, departments must submit all disclosures by January tenth (for the previous July first to December thirty-first period) and July tenth (for the previous January first to June thirtieth period).

(C) Definitions

(1) Contract

Any agreement for the acquisition by purchase, lease, or barter of property or services by the foreign source, for the direct benefit or use of either of the parties.

(2) Foreign source

(a) A foreign government, including an agency of a foreign government.

(b) A legal entity, governmental or otherwise, created solely under the laws of a foreign state or states.

(c) An individual who is not a citizen or a national of the United States or a trust territory or protectorate thereof.

(d) An agent, including a subsidiary or affiliate of a foreign legal entity, acting on behalf of a foreign source.

(3) Gift

Any gift of money or property.

(4) Institution

Any institution, public or private, or, if a multi-campus institution, any single campus of such institution, in any state, that:

(a) Is legally authorized with such state to provide a program of education beyond secondary school.

(b) Provides a program for which the institution awards a bachelor's degree (or provides not less than a two year program which is acceptable for full credit toward such a degree) or more advanced degrees.

(c) Is accredited by a nationally recognized accrediting agency or association and to which institutions federal financial assistance is extended (directly or indirectly through another entity or person), which institutions receives support from the extension of federal financial assistance to any of the instutition's subunits.

(5) Restricted or conditional gift or contract

Any endowment, gift, grant, contract, award, present, or property of any kind which includes provisions regarding:

(a) The employment, assignment, or termination of faculty.

(b) The establishment of departments, centers, research or lecture programs, or new faculty positions.

(c) The selection or admission of students.

(d) The award of grants, loans, scholarships, fellowships, or other financial aid restricted to students of a specified country, religion, sex, ethnic origin, or political opinion.

Last updated December 1, 2022 at 10:54 AM

Supplemental Information

Authorized By: 3341
Amplifies: 3341

Rule 3341-6-60 | Animals on Campus.

• Effective: January 3, 2024
• Promulgated Under: 111.15

(A) Policy statement and purpose

The purpose of this policy is to provide for the health and safety of students, faculty, staff, and guests, along with the protection of the university's property and assets, by regulating the presence of pets and other animals on campus. The presence of pets and other animals can be disruptive to daily operations, create sanitary problems and property damage, and cause allergen and other medical concerns.

(B) Policy scope

This policy applies in and to all university buildings, university grounds, and university vehicles.

(C) Policy

(1) Buildings, outdoor areas with restricted access, and vehicles

Pets and other animals are not permitted in university buildings, outdoor areas with restricted access (such as athletic facilities), or university vehicles.

(2) Exceptions

This prohibition does not apply to any of the following:

(a) Animals used in current teaching, research, or clinical activities;

(b) Service animals and assistance animals as permitted by rule 3341-2-42 of the Administrative Code, "Service Animal and Assistance Animal Policy";

(c) Fish kept as pets in aquariums not exceeding 20 gallons;

(d) Pets in staff apartments as permitted by an office of student engagement and residence life pet agreement;

(e) Animals used by law enforcement (e.g. patrol dogs accompanying police); or

(f) Therapy dogs and other therapy animals participating by written authorization in an official university service or program.

(3) Outdoor areas with unrestricted access

Dogs and other pets are allowed in unrestricted-access outdoor areas (such as the Bowen-Thompson quadrangle or Carillon park) but must be kept on a leash and under the absolute physical control of the owner or handler in accordance with state and local leash laws.

Leashed animals must not be left unattended or tied to trees, railings, or other stationary objects.

The owner or handler of a pet is responsible for removing and properly disposing of all feces deposited by their pet.

Anyone bringing a dog or other pet onto campus bears full responsibility for the behavior of their animal and any damage it may cause.

(D) Equity impact statement

The policy has been assessed for adverse differential impact on members of one or more protected groups.

Last updated January 3, 2024 at 8:30 AM

Supplemental Information

Authorized By: 3341
Amplifies: 3341