(A) Policy statement (1) All university policies fall within in a greater hierarchy of laws, statutes and regulations. The Ohio legislature authorizes the Cleveland state university board of trustees to govern the university. See sections 3344.01 to 3344.03 of the Revised Code. The president, as chief executive officer of the university, is charged with managing and directing the day-to-day operation of the university, leading in developing university policies and ensuring the application of the rules and regulations of the university. See rule 3344-1-03 of the Administrative Code.(2) Cleveland state university (CSU) requires all university policies to be promulgated in accordance with the standards and format set forth in this rule and as required by the Ohio legislative service commission (LSC.) Policies presented in the standard format will help CSU maintain accountability, consistency and provide the university community with a clear set of explanations and expectations.(B) Definitions (1) "University policy" is a governing principle, established to provide guidance and assistance to the university community in the conduct of university affairs, operation and administration. This definition encompasses only policies that have university-wide application, promote operational efficiencies, help ensure compliance with applicable laws and regulations, reduce institutional risk, and promote ethical standards and integrity. A guideline or standard that governs a specific college, school, department, or other university unit is not subject to this policy. Only a policy approved in accordance with this policy will have the force of a university policy.(2) "Procedures University procedure" is a statement that provides for orderly implementation of a university policy through specific, prescribed actions, is more detailed than a policy, identifies the applicable university policy, and does not require approval in accordance with this policy. University procedures must be consistent with and not conflict with university policies.(3) "Responsible official" is the university official charged with the implementation, training and oversight of a particular policy that falls within the scope of the university official's assigned responsibilities, as well as that policy's revision and approval, or in the case of a new policy, its development.(C) Policy approval process (1) New policies or changes to existing policies may be initiated by the president, the provost, any vice president, or in the case of faculty policies and bylaws, by the faculty senate. Recommendations for new or revised policies shall be proposed to the provost or the appropriate vice president by any member of the university community. Once the provost or a vice president approves a policy proposal, the provost or vice president will appoint a responsible official for the policy who will then forward the policy to the office of general counsel.(2) The office of general counsel shall review the policy for the following: (a) Consistency in format and presentation;(b) Conflicts between the proposed policy and other university policies;(c) Consistency with laws or other external regulations germane to the policy;(d) Consistency with the mission of Cleveland state university.(3) Once the office of general counsel reviews the policy, it shall be returned to the provost or the appropriate vice president who has the responsibility for seeking approval for the policy from the president or the president's designee.(4) After approval by the president or the president's designee, the responsible official and the office of general counsel shall be responsible for posting the proposed policy on the University policies website for a thirty-day comment period. An email notification will be sent to university faculty, staff and, as applicable, students informing of the thirty-day comment period.(5) Following the thirty-day comment period, the policy may be revised and sent to the provost, president or designee, as appropriate, for final approval.(6) The responsible official and the office of general counsel shall prepare the policy for submission to the secretary of the board of trustees for board consideration. The policy becomes effective after board approval and ten days after it is filed with the Ohio legislative service commission.(7) The responsible official coordinates dissemination of the policy in cooperation with the office of general counsel.(D) Applicability University policies are applicable to all members of the university, unless the specific policy states otherwise.
(E) Role of responsible official The responsible official shall administer the policy. Each of the respective vice presidents and the provost shall assign a responsible official to all existing policies within their area of operations and to any newly generated policies. If no responsible official has been assigned, the provost or vice president for that area of operation shall be deemed to be the responsible official. The responsible official also ensures that the policy is submitted and published in the required format. See paragraph (F) of this policy.
(F) Policy format The standard format set forth in this policy shall be used for all university policies. The responsible official shall ensure that all policies are submitted and published according to this format. All proposed policies and revisions shall be submitted in the specific format required by the LSC, which is available at: http://www.lsc.state.oh.us/rules/. See the appendix of this policy for the required sections and formatting. The office of general counsel shall assign the policy number.
(G) Conflicts In the event of a conflict between a universitypolicy and a college, school or departmental standard, guideline, or procedure, the university policy shall supersede the college, school or departmental standard, guideline, or procedure . Any college, school, or departmental standard, guideline, or procedure that conflicts with a university policy are is void and unenforceable.
(H) Interim policies The president, provost or a vice president may put an interim policy into place in situations where a university policy shall be established in a time period too short to permit the completion of the process delineated in this policy. Interim policies are placed on the university policies website for the thirty-day comment period as "interim policy" with the notation that the university is operating under the interim policy. The interim policy then proceeds in accordance with paragraph (C) of this policy.
(I) Emergency policies The president, provost or a vice president may implement an emergency policy in a situation that poses an immediate threat to the health, safety, or security of the university or campus community. Emergency policies are placed on the university policies website as "emergency policy" with the notation that the university is operating under the emergency policy for the duration of the emergency. Emergency policies do not proceed in accordance with paragraphs (C)(4) to (C)(6) of this policy.
Emergency policies shall automatically expire at the end of the emergency.
(J) Posting of policies All university policies shall be posted on the University policies website. Printed versions of the policy may be included in the handbooks, catalogues and other publications, but shall include a notice that the University policies website should be consulted for the latest version.
(K) University procedures, guidelines, processes University policies may be supplemented by procedures, guidelines, or processes that describe policy implementation practices. These procedures, guidelines, and processes will identify the applicable university policy and may be linked to it on the website, as appropriate. University procedures, guidelines, and processes must be reviewed and approved by the responsible official prior to adoption and posting to the university policies website.(L) Periodic review of policies and procedures Each responsible official shall review all university policies for which it is responsible at regular intervals appropriate to the type and nature of the policy to determine whether a policy requires revision, replacement, or rescission due to a change in applicable law or business process. Such review should occur at least once every three years. If a responsible official deems it appropriate to rescind an existing policy or consolidate two or more policies, such changes should be discussed in advance with the office of general counsel. The responsible official must ensure that the policy and any related procedure, reflects current practices and is consistent with current legal requirements.
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Ohio Admin. Code 3344-2-01
Effective: 6/5/2021
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3344
Prior Effective Dates: 09/17/2012, 06/23/2014