(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.
Section 3.1 of
article III of the bylaws of the board of trustees
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
policies
policy" are
is a
guiding or
governing principles
principle, formally
approved
established to provide
guidance and assistance to the university community in the conduct of
university affairs, operation and administration. This definition encompasses
only university-wide 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 which are distinguishable from
procedures for school or departmental policies, as well as from academic
policies, which are policies that primarily affect the educational mission of
the university and are promulgated by the provost. Academic policies fall
outside the scope of this rule. A guideline or
standard that governs a specific college, school, department, or other
university unit is not subject to this policy. Only
those
a
policies
policy
approved in accordance with this rule
policy will have
the force of official
a university policy.
(2) "Procedures
University procedure" are
is a
statements
statement that
provide
provides for orderly implementation of
a
established
policies
university policy through
specific, prescribed actions,
and are
is
more detailed than a policystatement
, 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 rule's
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,
or by 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 compliance
general counsel.
(2) The office of
compliance
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 compliance
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 compliance
general counsel shall be responsible for posting the
proposed policy on the e-policy index
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)
If the policy
requires approval by the board of trustees, the
The responsible official and the office of
compliance
general
counsel shall prepare the policy for submission to the secretary of the
board of trustees for board consideration. The policy becomes effective
ten calendar days after board
approval, if required, or
and ten days after the
thirty- day comment period has lapsed if board approval is not
required
it is filed with the Ohio legislative
service commission.
(7) The
responsible official coordinates dissemination of the policy in cooperation
with the office of compliance
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 rule
policy.
(F) Policy format
The standard format set forth in this
guidance
policy shall be used for all university
wide policies. The responsible official
shall ensure that all policies are submitted and published according to this
format. Only those policies approved in accordance
with this rule shall have the force of official university policy. 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 rule
policy for the required sections and formatting. The
compliance officer
office of general counsel shall assign the policy
number.
(G) Conflicts
In the event of a conflict between a university-wide administrative policy and a
college, school or departmental
administrative policy,
standard, guideline, or procedure, the
university-wide policy shall supersede the
college, school or departmental
policy,
standard,
guideline, or procedure
unless the school or
department demonstrates the need for the conflicting policy and the conflicting
policy is approved by the compliance officer. Any
Procedures
college,
school, or departmental standard, guideline, or procedure that
conflict
conflicts with a
university policies
policy are is void and unenforceable.
University procedures must be reviewed and approved
by the responsible official prior to adoption and posting to the e-policy
index.
(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. An interim policy will remain in
force for up to three months from the date of issuance and then will expire and
no longer have effect unless it becomes an official university policy according
to 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.
(I)
(J) Posting of
policies
All university-wide
policies shall be posted on the e-policy index
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 e-policy index
University
policies website should be consulted for the latest version.
Policies passed by the board of trustees and filed
with the LSC shall be posted on both the board of trustee's website and the
e-policy index.
(J)
(K)
Related
University procedures, guidelines, processes
University
policies
policies may
be supplemented by school or departmental
procedures,
or guidelines, or
processes that describe policy implementation practices. These
supplemental procedures, guidelines, and processes will identify the applicable
university policy and may be referenced in,
and/or linked from the relevant
policy
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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