To affirm principles of campus free speech and communicate the process for submitting and addressing complaints alleging free speech violations in accordance with Ohio Revised Code (ORC) 3345.0215.

Students, faculty, staff

Annual reviews of faculty serve to monitor progress toward tenure, promotion, reappointment, and ongoing outcomes. Written performance reviews serve to assist faculty in improving professional productivity, establish goals against which faculty performance will be assessed, determine salary increases and other resource allocations, define progress toward reappointment and/or promotion, and, in the event of poor performance, establish and explain the need for remedial steps.

Faculty

To provide guidance for appointment decisions for each faculty type. Faculty Rule 3335-5-19 states the general criteria governing the types of faculty titles. Faculty Rules 3335-6 and 3335-7 describe in detail the tenure-track, and clinical and research appointment types.

Faculty

To establish requirements for compensation decisions to support the recruitment, performance, and retention of high-quality faculty.

Faculty

Policy governing faculty professional leaves, a program created to give faculty a period of uninterrupted time to invest in their professional development.

Tenure-track faculty

To provide guidance and establish fair, consistent, and equitable standards when recruiting and selecting faculty talent.

Faculty

A special assignment releases a faculty member from regular duties for a period of up to one full semester so that he or she may concentrate on a unique research, service, or teaching endeavor or invest in a relatively brief professional development opportunity.

Regular tenure track faculty

To facilitate fair and consistent transfer credit evaluations of international course work.

International transfer students

To set forth collection, maintenance, and reporting requirements for out-of-state educational activities.

Units, faculty, staff

To comply with the Family Educational Rights and Privacy Act of 1974 (FERPA), as amended, which sets forth requirements designed to protect the privacy of student education records

Employees, students, contractual agents of the institution, parents of dependent students, individuals requesting access to student information

In compliance with Ohio Revised Code 149.33(B), the Records Management policy establishes a program for the creation, preservation, and disposition of records created by the university

All faculty, staff, student employees, vendors, and volunteers

To require all university units, including but not limited to fiscal departments, colleges, VP units, and regional campuses, to report all scholarships, grants, and other financial assistance provided to students. Such reporting enables the university to comply with federal EFA statutory and regulatory provisions (34 CFR 685.102(b)).

Units, faculty, and staff

To facilitate fair and consistent transfer credit evaluations.

Students

To mitigate risks to individuals and organizations potentially affected by UAS activities. To ensure compliance with federal, state, and local laws; applicable university policies; contract provisions; and referenced guidance. To enable teaching and scholarship

Faculty, staff, students, volunteers, vendors, and all visitors (invited guests and the general public) who seek to: 1) operate a UAS on any university property; 2) operate a UAS after admission to any universitysponsored event or activity; or 3) use a UAS acquired with university resources

To identify the support and assistance that Ohio State provides to military-connected students.

Faculty, staff, students, and volunteers

To provide for the flexibility needed to ensure the timely completion of facilities improvement projects, planning studies, and real estate transactions while ensuring that the Board of Trustees retains the authority and ability to exercise appropriate oversight.

All customers and coordinators of facilities improvements projects, planning studies, and real estate transactions.

Outlines university loss-control program that protects employees from occupational injuries and illnesses, protects university property from loss and damage, and protects the environment.

Faculty, staff, students, visitors, volunteers, and vendors

To establish a comprehensive and coordinated physical access control management process across the university enterprise.

Employees, students, volunteers, guests, contractors, and authorized vendors

To support the university’s sustainability goals and commitments by integrating sustainability into the university’s physical environment and establishing sustainability requirements for qualifying university projects.

University units, faculty, staff, students, visitors, and vendors

To promote responsible use of university vehicles, establish requirements for the operation and maintenance of university vehicles, provide consistent oversight, advance the safety and well-being of the university community, promote efficiency while preserving environmental and economic resources, and comply with local, state, and federal laws and regulations.

University units that own, lease, or use a university vehicle and all individuals who operate a university vehicle

To establish parameters for the review of and payment for goods and services purchased by the university.

Individuals with fiscal duties and approved suppliers

To define requirements for the creation of an accounts receivable, collection of accounts receivable, and returned checks.

All units that sell goods or services prior to payment and individuals and entities that owe the university money for any reason. This policy does not apply to the Health System (except to those employees with university past due accounts) or to goods and services exchanged between units.

To provide guidance on how to properly document, maintain, and safeguard capital assets and non-capital assets in accordance with state and federal regulations including 2 CFR 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards; Federal Acquisition Regulations and Supplements; OMB Audit Requirements Compliance Supplements; and OMB Uniform Grant Guidance. To support university and sponsor-owned property being used to the fullest and most reasonable extent possible by the university; to support the disposal of surplus property in a fair, economical, and ecological way; and to provide for appropriate disposal of capital assets.

Faculty, staff, graduate associates, student employees, students, and volunteers, excluding those in the Health System. The Health System is covered by a separate policy.

To establish consistent controls for how university bank accounts are opened, maintained, reconciled, and closed; to enable appropriate stewardship of assets, cost-effective business practices, and accurate financial reporting; to establish consistent processes to open and close bank accounts for affiliated entities with service agreements that include banking services.

All individuals, units, and affiliated entities that have or desire to establish bank accounts through Financial Services

To address the required competitive bidding process for University purchases.

To set requirements for BCM, maintain continued availability of critical functions, and align university practices with BCM industry standards

Units, employees, contractors, and suppliers

To define the process for establishing, maintaining, and closing bank change orders, change funds, ePayment programs, petty cash funds, and single-use and reloadable pre-paid cards.

All individuals and units that handle or manage cash and cash alternatives.

To establish parameters for acceptance, safekeeping, and timely deposit of funds in compliance with Ohio Revised Code (ORC) 9.38-Deposit of public monies; identification of university unit recipients of funds in a university bank account; and claiming unclaimed funds.

Individuals and units that accept funds on behalf of the university

To establish the legitimate purposes under which sales of goods and services for fees may be approved and a mechanism to review such sales; to set parameters for establishing, maintaining, and closing earnings operations; to set parameters for establishing fees; and to support adherence to the Office of Management and Budget (OMB) Uniform Guidance in the Code of Federal Regulations.

Individuals involved in earnings operations and units housing earnings operations

The purpose of this policy is to allow for electronic signatures at Ohio State by methods that are practical and secure, balance risk and cost, streamline administrative processes, and comply with applicable law.

All individuals and entities internal and external to the university using electronic signatures to conduct university business

To promote expenditure decisions that are consistent with the university mission, applicable law, and ethical practice.

Any person who spends, uses, or benefits from university funds

To promote the integrity of the data associated with Workday to accurately account for, monitor, and plan future financial activity.

Units, faculty, staff, student employees, and graduate associates

To promote the use of university funds in a responsible and appropriate manner consistent with the university mission, applicable law, and ethical practice.

All faculty, staff, graduate associates, student employees, appointees, guests, volunteers, contractors, and suppliers

To account for multiple funding sources and ensure that resources are used for their intended purpose in a manner that meets the university’s obligation of financial stewardship.

Fund transfer initiators and approvers, fiscal staff, unit leaders, and units

To ensure that investments of unrestricted operating funds in the university’s Long-Term Investment Pool are appropriate, given the financial status of the unit, and to set clear expectations regarding the time horizon for these investments.

Fund transfer initiators and approvers, fiscal staff, unit leaders, and units

To advance the detection of patterns, practices, and specific forms of activity that indicate the existence of identity theft; the prevention of customers using false identifying information to obtain goods, services, or credit; and the protection of identifying information maintained by the university to the greatest possible extent.

Units that collect and maintain personal information for the purpose of allowing their customers to obtain goods, services, or credit

To establish requirements for the management of inventory as a key institutional resource and to provide consistent and comprehensive management processes to maintain strict controls over inventory.

Units that carry inventory and individuals who manage and work with inventory

To establish the overall goals, management responsibilities, investment strategies, and discipline for the investment programs of the university.

The Board of Trustees and members of Board of Trustees’ committees and university staff who oversee or approve the university’s investment programs or who manage or report on investment operations.

To provide parameters for the support of comprehensive mail services to units and employees.

All individuals that send United States Postal Service or campus mail on behalf of the university

To provide the university with clear and manageable steps to protect customer cardholder data and to protect the university from a cardholder breach by complying with PCI DSS.

Individuals who handle, manage, process, or support payment card transactions received by the university

To provide guidance on authorization, documentation, and compliance with university policies and rules for PCard purchases.

Individuals, units, and departments that make or authorize PCard purchases on behalf of the university

To require that all university-funded purchases are authorized and in compliance with applicable federal, state, and local laws and regulations; university rules and policies, including the Board Policy on Purchasing and Competitive Bidding; applicable donor or sponsor-specific requirements; and any additional Health System and OSP requirements.

Purchasing and Supply Chain staff and any individual involved in approving, making, negotiating, or recommending purchases of goods or services on behalf of the university

To support university sustainability initiatives by promoting the purchase of eco-friendly paper.

All employees

To define the university community’s responsibility for reporting financial fraud and to establish procedures for addressing wrongful acts.

Employees, students, visitors, and volunteers

To ensure that references to The Ohio State University in supplier’s advertising do not reflect unfavorably on the university and that any references to the university’s use of a product or service are made only with the university’s express prior approval.

Any supplier that desires to use The Ohio State University name and/or trademarks as an endorsement of goods, services, or events.

To provide units, supervisors, and travelers with specific procedures to ensure efficiency and fiscal accountability for university business travel expenditures.

Units, faculty, staff, students, eligible guests, contractors, and suppliers

To manage investments in a manner that will provide an income payout to the beneficiary(s) in accordance with a trust agreement and to preserve the purchasing power of a trust when it transfers to the university.

All university personnel responsible for managing trust agreements or individuals participating in trust agreements.

To maintain the highest levels of fiscal stewardship, to ensure university investments further the university’s mission, and to comply with all university, state, and federal laws and reporting requirements.

University personnel responsible for the management of the university’s debt and internal bank, and units undertaking capital facilities improvement projects, seeking use of the university’s internal bank funds, or entering into a financing lease

To guide the use of derivative instruments to accomplish the hedging of certain financial transactions in an effort to reduce or manage financial risk and or lower costs.

All university personnel responsible for the management of university debt and financial assets excluding the Office of Investments

To provide guidance on the taxability of university-provided clothing and uniforms to ensure consistency across the university and compliance with tax and other applicable laws.

Units and employees

To establish management over the valuation of certain types of real estate investments owned directly by the university or Ohio State University Foundation.

All university personnel responsible the management of real estate investments owned directly by the university or Ohio State University Foundation

To maintain a safe and secure environment for the campus community and ensure background checks are conducted according to established standards.

Faculty, staff, applicants, graduate associates, student employees, third party staffing vendors, volunteers, non-student residents, and other non-employees.

Establishes the processes for taking corrective action with and/or terminating classified and unclassified staff.

Staff

To provide guidance on the use of disaster leave.

Faculty, staff, and graduate associates, excluding Health System employees *All employees should also refer to the Disaster Preparedness & University State of Emergency 6.17 policy for further direction and compensation information.

To provide information to the university community about how to prepare for, and procedures to follow during, a University State of Emergency.

Faculty, staff, graduate associates, and student employees, excluding Health System employees (Staff who are members of a bargaining unit and are covered by a collective bargaining agreement are included in this policy. However, when this policy conflicts with specific terms in the applicable collective bargaining agreement, the language in the collective bargaining agreement will prevail.)

Establishes the university as a drug free work and living environment, sets parameters for drug testing, self-disclosure of drug/alcohol convictions, and notifying University Police.

Faculty, staff, graduate associates and student employees

To ensure compliance with the Family and Medical Leave Act (FMLA) and consistent application to all university employees.

Faculty, staff, graduate associates, and student employees

To promote work life balance for the university community, when possible.

Staff

To provide the framework for the implementation of employee furloughs that would address an actual or projected operating budget deficit, decline in financial resources, and/or other significant fiscal or operational circumstance resulting from an interruption or reduction in state or other funding to the university, university state of emergency, decline in institutional enrollment, extensive impairment to university facilities, natural disaster, pandemic, Act of God, or other event that unexpectedly impacts the operating budget of the university.

To provide eligible employees guidance on the university’s holiday benefit and its administration.

Faculty and staff (Staff who are members of a bargaining unit and are covered by a collective bargaining agreement are included in this policy. However, when this policy conflicts with specific terms in the applicable collective bargaining agreement, the language in the collective bargaining agreement will prevail.)

To provide guidance on and promote consistent application of pre-employment medical examinations and FFDMEs.

Faculty, staff, graduate associates, student employees, and applicants

To provide eligible faculty and staff military leave benefits and reemployment rights in accordance with federal and state law, including the USERRA.

Faculty and staff

To prohibit nepotism and emphasize that selection of personnel will be based on job-related qualifications and performance.

Faculty, staff, graduate associates, student employees, and applicants

To provide guidance on and promote consistent application of paid time off benefits designed to support faculty and staff as they balance career, personal, and family life.

Faculty and staff (Staff who are members of a bargaining unit and are covered by a collective bargaining agreement are included in this policy. However, when this policy conflicts with specific terms in the applicable collective bargaining agreement, the language in the collective bargaining agreement will prevail.)

Outlines performance management process and performance review guidelines.

Staff

To provide guidance on how to assemble and maintain personnel files and other personnel records.

Faculty, staff, graduate associates, and student employees

To outline the requirements for staff and departments when staff members are required to serve a probationary period.

Classified civil service staff

To outline the process for requesting and completing a reduction in force of a Classified Civil Service staff member in accordance with Chapter 81 of the Rules of Classified Civil Service.

Classified civil service staff

To outline the process for requesting and completing a reduction in force of an unclassified staff member.

Regular unclassified staff

Outlines reemployment eligibility for faculty and staff who have retired from the university, received a separation incentive/phased retirement from the university, or when terminated in specific situation.

Faculty, staff and applicants (Staff who are members of a bargaining unit and are covered by a collective bargaining agreement are included in this policy. However, when this policy conflicts with specific terms in the applicable collective bargaining agreement, the language in the collective bargaining agreement will prevail.)

To provide processes and procedures for the payment or reimbursement of eligible relocation expenses to eligible faculty and staff.

Faculty and staff

To establish requirements for staff who end their employment with the university or who plan to leave their current university position to transfer to another position within the university.

Staff

To provide guidance on how to administer rewards and recognition.

Faculty and staff

To provide guidance on scheduling work and on compensatory and overtime eligibility, use, and payouts.

Staff and students (Staff who are members of a bargaining unit and are covered by a collective bargaining agreement are included in this policy. However, when this policy conflicts with specific terms in the applicable collective bargaining agreement, the language in the collective bargaining agreement will prevail.)

To promote a safe and secure environment for the campus community.

Faculty, staff, graduate associates, student employees, appointees, volunteers, employees provided by third party staffing vendors, and those working in activities and programs with minor participants in the course of their university duties.

To provide a uniform compensation program that results in equitable, fair, and market competitive compensation.

Staff

To establish requirements for the consistent use and treatment of staff positions.

Staff

To provide guidance and establish consistent standards for how staff employment opportunities are posted and filled.

Staff and applicants for staff positions (Staff who are members of a bargaining unit and are covered by a collective bargaining agreement are included in this policy. However, when this policy conflicts with specific terms in the applicable collective bargaining agreement, the language in the collective bargaining agreement will prevail.)

To provide guidance on implementation of the severance program for eligible staff.

Staff

To provide guidance on the employment processes and procedures for student employees.

Student employees, including graduate associates, and units employing student employees

Prohibits tobacco use on campus.

Faculty, staff, students, vendors, volunteers and visitors.

Guidelines to ensure that employees with temporary physical and/or psychological restrictions can work to the extent possible.

Staff and student employees. Grant-funded employees are not covered by this policy.

To provide guidance on and consistent application of unpaid leave benefits designed to support faculty and staff as they balance career, family, and personal life.

Faculty and staff (Staff who are members of a bargaining unit and are covered by a collective bargaining agreement are included in this policy. However, when this policy conflicts with specific terms in the applicable collective bargaining agreement, the language in the collective bargaining agreement will prevail.)

To provide guidance on and promote consistent application of procedures during a weather or other short-term closing.

Faculty, staff, graduate associates, student employees, and students, excluding Health System employees.

The Ohio State University encourages all faculty, staff, students and volunteers, acting in good faith, to report suspected or actual wrongful conduct. The university is committed to protecting individuals rom interference with making a protected disclosure and from retaliation for having made a protected disclosure or for having refused an illegal order as defined in this policy. University faculty, staff, students, or volunteers may not retaliate against an individual who has made a protected disclosure or who has refused to obey an illegal order. University faculty, staff, students, or volunteers may not directly or indirectly use or attempt to use the official authority or influence of their positions or offices for the purpose of interfering with the right of an individual to make a protected disclosure to the individual’s immediate supervisor or other appropriate administrator or supervisor within the operating unit, or other appropriate university official about matters within the scope of this policy. It is the intention of the university to take whatever action may be needed to prevent and correct activities that violate this policy.

Faculty, Staff, Student Employees, Students and Volunteers

To maintain a work environment free from workplace violence.

Faculty, staff, graduate associates, and student employees.

To establish rules regarding the ownership, distribution, and commercialization of intellectual property created by university faculty, staff, and students.

Faculty, staff, and students

To provide an inclusive and accessible university environment for all qualified individuals with disabilities.

Faculty, staff, students, student employees, graduate associates, volunteers, suppliers/contractors, and visitors

To create an environment where all people have an equal opportunity to apply for and participate fully in university employment and to promote awareness of the university’s affirmative action obligations.

Faculty, staff, student employees, graduate associates, and employment applicants

To maintain a university environment free from discrimination, harassment, and sexual misconduct.

Faculty, staff, students, student employees, graduate associates, suppliers/contractors, program participants, volunteers, and visitors

To promote the safety and welfare of youth who participate in youth activities and programs and outline what is required of faculty, staff, students, student employees, graduate associates, and volunteers who work in youth activities and programs, including their reporting obligations in instances of known or suspected incidents of child abuse or neglect of youth.

Faculty, staff, students, student employees, graduate associates, and volunteers working in youth activities and programs in the course of their university duties

To standardize the requirements for establishing and maintaining affiliated entity status and to clarify the role and responsibilities of university employees.

Units, Board of Trustees, and current and prospective affiliated entities.

To provide guidance regarding the creation and management of institutional social media accounts for university marketing or communications purposes.

Faculty, staff, student-employees, and other individuals who create and/or maintain institutional social media accounts for university marketing or communications purposes.

Outlines the basic requirements and expectations for all university websites.

The purpose of this document is to describe the mission, scope, authority, and components of the Animal Care and Use Program (ACUP or Program) for all vertebrate animals used in research, testing and teaching at The Ohio State University irrespective of funding source.

Outlines the key features of export control regulations, examines the relationship of these regulations to activities conducted at the university, and explains how the university will assist personnel to ensure compliance with such export control regulations.

All units and university personnel, including faculty, staff, visiting scholars, research associates and fellows, postdoctoral fellows, student employees, students, visitors, volunteers, and all others retained by or working at the university.

Describes the mission, scope, authority, and components of the institution's Human Research Protection Program.

To set forth the responsibilities of the university, registrants, and authorized agents who use controlled substances in animal, cell culture, or in-vitro analytical laboratory research, including their responsibilities to comply with Board of Pharmacy and DEA requirements concerning the administration, handling, storage, destruction, and/or transfer of controlled substances used in such research.

Faculty and research staff who hold individual, or work under a college-based program using, federal Drug Enforcement Administration research or instructing registrations and State of Ohio Board of Pharmacy Terminal Distributor Licenses to specifically use controlled substances in animal or laboratory research. The policy also applies to faculty, staff, and students acting as an authorized agent under such registrations.

Policy describes the responsibilities of the university and individuals who engage in research activities involving recombinant DNA, gene transfer, human stem cells, biohazardous materials (e.g., potentially pathogenic substances/toxins, and/or human tissue and body fluid), and select agents, including the responsibility of the university and individuals to comply with the legal and ethical requirements for the responsible use of these agents.

This Policy applies to all Ohio State University faculty and staff members and students who use potentially pathogenic agents/toxins and/or human tissue and body fluid in research, including recombinant DNA (rDNA), gene transfer, human stem cells and/or select agents.

The purpose of this policy is to describe the rights and responsibilities of the university, faculty, staff and students in the collection, use, retention, and maintenance of data produced as a result of the research enterprise of the university.

Faculty, staff (includes postdoctoral researchers), and students involved in the design, conduct, or reporting of research using university resources or facilities other than those typically used for academic instruction.

To promote the university’s compliance with federal regulations and best practices for dealing with research misconduct and to protect the integrity and reputation of the university and its scholars from false or unproven allegations of research misconduct.

All individuals involved with research activities, including faculty, staff, students, research associates and fellows, post-doctoral fellows, other research trainees, and visitors

Provides philosophical basis and legal requirements regarding use of alcohol on campus and at university-sponsored events. Outlines procedures for providing alcohol at social events and selling it at licensed venues. Lists sanctions for violations of the policy as well as community resources and health risks of using alcohol and other drugs.

Faculty, staff, graduate associates, student employees, students, volunteers, vendors, and visitors

To prohibit hazing of students and establish requirements for hazing education, reporting, and response in accordance with Collin’s Law: Ohio’s Anti Hazing Act (Collin’s Law).

Students, student organizations, student groups, faculty, staff, student employees, graduate associates, student organization advisors, and volunteers

To ensure equal access to digital information and digital services for all university constituencies (students, prospective students, faculty, staff, student employees, guests, visitors, and program participants with disabilities).

All units, faculty, staff, student employees, and students

To require that information security events are reported and investigated to determine whether data breaches have occurred that trigger specific notification requirements.

Faculty, staff, students, volunteers, agents, contractors, and all other individuals handling institutional data on the university’s behalf.

To provide guidance for establishing IT security requirements.

Faculty, staff, and students, academic and administrative units, affiliated entities, agents, suppliers/contractors, and volunteers

To outline the appropriate use and protection of the university’s institutional data while preserving the open, information-sharing culture of its academic mission.

Faculty, staff, students, student employees, contractors, volunteers, visitors, sponsored guests of units, and affiliated entities who are acting on behalf of the university.

To provide expectations to support the responsible use of university computing resources.

Faculty, staff, students, agents, suppliers/contractors, volunteers, sponsored guests of academic and administrative units, and affiliated entities

To delineate expectations and requirements for conducting outside activities; establish processes for transparency and accountability through the identification, disclosure, approval, and, when possible, management of COCs, COIs, and FCOIs; facilitate compliance with federal research regulations, state ethics laws, and unit-specific requirements; and notify employees and applicants of potential consequences of noncompliance with federal regulations, state laws, and this policy.

Faculty, staff, student researchers, student employees, graduate associates, applicants

To facilitate prompt access to public records and promote compliance with the Ohio Public Records Act.

Faculty, staff, student employees, volunteers, and parties doing business with the university involving public records

To maintain the highest levels of stewardship, to ensure all gifts further the university’s and the foundation’s mission, and to comply with state and federal laws and reporting requirements.

Faculty, staff, donors of The Ohio State University, and donors of The Ohio State University Foundation

To provide guidance on the creation and utilization of finite naming opportunities.

Faculty, staff, students, and donors to The Ohio State University and The Ohio State University Foundation

To set forth the university’s mechanisms for complying with HIPAA laws and corresponding regulations, including as to research activities that use protected health information (PHI).

All university faculty, staff, students, suppliers/contractors, and volunteers