Policies Under Review

Each university policy issuance and revision goes out for a two-week feedback period. Each feedback period is announced in onCampus Today and WMC HealthBeat.

Feedback Period Open
Feedback Period Closed

Projected University Policy Changes Related to the Enterprise Project

Propelled by the Time and Change strategic plan, responsible office priorities and Enterprise Project guiding principles, university policies will be revised to improve Ohio State’s employee experience as well as overall efficiency and effectiveness. The information below provides an overview of the policies that are being impacted as part of these business process transformations. Full drafts of new and revised policies will be available during the anticipated feedback periods indicated below.

Office of Human Resources

For questions on these proposed policy changes, contact: Employee and Labor Relations

  • Pre-employment policies

    • Relocation Expenses (revision)

      Anticipated feedback period: January 2020

      Summary of changes
      • Update to follow recent federal law changes, which make all relocation expenses reimbursed or paid directly taxable to any incoming employee
    • Employee Orientation (retirement)

      Anticipated feedback period: NA

      Summary of changes
      • Retire this policy to align with best practices that will be established as part of HR Service Delivery
    • Recruitment & Selection (revision)

      Anticipated feedback period: January 2020

      Summary of changes
      • Implement a common start date for all incoming staff (with exceptions for certain positions and a schedule for peak hiring times)
      • Specify the definition for staff reclassifications
      • Consolidate applicant recruiting function through HR Service Delivery
      • Centralize Form I-9 and Visa Processing for incoming staff
    • Background Check (revision)

      Anticipated feedback period: January 2020

      Summary of changes
      • Unify practice between the university and medical center for applicants consistent with HR Service Delivery
      • More clearly define background check processes for non-employees (e.g., volunteers and contractors)
  • Employment policies

    • Appointments (revision)

      Anticipated feedback period: October 2019

      Summary of changes
      • Update definitions for staff position types: regular, temporary, term, seasonal, intermittent
      • Discontinue use of reduced staff appointment type
      • Clarify that staff cannot simultaneously hold both an exempt position (i.e., employees paid monthly) and a non-exempt position (i.e., employees paid bi-weekly)
      • Clarify restrictions on multiple job combinations including that non-exempt staff (i.e., employees paid bi-weekly) cannot hold faculty positions
      • Conduct periodic reviews to identify any employees in non-exempt regular, temporary, term, or seasonal positions who have gone unpaid for 90 days, and are not on an approved leave, to determine if a position should end
      • Conduct periodic reviews to identify any employees in intermittent positions who have gone unpaid for 365 days (455 days for a population of Public Safety intermittent employees) to determine if a position should end
      • Revise language for multiple positions with different position types and benefit eligibility to explain when a staff member receives an academic appointment
      • Add language to make it clearer when a staff person who teaches will have their benefit contribution go to STRS rather than to OPERS or the Alternative Retirement Plan
    • Student Employment (revision)

      Anticipated feedback period: October 2019

      Summary of changes
      • Implement a common start date for student employees (each Monday of bi-weekly pay period)
      • Reflect that Graduate Teaching Associates are the only student employees with “academic appointments” (this is not a job type but instead ties them to the course catalog)
      • Schedule periodic reviews to identify student employees who have been unpaid for 130 days or longer to determine if a position should end
    • Weather or Other Short-Term Closing (minor revision)

      Anticipated feedback period: NA (these are minor revisions and will not go out for feedback)

      Summary of changes
      • Clarify that university student employees are not designated as essential (this does not apply to the health system)
    • Disaster Preparedness and University State of Emergency (minor revision)

      Anticipated feedback period: NA (these are minor revisions and will not go out for feedback)

      Summary of changes
      • Clarify that university student employees are not designated as essential (this does not apply to the health system)
  • Leave policies

    • Paid Leave Programs (revision)

      Anticipated feedback period: December 2019

      Summary of changes
      • Increase parental leave for faculty and staff to six weeks for non-birth parents
      • Increase bereavement leave for faculty and staff for immediate family members to 10 (sick) days
      • Expand organ donation leave and vacation donation eligibility to include term positions
      • Clarify that intermittent employees do not earn paid time off
    • Unpaid Leave (revision)

      Anticipated feedback period: December 2019

      Summary of changes
      • Remove faculty professional leave procedure and instead reference faculty professional leave policy
    • Military Leave & Reemployment Rights (revision)

      Anticipated feedback period: December 2019

      Summary of changes
      • Clarify that intermittent employees are entitled to reemployment rights but not always the 176-hour entitlement
  • Compensation policies (part one)

    • Scheduling Work & Overtime Compensation (revision)

      Anticipated feedback period: September 2019

      Summary of changes
      • Require non-exempt staff (i.e., employees paid bi-weekly) to use compensatory time or be paid out within 365 days of earning it, upon transfer, and upon separation from the university
      • Alter overtime eligibility calculation to only include time worked and holiday hours
      • Align premium pay programs across colleges and business units for consistency in these practices
    • Holidays (revision)

      Anticipated feedback period: September 2019

      Summary of changes
      • Clarify when faculty and staff are eligible for holiday benefit pay
      • Specify that seasonal employees are only eligible for holiday benefit pay during the season in which they are working
  • Compensation policies (part two)

    • Supplemental Compensation Involving Work within the University | Reward & Recognition | Salary Administration & Classification (revision/combination)

      Anticipated feedback period: February 2020

      Summary of changes
      • This information is expected to be available in mid-August
  • Discipline & Grievances policies

    • Employment Disputes (retirement)

      Anticipated feedback period: NA

      Summary of changes
      • Retire this policy per decisions and recommendations from the HR Service Delivery project
      • The processes outlined in this policy will instead be included in the OHR Employee and Labor Relations body of work
    • Corrective Action & Involuntary Termination | Probationary Period | Resignation or Voluntary Termination (minor revision)

      Anticipated feedback period: NA (these are minor revisions and will not go out for feedback)

      Summary of changes
      • Update roles and responsibilities that align with the implementation of the future-state OHR Employee and Labor Relations body of work
  • Ending Employment policies

    • Staff Severance | Reduction in Work Force (Classified Civil Service Staff) | Reduction in Work Force (Unclassified Staff) (revision)

      Anticipated feedback period: August 2019

      Summary of changes
      • In each policy, change staff severance payout from monthly/weekly to a lump sum payout; release of claims will be required prior to receiving severance
      • In each policy, specify that termination date for staff will be the last day worked as opposed to last day of severance period

Office of Business & Finance

For questions on these proposed policy changes, contact: Office of the Controller

  • Fiscal Stewardship policies

    • Internal Controls (revision)

      Anticipated feedback period: October 2019

      Summary of changes
      • Rename “Fiscal Stewardship”
      • Define fiscal roles, responsibilities, and transaction approval levels
      • Require the standardization of financial policies, processes, and systems. Any exceptions would need to be approved by B&F
    • Financial Foundational Data Model (FDM) Management (issuance)

      Anticipated feedback period: October 2019

      Summary of changes
      • Create a standard, consistent use of chart of accounts
  • Accounting policies

    • Asset Management | Surplus Materials Disposal (revision/combination)

      Anticipated feedback period: November 2019

      Summary of changes
      • Require all disposal be sent to Surplus, except for charitable 501(c)3 donations, trade-ins through University/Health System Purchasing, various location/size restrictions, Health System medical equipment
      • Define accountability for lost or missing assets
    • Inventory (issuance)

      Anticipated feedback period: November 2019

      Summary of changes
      • Establishes requirements for the management of inventory as a key institutional resource and supports consistent and comprehensive management processes to maintain strict controls over inventory.
  • Buy Something policies

    • Purchasing (revision)

      Anticipated feedback period: October/November 2019

      Summary of changes
      • Require certain commodity codes to be purchased through the purchasing marketplace (office supplies, beverages, outgoing shipping, travel agencies, and rental cars)
      • Require central receiving, except in certain circumstances
      • Require all “buyers” to be in service centers
      • Add software, prevailing wages, electronic devices that contain restricted data, grant sub-awards, and grant consulting agreements to the special category list
    • Accounts Payable (revision)

      Anticipated feedback period: October/November 2019

      Summary of changes
      • Determine AP invoice approval thresholds
      • Eliminate the ability to create new satellite offices
    • PCard (revision)

      Anticipated feedback period: September 2019

      Summary of changes
      • Limit the number of card providers
      • Eliminate the restrictions to obtain a card
      • Expand the ability to get temporary cards with economic hardship
      • Assess the thresholds for receipts and packing slips
    • Travel (revision)

      Anticipated feedback period: September 2019

      Summary of changes
      • Require travel be approved by the supervisor in Workday
      • Prohibit cash advances for the Health System
      • Reduce expense report submission from 90 to 60 days
    • Expenditures (revision)

      Anticipated feedback period: August 2019

      Summary of changes
      • This policy is being revised outside the Enterprise Project in addition to edits being made through the Enterprise Project; it will go out for feedback one time
  • Sell Something policies

    • Accounts Receivable (revision)

      Anticipated feedback period: July 2019

      Summary of changes
      • All receivables are recorded in Workday, unless the unit receives an exception from B&F
      • All receivables are recorded in Workday, unless the unit receives an exception from B&F
      • Require potential employees/employees who have past due balances to have payment plans in place
    • Earnings Operations (issuance)

      Anticipated feedback period: July 2019

      Summary of changes
      • Require those units that sell goods and services to be created and treated in the same manner
  • Cash Management & Banking policies

    • Deposits - Cash and Checks | Unclaimed Funds | Unidentified Funds | Check Acceptance (revision/combination)

      Anticipated feedback period: July 2019

      Summary of changes
      • Revise and combine these four policies and rename "Deposit of Incoming Funds"
      • Establishes responsibilities for setting requirements for receipt of funds, electronic funds, merchant processing and eCommerce, checks and cash, and unclaimed funds
    • Bank Accounts (issuance)

      Anticipated feedback period: July 2019

      Summary of changes
      • Establish a process for requesting bank accounts
      • Outline the process for cash transactions, bank reconciliations, and other monitoring requirements
    • Petty Cash and Change Funds (revision)

      Anticipated feedback period: July 2019

      Summary of changes
      • Rename to "Outgoing Cash and Cash Alternatives"
      • Adds additional programs/funds

Office of Academic Affairs

For questions on these proposed policy changes, contact: Jan Neiger

  • Pre-employment policy

    • Faculty Recruitment & Selection (revision)

      Anticipated feedback period: January 2020

      Summary of changes
      • This information is expected to be available in September
  • Employment policy

    • Faculty Appointments (revision)

      Anticipated feedback period: October 2019

      Summary of changes
      • This information is expected to be available in September
  • Compensation policy

    • Faculty Compensation (revision)

      Anticipated feedback period: February 2020

      Summary of changes
      • This information is expected to be available in September