Ohio Administrative Code › Title 3364 - University of Toledo › Chapter 3364-10 - Reporting and processing job injuries; legal counsel › Section 3364-10-01 - Formulation and issuance of policies

Current through all regulations passed and filed through July 1, 2024
(A)
								Policy
			 statement
The university is committed to
				governance by clear, concise policies. Policies are statements of the
				principles that govern decision making, maintain compliance and accountability,
				and explain how the university conducts business. Procedures are the functional
				steps used to implement policies.
It is the responsibility of the
				university community, including faculty, staff, and students, to familiarize
				themselves with the policies and comply with applicable university
				policies.
(B)
								Purpose of policy
This policy governs how to adopt,
				approve and periodically review policies.
(C)
								Scope
This policy applies to all university
				policies that are applicable to more than one department, section, unit or
				office within the university, and to all individuals considering issuing,
				revising, or assisting with the drafting of a policy that applies to any
				university employees, students, alumni, visitors, or, where applicable, those
				doing business with the university.
(D)
								Delegation of
			 approval authority for policies
Board of trustees' resolution
				eleven-two-three authorizes the president or president's designee to establish,
				manage, and administer necessary and reasonable policies amplifying and
				implementing actions approved by the board of trustees, and to adopt, amend, or
				rescind policies governing the day to day procedures and operations of the
				university, except where the authority remains with the board of trustees
				through law, bylaw, or board of trustee's request.
Only those who have direct written
				authority from the president may adopt, amend, or rescind such policies. See
				rule
				3364-10-07
				of the Administrative Code (delegation of authority for development, review and
				signature of university policies).
(E)
								Conflicts between
			 policies
In the event of a conflict between any
				policies, the president has the authority to resolve the conflict or further
				designate who may resolve the conflict. Within thirty days of resolution by the
				president or his/her designee, the conflicting policies will be reviewed
				pursuant to paragraph (F)(3) of this rule, to avoid future
				conflicts.
No college, department or unit may
				adopt a policy, procedure, or practice that is inconsistent with a university
				policy without the express written approval of the president. However, in the
				event of a conflict between a university policy and a college, department or
				unit-level policy, the university policy supersedes.
(F)
								Formulation and
			 issuance of policy, systematic review, archiving and format
(1)
									Every policy
			 falls within the jurisdiction of a responsible agent. The responsible agent has
			 overall accountability for the implementation, training where necessary, and
			 oversight of the policy as well as each policy's revision and approval. The
			 responsible agent seeks input from and vets the policy recommendation with
			 appropriate university constituencies. Recommendations from such constituencies
			 must be received by the responsible agent within thirty days of a written
			 request for review. If no recommendation is received by the responsible agent
			 within thirty days, the policy recommendation moves to the next step in the
			 vetting process. Before a policy is posted on the university's policy website
			 for the thirty-day comment period, vice presidents are responsible for
			 garnering feedback from the senior leadership team for policy recommendations,
			 including new proposals, revisions, reaffirmations, and rescissions.
Upon senior leadership's
				recommendation, the policy proposal is placed on the university's policy
				website for a thirty-day comment period to garner comments or suggestions
				before the approving officer signs the policy. Exceptions or waivers to the
				thirty-day comment period may be granted by the president. The proposed policy
				becomes effective on the date the approving officer signs the policy, unless
				otherwise noted in the header block of the policy.
All policies will be placed on the
				policy website for a second thirty-day comment period if significant revisions
				were made to the policy after the initial comment period and before the
				approving officer signed the policy. An approved policy is in effect during the
				second posting period.
Once the comment period has lapsed or
				been waived, the policy is submitted to the approving officer for
				signature.
(2)
									Issuing a policy
University policies are centrally
				maintained in a policy web site by the office of legal affairs. Once a policy
				is approved, the responsible agent oversees the implementation of the
				policy.
(3)
									Systematic review of policies
All policies should be reviewed at
				least once every three years by the responsible agent. The responsible agent
				conducts periodic reviews of the policy to ensure the policy accurately
				reflects current practices, complies with current applicable laws and
				regulations, and is not in conflict with other policies. A policy remains in
				effect even if the review is not conducted within the three-year
				period.
(4)
									Archiving policies
When policies are revised or rescinded,
				the office of legal affairs is responsible for maintaining both a paper and an
				electronic archive of the retired policy versions in accordance with the
				university records retention policy. Copies of newly approved policies will be
				sent to the university archivist for archival purposes.
(5)
									Standard policy
			 format
The office of legal affairs ensures
				compliance with filing necessary rules with the Ohio legislative service
				commission in compliance with Chapter 111. of the Revised Code and has the
				authority to revise the policy format to comply with statutory requirements as
				may be amended from time to time.
To minimize differences between
				university policy and the rules published as part of the Administrative Code,
				the university requires that policies be formatted according to the legislative
				service commission's rule drafting guidelines located at
https://www.lsc.ohio.gov/documents/private/rules/adminruledraftmanual06_06.pdf
.