University Policy

Policies Posted for Comment

Draft and recently signed policies are posted here for review and comment by The University of Toledo community for thirty days. Draft policies do not have official status as approved policies until the Approving Officer has signed the policies. Some policies may be signed in advance of the vetting period to comply with the requirement of federal or state laws or regulations or accrediting agencies.

Please direct any comments or questions regarding the policies posted for comment to policies@utoledo.edu or click on the icon under "comment on this policy." Please state the name of the policy in the subject line. Comments received on the policy will be forwarded to the policy's responsible agent or agent's designee.

To join our mailing list for email notification of updates and additions to the Policies Posted for Comment, please send an email to policies@utoledo.edu with "policies posted for comment" in the subject line.

Athletics -1 policy
College of Medicine and Life Sciences - 8 policies
Graduate Academic - 1 policy
Research - 1 policy
Student Affairs - 1 policy
University Faculty - 1 policy
UTMC - 2 policies
Policies recommended for rescission - 1 policy


Athletics - 1 policy

Policy Name:   Recently signed 3364-35-18  Chaperone Policy
Description:  (Major revision of existing policy)  This policy was revised to align with Policy 3364-100-01-22 (Protecting the privacy of patients during medical encounters).
Scope:   All campuses
Comment Period:   November 2, 2018 – December 3, 2018
Comment on this policy: 3364-35-18


College of Medicine and Life Sciences  – 5 policies

Policy Name:   Recently Signed Policy 3364-81-19  Quiz and Exam Review Policy – Preclinical Curriculum
Description:  (New policy) The purpose of this policy is to standardize the assessment review process across the threads/course in the foundational science curriculum.  This policy also promotes a balance between continued student learning and security of written assessment material.
Scope:   College of Medicine & Life Sciences M.D. Program
Comment Period:   October 22, 2018 – November 21, 2018
Comment on this policy: 3364-81-19

Policy Name:   Recently Signed Policy 3364-81-04-012-09 Visiting Medical Students in Elective Clinical Clerkships
Description:  (Minor/technical revision of existing policy)  Revisions were made to the health and immunization requirement section.
Scope:   M.D. Program, College of Medicine, The University of Toledo Health Science Campus
Comment Period:  October 22, 2018 – November 21, 2018
Comment on this policy: 3364-81-04-012-09

Policy Name:   Recently Signed Policy 3364-81-04-004-00  Assigned education hours for medical students during clinical clerkships
Description:  (Minor/technical revision of existing policy)  Revisions were made to the types of assigned student activities and number of hours not to exceed.
Scope:   College of Medicine M.D. Program
Comment Period:   October 22, 2018 – November 21, 2018
Comment on this policy: 3364-81-04-004-00

Policy Name:   Recently Signed Policy 3364-81-04-017-01  Disciplinary Action, Due Process, and Appeals
Description:  (Major revision of existing policy)  Revisions were made to the steps if a student receives a professionalism report. Scope:   M.D. Program, College of Medicine and Life Sciences
Comment Period:   October 22, 2018 – November 21, 2018
Comment on this policy: 3364-81-04-017-01

Policy Name:   Recently Signed Policy 3364-81-04-013-06  Grading policy for required clinical clerkships
Description:  (Minor/technical revision of existing policy)  Changed to the 5th percentile rank and also some grammatical revisions were made.
Scope:   College of Medicine M.D. Program
Comment Period:   October 22, 2018 – November 21, 2018
Comment on this policy: 3364-81-04-013-06

Policy Name:   Recently signed 3364-81-04-013-05  Graduation requirements for the M.D. degree program
Description:  (Minor/technical revision of existing policy—for class of 2019 only)  The revision codifies that the NRMP will be notified at the time of graduation if a student who is in the Match has not met the requirements for graduation.
Scope:   M.D. Program, College of Medicine and Life Sciences
Comment Period:   November 13, 2018 – December 13, 2018
Comment on this policy: 3364-81-04-013-05

Policy Name:   Recently signed 3364-81-09-002-00  Fourth year medical school curriculum requirements
Description:  (Minor/technical revision of existing policy—for class of 2019 only)  The revision aligns with the third year policy and will prevent students from continuing in the curriculum if two incomplete or unsatisfactory grades are accumulated during the fourth year.
Scope:   Students in Doctor of Medicine Program
Comment Period:   November 13, 2018 – December 13, 2018
Comment on this policy: 3364-81-09-002-00

Policy Name:   Recently signed 3364-81-09-002-00  Fourth year medical school curriculum requirements
Description:  (Minor/technical revision of existing policy—for class of 2020 and beyond)  The revision aligns with the third year policy and will prevent students from continuing in the curriculum if two incomplete or unsatisfactory grades are accumulated during the fourth year; it also includes changes in the fourth year with the shift to the new curriculum.
Scope:   Students in Doctor of Medicine Program
Comment Period:   November 13, 2018 – December 13, 2018
Comment on this policy: 3364-81-09-002-00


Graduate Academic - 1 policy

Policy Name:  Draft 3364-77-05 Graduate Student Enrollment Status: Full-time, part-time and audit
Description:  (Major revision of existing policy) This policy defines enrollment status for graduate students. Revision includes addition of sentence requiring students to be registered for courses in order to receive credit. The revision also clarifies the definitions of "full-time" and "part-time" for graduate students, and increases the continuous enrollment requirement for graduate students working on projects, theses, and dissertations to one credit hour per semester (excluding summer).
Scope: All Graduate Students at the University of Toledo other than students pursuing J.D., M.D. or Pharm.D
Comment Period:  October 31, 2018 – November 30, 2018
Comment on this policy:  3364-77-05


Research – 1 policy

Policy Name:   Draft 3364-70-22  Principal investigator’s responsibilities on sponsored projects
Description:  (Major revision of existing proposal)  Revisions include clarification on the definition of a sponsored project that requires ORSP approval, distinction between gifts to the university and sponsored projects, clarification that grant and contract responsibilities are shared among faculty PIs, chairs, deans, the Office of Research and Sponsored Programs, and the Office of Grants Accounting, emphasis that faculty members are not to negotiate directly with external agencies on budgets or contracts, clarification of role of Office of Research and Sponsored Projects and Office of Grants Accounting on proposal preparation and oversight of spending, clarification of the roles of the department chairs and deans in monitoring projects, explanation of the process for dealing with equipment purchased on grants and contracts, restrictions on sponsor agreements due to national security or other concerns, clarification of PI eligibility, and COGS support of graduate students on sponsored research projects.  (This policy supersedes Policy 3364-70-00, Research and Sponsored Programs policies.)
Scope:   All University of Toledo Campuses
Comment Period:   November 15, 2018 – December 17, 2018
Comment on this policy: 3364-70-22


Student Affairs – 1 policy

Policy Name:   Recently Signed 3364-30-04  The Student Code of Conduct 
Description:  (Minor/technical revision of existing proposal)  Recently, the 6th Circuit Court of Appeals (the Federal Appeals Court that the University of Toledo sits in) has issued a number of court decisions that require the University of Toledo to make some changes to our adjudication process for Student Code of Conduct violations.  The changes can be viewed here. While the Office of Student Conduct and Community Standards is committed to providing a fair and equitable process for all parties involved, the University also needs to abide by the law, and will be implementing these changes immediately.
Scope:   All students of the University of Toledo as set forth in this policy 
Comment Period:   November 8, 2018 – December 8, 2018
Comment on this policy: 3364-30-04


University Faculty – 1 policy

Policy Name:   Draft 3364-71-11  Grades, quality points and grading policy
Description:  (Major revision of existing policy)  The purpose of this policy is to identify grades used at the University, to establish how grades are awarded and to assign quality points to these grades.  Additional revisions have been made to the incomplete grade process and the allowable scope for the progress-in-review grade process.
Scope:   All undergraduate students
Comment Period:   November 19, 2018 – December 19, 2018
Comment on this policy: 3364-71-11


UTMC – 2 policies

Policy Name:   3364-100-01-21 Addressing Patients
Description:  (New policy proposal)  The purpose of this policy is to ensure that patients are treated with respect, courtesy and dignity by inquiring how they would like to be addressed.
Scope:   All University of Toledo Medical Center (UTMC) and its Workforce Members
Comment Period:   November 7, 2018 – December 7, 2018
Comment on this policy: 3364-100-01-21

Policy Name:   Recently Signed 3364-100-01-22  Protecting the Privacy of Patients During Medical Encounters
Description:  (Major revision of existing proposal)  Revisions were made to provide clear procedures when a chaperone is required or requested to protect patient privacy as well as protect UTMC medical professionals.  (This policy supersedes Policy 3364-101-03-08, Protecting the Privacy of Patients During a Physical Examination.)
Scope:   University of Toledo Medical Center
Comment Period:   November 7, 2018 – December 7, 2018
Comment on this policy: 3364-100-01-22


Policies for rescission -

Policies recommended for rescission are posted here for comment by The University of Toledo community for thirty days. Please direct any comments or questions regarding the policies recommended for rescission to policies@utoledo.edu.

3364-70-00 Research and sponsored programs policies has been recommended for rescission because the policy has been integrated into draft 3364-70-22 Principal investigator’s responsibilities on sponsored projects.  Comment period:  November 15, 2018 to December 17, 2018.  Send comments to policies@utoledo.edu.
Last Updated: 11/19/18