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 - 5 policies
Human Resources - 1 policy
Information Technology - 3 policies
Legal Affairs - 2 policies
Undergraduate Academic - 2 policies
University Faculty - 1 policy
Policies recommended for rescission - 8 policies


Athletics –5 policies

Policy Name:   Draft 3364-35-02  Prospective student-athlete recruiting policy
Description:  (Minor/technical revision of existing policy)  Revisions to this policy include added areas of oversight related to changing NCAA legislation, the addition of required forms due to additional areas of oversight, and amended titles based on additional compliance staff and changing responsibilities within Athletics Compliance.
Scope:   All University of Toledo Campuses
Comment Period:   October 2, 2018 – November 1, 2018
Comment on this policy: 3364-35-02

Policy Name:   Draft 3364-35-03  Camps and clinics
Description:  (Minor/technical revision of existing policy) Revisions to this policy include background checks and minors on campus training as well as the addition of required forms involving medical documentation and concussions.
Scope:   Athletic Department
Comment Period:   October 2, 2018 – November 1, 2018
Comment on this policy: 3364-35-03

Policy Name:   Draft 3364-35-13  Student-athlete financial aid
Description:  (Minor/technical revision of existing policy) Revisions to this policy include amended titles based on additional compliance staff and changing responsibilities within Athletics Compliance, the addition of a statement concerning collaboration between scholarship coordinator and senior associate athletics director for compliance, and a statement revision regarding validation of NLI to conform to procedural changes.
Scope:   Athletic Department
Comment Period:   October 2, 2018 – November 1, 2018
Comment on this policy: 3364-35-13

Policy Name:   Draft 3364-35-15  Student-athlete employment
Description:  (Minor/technical revision of existing policy) Revisions to this policy include amended titles based on additional compliance staff and changing responsibilities within Athletics Compliance as well as procedural changes in the completion of forms by student-athletes.
Scope:   Athletic Department
Comment Period:   October 2, 2018 – November 1, 2018
Comment on this policy: 3364-35-15

Policy Name:   Draft 3364-35-16  Compliance rules education and training
Description:  (Minor/technical revision of existing policy)  Revisions to this policy include amended titles based on additional compliance staff and changing responsibilities within Athletics Compliance as well as the identification of additional training sources.
Scope:   Athletic Department
Comment Period:   October 2, 2018 – November 1, 2018
Comment on this policy: 3364-35-16


Human Resources  – 1 policy

Policy Name:   Draft Policy 3364-25-51  Solicitation, advertising and distribution
Description:  (Minor/technical revision of existing policy) The purpose of this policy is ensure that University employees can perform their duties free from intrusions and work interruptions, to safeguard the security of persons, facilities, and property, and to ensure the privacy essential to patient care.  The revisions made to this policy provide guidelines for distribution of literature, both hard copy and electronically by employees, businesses and organizations.
Scope:   All University of Toledo – All Campuses
Comment Period:   October 16, 2018 – November 15, 2018
Comment on this policy: 3364-25-51


Information Technology  – 3 policies

Policy Name:   Draft Policy 3364-65-02  Information Security and Technology Administrative Safeguards Policy
Description:  (Major revision of existing policy)  This policy describes fundamental practices of information security that must be applied by university organizations under the guidance of the university’s information security office to ensure that protective measures are implemented and maintained. Revisions include a policy name change and additional details with clear definitions and processes.
Scope:   All University organizational units
Comment Period:   October 17, 2018 to November 16, 2018
Comment on this policy: 3364-65-02

Policy Name:   Draft Policy 3364-65-03  Technology Physical Safeguards
Description:  (Major revision of existing policy) This policy establishes policies to secure sensitive information processed, stored in computer rooms, network data closets, and telecommunication closets from equipment/data theft, vandalism, loss, and unauthorized access. Revisions include a policy name change and additional details with clear definitions and processes.
Scope:   All University organizational units
Comment Period:   October 17, 2018 to November 16, 2018
Comment on this policy: 3364-65-03

Policy Name:   Draft Policy 3364-65-04  Security Access Safeguards
Description:  (New policy proposal) This policy defines logical access controls and technical safeguards and prescribes their use for technology assets that access, create, process, transmit, receive, or destroy sensitive data.
Scope:   All University organizational units
Comment Period:   October 17, 2018 to November 16, 2018
Comment on this policy: 3364-65-04


Legal Affairs - 2 policies

Policy Name:   Recently Signed 3364-10-17  Minors on Campus
Description:  (Minor/technical revision of existing policy)  The revision is the addition of paragraph (e) on page 8.
Scope:   Entire University:  All Campuses
Comment Period:   October 2, 2018 – November 1, 2018
Comment on this policy: 3364-10-17

Policy Name:   Draft Policy 3364-10-14  Office of Legal Affairs Contract Review and Approval
Description:  (Major revision of existing policy) The purpose of this policy is to protect the interests of the University by ensuring legal review and contract guidance and to maintain a Contract repository for all contracts.  Revisions were made to include all University of Toledo campuses and provide a more streamlined process.
Scope:   All University of Toledo campuses
Comment Period:   October 11, 2018 – November 12, 2018
Comment on this policy: 
3364-10-14


Undergraduate Academic - 2 policies

Policy Name:   Draft Policy 3364-71-02 Enrollment status:  full-time, part time, and audit
Description:  (Minor/technical revision of existing policy) This policy defines enrollment status for undergraduate students at The University of Toledo. The text being proposed here incorporates changes recommended by the Faculty Senate to clarify the definitions of full-time and part-time status for undergraduate students, as well as establishing the threshold for what constitutes a course overload. The policy also incorporates new language that requires undergraduate students to be registered for courses in the term in which they occur in order to receive credit for those courses.
Scope:   All Undergraduate Students
Comment Period:   October 11, 2018 – November 12, 2018
Comment on this policy: 3364-71-02

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.  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:   October 11, 2018 – November 12, 2018
Comment on this policy: 3364-71-11


University Faculty – 1 policy

Policy Name:   Draft 3364-72-53  Textbook and instructional materials selection policy
Description:  (New policy proposal)  The purpose of this policy is to provide guidance on the selection and adoption of textbooks and other instructional materials in an effort to enhance college affordability.
Scope:   All University full-time and part-time undergraduate and graduate course faculty including instructors
Comment Period:   October 11, 2018 – November 12, 2018
Comment on this policy: 3364-72-53


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.

3364-65-02 Access control policy has been recommended for rescission because the policy has been integrated into proposed 3364-65-04 Security Access Safeguards.  Comment Period:  October 17, 2018 to November 16, 2018.  3364-65-02 is now titled Information Security and Technology Administrative Safeguards Policy.  Send comments to policies@utoledo.edu.

3364-65-03 Transmission control policy has been recommended for rescission because the policy has been integrated into proposed 3364-65-04 Security Access Safeguards.  Comment Period:  October 17, 2018 to November 16, 2018.  3364-65-03 is now titled Technology Physical Safeguards.  Send comments to policies@utoledo.edu.

3364-65-07.1 Password security policy has been recommended for rescission because the policy has been integrated into proposed 3364-65-04 Security Access Safeguards.  Comment Period:  October 17, 2018 to November 16, 2018.  Send comments to policies@utoledo.edu.

3364-65-10.1 Data center data closet access has been recommended for rescission because the policy has been integrated into proposed 3364-65-03 Technology Physical Safeguards.  Comment Period:  October 17, 2018 to November 16, 2018.  Send comments to policies@utoledo.edu.

3364-65-11 Remote access security has been recommended for rescission because the policy has been integrated into proposed 3364-65-04 Security Access Safeguards.  Comment Period:  October 17, 2018 to November 16, 2018.  Send comments to policies@utoledo.edu.

3364-65-13 Information security framework has been recommended for rescission because the policy has been integrated into the proposed 3364-65-02 Information Security and Technology Administrative Safeguards Policy.  Comment Period:  October 17, 2018 to November 16, 2018.  Send comments to policies@utoledo.edu.

3364-65-14 Boundary security policy has been recommended for rescission because the policy has been integrated into proposed 3364-65-04 Security Access Safeguards.  Comment Period:  October 17, 2018 to November 16, 2018.  Send comments to policies@utoledo.edu.

3364-65-19 HIPAA IT Policy has been recommended for rescission because the policy has been integrated into the proposed 3364-65-02 Information Security and Technology Administrative Safeguards Policy.  Comment Period:  October 17, 2018 to November 16, 2018.  Send comments to policies@utoledo.edu.

Last Updated: 10/18/18