The University of Toledo

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.

College of Medicine and Life Sciences (8 policies)
College of Pharmacy and Pharmaceutical Sciences (1 policy)
Compliance (1 policy)
Finance (2 policies)
Human Resources (1 policy)
Recommendation to Rescind a Policy (2 policies)
Research (1 policy)
Safety and Health (1 policy)
Student Life/Financial Aid (1 policy)
UTMC (4 policies)

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College of Medicine and Life Sciences (8 policies)

Policy Name: Recently Signed 3364-81-04-012-00 Final Grade Submission for Courses/Block/Clerkships
Description: (Major revision of existing policy) - An important element of medical education program’s system of assessment should be to ensure timeliness with which medical students are informed about their final performance in courses/blocks and clerkship (LCME standard ED-30). Therefore, all clerkship final grades must be submitted to the Office of the Registrar no later than 4-6 weeks after the Monday following the completion of the clerkship. All course/block grades must be available to students on the course website 4-6 weeks after the completion of the course.  In accordance wtih LCME standards ED-30, the deadline for submission of final grades changed from 3 weeks to 4-6 weeks.
Scope: College of Medicine MD Program
Comment Period: April 30, 2013 - May 30, 2013
Comment on this policy: 3364-81-04-012-00

Policy Name: Recently Signed 3364-81-04-035-01 Fourth Year and Residency Planning/Advising
Description: (New policy) - The UT COM has a process  to implement an effective advising system to guide medical students in planning the fourth year of their medical school and choice of specialty training. This policy will provide a central mechanism for academic and professional counseling of medical students related to choice of fourth year electives, residency options and relevant skills training.
Scope: College of Medicine & Life Sciences: Medical Students
Comment Period: April 30, 2013 - May 30, 2013
Comment on this policy: 3364-81-04-035-01

Policy Name: Recently Signed 3364-81-04-033-00 Health and Immunization Requirements for Medical Students
Description: (New policy) - The University of Toledo College of Medicine (UTCOM) M.D. program mandates a number of health and immunization requirements for all medical students, including visiting students from other medical schools/medical education programs. The health and immunization requirements follow guidelines issued by the Centers for Disease Control and Prevention, along with those of relevant state and accreditation agencies.
Scope: M.D. Program, College of Medicine, The University of Toledo Health Science Campus
Comment Period: April 30, 2013 - May 30, 2013
Comment on this policy: 3364-81-04-033-00

Policy Name: Recently Signed 3364-81-04-013-02 Med student acad promotion, remediation, and dismissal/due process/appeals
Description: (Minor/technical revision of existing policy) - All students are responsible for understanding UT COM policies and standards regarding academic promotion, as well as the policies and procedures related to academic remediation and dismissal.  Students are expected to achieve an appropriate level of academic performance as defined by the faculty in the college of medicine, and to demonstrate reasonable, continued progress in the academic programs of the curriculum.  Students subject to adverse action are entitled to due process and appellate rights.  Policy amended to require Dean's appointment of an ad hoc committee to hear student appeals, rather than having it as an option.
Scope: All University of Toledo Campuses
Comment Period: April 30, 2013 - May 30, 2013
Comment on this policy: 3364-81-04-013-02

Policy Name: Recently Signed 3364-81-04-017-02 Professionalism & related standards of conduct/disciplinary action/due process/appeals
Description: (Minor/technical revision of policy) - All students are responsible for understanding and complying with the Standards of Conduct defined by University of Toledo Health Science Campus (UT HSC) Policy No. 3364-25-01 and University of Toledo College of Medicine (UT COM) Policy No. 3364-81-04-017-01.  In addition, as physicians-in-training, medical students are held to the highest standards of professionalism, and have a number of professional responsibilities that they are obligated to uphold.  A failure to comply may result in disciplinary action, as described below.  Students subject to adverse disciplinary actions are entitled to due process and appellate rights.  Policy amended to require Dean's appointment of an ad hoc committee to hear student appeals, rather than having it as an option.
Scope: All University of Toledo Campuses
Comment Period: April 30, 2013 - May 30, 2013
Comment on this policy: 3364-81-04-017-02

Policy Name: Recently Signed 3364-81-04-017-01 Standards of conduct/disciplinary action and due process/appeals
Description: (Minor/technical revision of existing policy) - All students are responsible for understanding and complying with UT COM policies and standards of conduct.  A failure to comply may result in disciplinary action, as described below.  Students subject to adverse action are entitled to due process and appellate rights.  Policy amended to require Dean's appointment of an ad hoc committee to hear student appeals, rather than having it as an option.
Scope: All University of Toledo Campuses
Comment Period: April 30, 2013 - May 30, 2013
Comment on this policy: 3364-81-04-017-01

Policy Name: Recently Signed 3364-81-04-018-00 The Learning Environment, Faculty Professionalism, and Reporting Student Mistreatment
Description: (Minor/technical revision of existing policy) -The University of Toledo College of Medicine and Life Sciences subscribes to the Association of American Medical College’s guiding principles for promoting a positive learning environment and expects all faculty in the College of Medicine and Life Sciences to understand and comply with those principles at all times.   Policy title revised to include reporting of student mistreatment, and role of ombuds for COMLS added.
Scope: College of Medicine and Life Sciences
Comment Period: April 30, 2013 - May 30, 2013
Comment on this policy: 3364-81-04-018-00

Policy Name:  Recently Signed 3364-81-04-013-05  Graduate Requirements for the M.D. Degree Program
Description:  (Minor/technical revision of existing policy)  In accordance with the Liaison Committee for Medical Education (LCME) standards for accreditation of the program leading to the M.D. degree, the curriculum of a medical education program must provide a general professional education and prepare medical students for entry into graduate medical education.  A specific set of requirements has therefore been established that students must meet in order to graduate from the UT College of Medicine and Life Sciences with the Doctor of Medicine (M.D.) degree.
Scope:  all University of Toledo Campuses
Comment Period:  May 13, 2013 – June 12, 2013
Comment on this policy:  3364-81-04-013-05

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College of Pharmacy and Pharmaceutical Sciences (1 policy)

Policy Name:  Draft 3364-83-03  Academic performance policy College of Pharmacy and Pharmaceutical Sciences
Description:  (New policy proposal)  The College of Pharmacy and Pharmaceutical Science (CPPS) encourages adequate academic performance to meet the standards of the degree programs which it offers. The College’s Academic Performance Committee is authorized to review and adjudicate academic performance standards of the various degree programs. The College also recognizes a student’s right to due process. This policy addresses academic performance and student progression toward graduation, as well as an appeals process for decisions rendered by the Academic Performance Committee.  The Academic Performance Committee is authorized to review and adjudicate academic performance standards of the College.
Scope:  This policies applies to all students of the CPPS
Comment Period:  May 22, 2013 – June 21, 2013
Comment on this policy:  3364-83-03

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Compliance (1 policy)

Policy Name:  Draft 3364-15-11 Government inquiries and investigations involving UTMC
Description:  (Minor/technical revision of existing policy) The University of Toledo hospitals, clinics and its health care science campus and their respective employees, faculty and students (collectively referred to as “UTMC”) will cooperate with any authorized government inquiries and investigations.  While doing so, the organization through it authorized representatives will assert all protections and privileges afforded by law during any such inquiries and investigations.
Scope:  University of Toledo Medical Center and Health Science Campus  
Comment Period:  May 7, 2013 – June 7, 2013
Comment on this policy  3364-15-11

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Finance (2 policies)

Policy Name:  Draft 3364-40-24  Credit cards
Description:  (New policy proposal) This document defines the policy and procedures for the acceptance of credit cards by Merchants affiliated with The University.  For the purpose of this policy, a Merchant is defined as a department or entity affiliated with The University.  The University will comply with Payment Card Industry (PCI) Data Security Standards (DSS) pertaining to: “card-not-present with all cardholder data functions outsources” (also known as SAQ A), “standalone dial-out terminals” (aka SAQ B), and “Point-To-Point Encryption” (aka SAQ P2PE-HW).
Scope:  All credit card Merchants at The University.  For the purpose of this policy, a Merchant is defined as a department or entity affiliated with The University.
Comment Period:  May 7, 2013 – June 7, 2013
Comment on this Policy: 3364-40-24

Policy Name:  Recently Signed 3364-40-08  Delegation of Signature Authority
Description:  (Minor/technical revision of existing policy) Signing or entering into arrangements that bind The University of Toledo are to be in compliance with the rules set forth by the Board of Trustees, as delegated to the President and further clarified in this policy.  This policy provides specific guidelines relative to the delegation of signature authority granted to specific UT officials that bind the institution.  In Section (C)(4)  Financial Commitments was revised to provide signature authority to the vice president of finance or treasurer or controller for any or no dollar amount.  This is the only revision in the policy.
Scope:  All University of Toledo campuses
Comment Period: May 7, 2013 – June 7, 2013
Comment on this policy  3364-40-08

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Human Resources (1 policy)

Policy Name:  Recently Signed 3364-25-61  Re-employment of retirees
Description:  (New policy proposal) The University is not required to re-hire employees after retirement; however, it is recognized that certain individuals may possess institutional memory or other irreplaceable skills or knowledge.  Employees who have retired under The University of Toledo may be rehired under specialized circumstances.   The purpose of the policy is to create and maintain a consistent approval process for rehiring individuals retired from The University of Toledo. This will allow the institution to ensure that future staffing needs are met through succession planning partnerships between employees and management, as well as promote the monitoring of current organizational talent and ensuring that all employees have the opportunity for advancement.
Scope:  The University of Toledo, all campuses -   see section (C) 
Comment Period:  May 7, 2013 – June 7, 2013
Comment on this policy:  3363-25-61

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Research (1 policy)

Policy Name:  Recently Signed 3364-70-03  Research Council
Description:  (Minor/technical revision of existing policy)  The University Research Council is committed to enhancing and giving direction to the research and scholarly environment of the institution.  Section (G) was added to the policy.
Scope:  Defines the duties and responsibilities of the UT Research Council, all campuses
Comment Period:  May 7, 2013 – June 7, 2013
Comment on this policy:  3364-70-03

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Safety and Health (1 policy)

Policy Name:  Recently Signed 3364-60-07  Workplace violence
Description:  (Minor/technical revision of existing policy)  The University of Toledo is committed to providing a safe workplace environment, free of threats, intimidation and violence of any kind and maintains a plan for promoting a safe campus through prevention, mitigation, response, and recovery from incidents or potential incidents of workplace violence.  Among the revisions is a new resource section that includes phone numbers to report incidents of workplace violence and phone numbers for counseling service providers.  It also updates department names and titles.
Scope:  all University of Toledo Campuses
Comment Period:  May 7, 2013 – June 7, 2013
Comment on this policy:  3364-60-07

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Student Life/Financial Aid (1 policy)

Policy Name:  Recently Signed 3364-30-53  Institutional aid policy
Description:  (New policy proposal)  The objective of The University of Toledo (UT) Office of Student Financial Aid is to provide financial assistance in an equitable and timely manner to students who exhibit financial need.  It also will process, and in some cases administer, non-need awards made to UT students from either University or external sources.  The purpose of this policy is to define the limits for the awarding and distribution of institutional aid; to identify the order in which aid is packaged; and the permissible combination of various awards.  In meeting the objectives in the policy statement, all award program regulations, guidelines and donor wishes are to be followed.  Aid packaging is to be accomplished as effectively and efficiently as possible within the constraints of time, resources and outside forces or factors, frequently beyond office control, such as timing of receipt of funds, regulation changes, software and data system changes and technology support.
Scope:  The awarding and management of University funded scholarships; see section (C)
Comment Period:  May 22, 2013 – June 21, 2013
Comment on this policy:  3364-30-53

 

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UTMC (4 policies)

Policy Name:  Draft 3364-100-50-13  Plan for prisoner-patients who require security services provided by a law enforcement agency
Description:  (Minor/technical revision of existing policy) The HSC Security Department shall have an identified plan for the handling of prisoner- patients at the University of Toledo Medical Center (“UTMC”); there shall also be an orientation and education protocol established for the correctional or legal representative(s) (“security representative”) accompanying each prisoner-patient.  The security arrangements are the responsibility of the sending agency.  The purpose of the policy is to ensure all prisoner-patients are treated with dignity and respect; to further ensure the safety and well-being of the prisoner-patient, staff, visitors, other patients, and the security representative, through a safety orientation process specific to conditions at UTMC.
Scope:  The University of Toledo Medical Center
Comment Period:  May 7, 2013 – June 7, 2013
Comment on this policy:  3364-100-50-13

Policy Name:  Draft 3364-100-45-05  Rapid response team
Description:  (Minor/technical revision of existing policy)  The purpose of the Rapid Response Team is to quickly provide a multidisciplinary team approach to assess a patient whose condition is deteriorating.  The goal is to reduce the number of cardiopulmonary arrests outside of the ICU, reduce the number of critical patient events outside the ICU and ultimately reduce the number of unplanned transfers to the ICU.
Scope:  The University of Toledo Medical Center and its Medical Staff
Comment Period:  May 22, 2013 – June 21, 2013
Comment on this policy:  3364-100-45-05

Policy Name:  Draft 3364-100-45-07  Emergency response for Health Science Campus
Description:  (Minor/technical revision of existing policy)  The Code Blue Team shall respond to all Code Blues that are called within the main hospital, Heart and Vascular Center, Hospital Clinics, the George Isaac Outpatient Center and the Pain Clinic at the University of Toledo Medical Center.  All other locations of the Health Science Campus will call 2600 and request 911 be contacted for EMS to provide advanced life support.  Basic life support procedures to assess, stabilize and transport patients will be provided by available health care personnel for a victim of a life threatening emergency until the arrival of Emergency Medical Services.
Scope:  The University of Toledo Medical Center and its Medical Staff
Comment Period:  May 22, 2013 – June 21, 2013
Comment on this policy:  3364-100-45-07

Policy Name:  Draft 3364-100-50-45  Relative humidity in the operating rooms
Description:  (Minor/technical revision of existing policy)  The relative humidity of the air supplied to all operating rooms will be monitored.  The Operating Room will be notified should the relative humidity of the supplied air be below 20% relative humidity or above 60% relative humidity.  The Facilities Department and Operating Room will take remedial actions as necessary and maintain appropriate documentation.
Scope:  Operating Room
Comment Period:  May 22, 2013 – June 21, 2013
Comment on this policy:  3364-100-50-45 

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Recommendations to Rescind a Policy

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

3364-25-58 Automatic pay position guidelines has been recommended for rescission because the policy is no longer necessary as the classification is being eliminated.  Positions will be based on the new policy 3364-25-36 Appointment and classification.  
Comment Period:  May 7, 2013 – June 7, 2013.

3364-25-16 Limited contract appointment status (grandfathered) has been recommended for rescission because the policy is no longer necessary as the classification is being eliminated. 
Comment Period:  May 7, 2013 – June 7, 2013.