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.
NOTE: The University’s policies ultimately become a part of the Ohio Administrative Code. The Administrative Code is written in lower case. As each UT policy comes due for review, it will be formatted according to the Ohio Legislative Service Commission Drafting Manual. Many words that normally would be capitalized will not be capitalized in the text of the policy. For example – university of Toledo, president of the United States, supreme court, holidays such as Christmas day (Christmas is capitalized but day is not). The Drafting Manual includes many other grammatical guidelines. The header box and the signature box do not need to comply with these rules. Please do not send comments asking to revise capitalization, outline format, grammar, etc.
The following policies have been posted for the 30-day comment period:
College of Medicine and Life Sciences - 3 policies
Policy Name: 3364-81-04-028-00 Criminal records check for students in the college of medicine and
life sciences MD program
Description: (Major revision of existing policy) The proposed revision removes the need for annual attestations. Background checks
are repeated upon entering M3 year.
Scope: College of Medicine and Life Sciences MD Program
Comment Period: July 26, 2024 through August 27, 2024
Comment on this policy: 3364-81-04-028-00
Policy Name: 3364-81-28 Admissions committee authority and structure
Description: (Minor/technical revision of existing policy) The proposed revisions are clarifying in nature.
Scope: College of Medicine and Life Sciences MD Program
Comment Period: July 26, 2024 through August 27, 2024
Comment on this policy: 3364-81-28
Policy Name: 3364-81-04-031-00 MD/PhD student clinical elective during graduate research years
Description: (Minor/technical revision of existing policy) The proposed revisions include grammatical and title changes. Procedure D has been
revised to clarify that students should evaluate one patient per hour.
Scope: College of Medicine and Life Sciences MD/PhD Program
Comment Period: July 26, 2024 through August 27, 2024
Comment on this policy: 3364-81-04-031-00
Graduate Medical Education – 1 policy
Policy Name: 3364-86-024-00 Resident final evaluation letter
Description: (Minor/technical revision of existing policy) The proposed revisions include evaluation levels on the template changed from unsatisfactory,
satisfactory and superior to level 1 novice, level 2 advanced beginner, level 3 competent,
level 4 proficient, level 5 expert.
Scope: UT College of Medicine Residents
Comment Period: July 26, 2024 through August 27, 2024
Comment on this policy: 3364-86-024-00
The following policies have been signed, are effective immediately and have been posted for the 30-day comment period:
Research - 1 policy
Policy Name: 3364-70-01 Financial conflict of interest
Description: (Major revision of existing policy) The proposed changes include:
- Added disclosure requirement for participation in certain foreign talent recruitment programs, as required by federal CHIPS and Science Act of 2022 - Participation in foreign talent programs may be prohibited by federal sponsors
- Replaced “sponsored project” with “sponsored activity” to better reflect scope of the policy
- Clarified definition of “Investigator”, subject to FCOI disclosure and review - Persons who are responsible for the design, conduct, or reporting of sponsored activities and - Persons who do not make independent decisions regarding the design, conduct, or reporting of the sponsored activity, generally do not meet the definition of an investigator
- Refers to University policy 3364-70-05 for conflict of interest requirements for study personnel of human subjects research add verbiage related to confidentiality and notifications if under 18 years of age.
Scope: All University of Toledo Campuses
Comment Period: July 9, 2024 through August 9, 2024
Comment on this policy: 3364-70-01
Office of Legal Affairs – 1 policy
Policy Name: 3364-10-01 Formulation and issuance of policies and 3364-10-01.1 Policy action procedure
Description: (Minor/technical revision of existing policy) The proposed revisions include elimination of Senior Leadership Team (SLT) review
prior to posting a policy for comment.
Scope: All University of Toledo Campuses
Comment Period: July 9, 2024 through August 9, 2024
Comment on this policy: 3364-10-01 and 3364-10-01.1
The following policies have been posted for the 30-day comment period:
Human Resources - 3 policies
Policy Name: 3364-25-17 Pre-employment drug testing
Description: (Minor/technical revision of existing policy) The proposed changes are predominantly stylistic. We propose clarifying the prohibition
of the use, possession, and distribution of marijuana.
Scope: Final candidates hired or rehired for faculty, staff, contingent, temporary, resident,
and select graduate and undergraduate student positions as part of the hiring process
on the Health Science Campus
Comment Period: July 9, 2024 through August 9, 2024
Comment on this policy: 3364-25-17
Policy Name: 3364-25-31 CWA and classified non-union absenteeism
Description: (Minor/technical revision of existing policy) The proposed changes reflect updates to the CBA and make clarifications to existing
policy language.
Scope: University of Toledo – Main Campus hourly full[1]time and part-time non-probationary
employees who earn sick time (CWA and classified/non-union)
Comment Period: July 9, 2024 through August 9, 2024
Comment on this policy: 3364-25-31
Policy Name: 3364-25-128 Nicotine-free pre-employment process
Description: (Minor/technical revision of existing policy) The proposed changes are predominantly stylistic.
Scope: Final candidates for positions at UTMC, including faculty, staff, contingent, resident,
and select graduate and undergraduate student positions.
Comment Period: July 9, 2024 through August 9, 2024
Comment on this policy: 3364-25-17
UT Police - 1 policy revised and 1 policy rescinded
Policy Name: 3364-61-10 Missing student notification
Description: (Minor/technical revision of existing policy) The proposed changes add verbiage related to confidentiality and notifications if
under 18 years of age.
Scope: All University of Toledo Campuses
Comment Period: July 9, 2024 through August 9, 2024
Comment on this policy: 3364-61-10
Policy Name: 3364-61-09 Sexual offender notification
Description: (To be rescinded) Policy is no longer applicable.
Scope: All University of Toledo Campuses
Comment Period: July 9, 2024 through August 9, 2024
Comment on this policy: 3364-61-09
Office of Legal Affairs - 1 policy
Policy Name: 3364-10-14 Contract review and approval process
Description: (Minor/technical revision of existing policy) Revisions include clarification that the office of legal affairs review is required
prior to execution of a contract by an authorized signer, as well as requiring that
a copy of the fully-executve contract (FEC) is provided to the office of legal affairs
within five days of execution.
Scope: All University of Toledo Campuses
Comment Period: July 9, 2024 through August 9, 2024
Comment on this policy: 3364-10-14
Research - 2 policies
Policy Name: 3364-70-04 Patent
Description: (Minor/technical revision of existing policy) The proposed changes include:
- Change in section D(6) in distribution of income from licensed university intellectual property - If the University inventor(s) is no longer employed by the University, the 10% directed to the University inventor(s) research account will be deposited into an account for the Office of Research and Sponsored Programs to support research on campus and - inventor (or their heirs) receive 40% of income, Inventor’s college & department receive 10%, University receives 40%
Scope: All University of Toledo Campuses
Comment Period: July 9, 2024 through August 9, 2024
Comment on this policy: 3364-70-04
Policy Name: 3364-70-09 Compensation for injury in clinical trials
Description: (Minor/technical revision of existing policy) The proposed changes include:
Purpose - set forth the conditions under which commercial sponsors of covered clinical trials must be responsible for the cost of diagnosis and treatment of study related injuries that result as a consequence of participation in the clinical trial
Clinical trial agreements for covered clinical trials will be accepted by UToledo only if the sponsor agrees to fully indemnify the university for the reasonable and necessary costs associated with the diagnosis and treatment of study related injuries
* In clinical trials with a reasonable expectation of benefit to study subjects, a request to waive the rule requiring full indemnification may be made to the vice president for research. (current policy state the VP for Clinical Affairs and approve this exemption)
Clarified and simplified language re: Informed Consent and Reconciliation (Section D)
* The reimbursement language in the clinical trial agreement or associated waiver must be reconciled with the informed consent document to ensure consistency with verification that both documents accurately reflect the requirements of this policy. The IRB will approve the informed consent document only upon confirmation of satisfactory reconciliation by the appropriate research and sponsored programs representative.
Clarified definitions (Section E)
* Added definition: “Covered clinical trial” is a human subject research study
that is: (a) sponsored by a for-profit company, (b) employs a company-originated protocol,
(c) includes investigational drugs, devices, or biologics, and (d) involves more than
minimal risk to study subjects.
Scope: All University of Toledo Campuses
Comment Period: July 9, 2024 through August 9, 2024
Comment on this policy: 3364-70-09
UTMC - 1 policy
Policy Name: 3364-100-60-01 Complaint/grievance management
Description: (Minor/technical revision of existing policy) Revisions include clarifying language within the procedure.
Scope: UTMC and Clinics
Comment Period: July 9, 2024 through August 9, 2024
Comment on this policy: 3364-100-60-01