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:
Research – 1 policy
Policy Name: 3364-70-22 Principal investigator’s responsibilities on sponsored projects
Description: (Major revision of existing policy) The proposed policy changes include
Change in section G(3)(j) – The PI ensures the completion, accuracy and timeliness of interim and final programmatic (technical) reports.
- (j) The PI ensures the completion, accuracy and timeliness of interim and final programmatic (technical) reports. It is the shared responsibility of the PI and department to ensure sponsor required progress reports are submitted in a timely fashion.
- If a PI is unable to complete a report, the department chair and/or dean become responsible for completion.
- If reporting is delinquent, university research funding opportunities (URFO) may be withheld, suspended or voided.
- If reporting is severely delinquent, the vice president for research may place a hold on processing new proposal submissions, place a hold on processing newly issued awards, and/or place a hold on charging all active accounts in which the PI is listed until all reports have been submitted and accepted by the sponsor(s).
Change in section G(1)(a) – Proposal Preparation
- (a) ‘All proposals for extramural funds, contracts, or a commitment of work must be reviewed and approved by all investigators, department/unit chair(s) or head(s) and ORSP prior to proposal submission to the sponsor. Exceptions to this must be approved by the vice president for research or their designee.’
- (c)Timelines established by ORSP for proposal submission.
- Proposal with no subrecipient(s) - PI should notify ORSP of intention to submit a proposal at least ten (10) business days before the submission deadline.
- Proposal with subrecipient(s) - notify ORSP at least 15 business days before the submission deadline.
- Proposal, final budget, and other required documents should be routed for internal approval no later than five (5) business days prior to the submission due date.
- Strongly recommended that near final drafts of all documents are uploaded to ORSP or sponsor sites at least two days before the submission deadline. Final documents should be uploaded one (1) business day before submission deadline date.
Change in section G(3) Project performance and management
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- (c) The PI(s), Co-I’s and key personnel must comply with all the terms and conditions of their awards. This may include, but is not limited to, restrictions imposed due to export controls, compliance with technology control or other management plans, adherence to professional standards of the university, and assuring work environments are safe and conducive to high quality work.
- (d) PI(s), Co-I’s and key personnel must comply with existing university policies prohibiting harassment and discrimination, as well as prohibitions of inappropriate conduct as defined by university or sponsor standards. Inappropriate conduct may include actions or conduct that disparages or demonstrates hostility or aversion towards a person that could reasonably be perceived as disruptive, disrespectful, offensive, or inappropriate in the workplace.
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Scope: All University of Toledo campuses
Comment Period: November 15, 2024 through December 16, 2024
Comment on this policy: 3364-70-22
Human Resources – 2 policies
Policy Name: 3364-25-19 Relocation allowance for new employees
Description: (Major revision of existing policy) The proposed policy changes include the addition of keywords; deletion of Procedure
section and movement of relevant items from Procedure to Guidelines; addition of clarifying
language on determining negotiated amount and providing notice to Human Resources;
and removal of redundant language regarding payment.
Scope: All University of Toledo campuses
Comment Period: November 15, 2024 through December 16, 2024
Comment on this policy: 3364-25-19
Policy Name: 3364-25-45 Performance evaluation, non-faculty
Description: (Major revision of existing policy) The proposed policy changes include the addition of keywords; deletion of Procedure
section and movement of relevant items from Procedure to Responsibilities; addition
of clarifying language regarding performance improvement plans; and updating of language
to reflect new electronic system for evaluations.
Scope: All University of Toledo campuses
Comment Period: November 15, 2024 through December 16, 2024
Comment on this policy: 3364-25-45
College of Medicine & Life Sciences – 1 policy
Policy Name: 3364-81-04-012-09 Visiting medical students in elective clinical clerkships
Description: (Minor/technical revision of existing policy) The proposed changes include: D1 procedure: Clarification added when the Department
of Medical Education will post elective openings; D2Ba: Added, International visiting
students selected to participate are referred by their home program and then they
can complete the application; D2Bb: Added that once the Advisor reviews the application
materials and requirements is done, they forward to the Student Health & Wellness
Clinic for immunization review/approval; D2be: Improvement in statement: The Advisor
forwards a formal rotation/visa invitation letter upon email confirmation; and D2Bh: The student will now receive a home institution evaluation.
Scope: M.D. Program, College of Medicine, The University of Toledo Health Science Campus
Comment Period: November 15, 2024 through December 16, 2024
Comment on this policy: 3364-81-04-012-09