Business & Finance

Any departmental funds collected as fees or fines or for any reason whatsoever shall be administered through the business appropriate centralized university finance office. No departmental funds of any nature shall be carried in bank accounts that have not been authorized by the board of trustees.

• Effective: December 18, 1997
• Date: November 26, 1997 (signature on file)
• Promulgated under: R.C. Section 111.15
• Rule amplifies: R.C. 3361.03; R.C. 3361.04; R.C. 3345.05; R.C. Am.Sub.S.B.No.221; R.C. 3345.29;
• Prior effective date: March 16, 1978

(A) Students are billed for tuition and fees prior to the beginning of a term or upon registration for the term. Tuition and fees generally include the instructional, general, information technology and instructional equipment (ITIE) fees, residence life fees, student health insurance and other fees that may be approved. Certain non-tuition-related charges will also be included on a student’s bill and be subject to the established due dates.

(B) Due dates are established each term for the payment in full of tuition and fees. A payment plan is available to students who are unable to pay in full by the due date. This plan offers payment options to students with each term’s fees due and payable by the end of that term.

(C) Students are allowed to register for subsequent terms and to receive transcripts and diplomas only when they are in good financial standing as determined by university policy established by the Bursar’s Office. Financial obligations are cleared through the finance division.

• Effective: July 18, 2019
• Date: June 25, 2019 (signature on file)
• Promulgated under: R.C. Section 111.15
• Rule amplifies: R.C. 3361.03; 3333-1-02 Am. Sub. S.B. 221
• Prior effective dates: October 17, 2001; September 29, 1978; February 21, 1980; December 19, 2000; March 28, 2001; July 26 2017

(A) It shall be a general policy of the University of Cincinnati to ensure that all accounts receivable are maintained in a current status.

(B) The vice president for finance, in consultation with the appropriate vice presidents, shall have the authority to see that the necessary procedures are adopted to ensure that payments on account are made promptly and for the full amount due. Procedures to guarantee payment of such accounts shall include, but not be limited to: billings; collection letters; telephone contacts; use of collection agencies; referral to counsel for litigation; withholding transcripts, grades and diplomas; and denial of the ability to register for future terms.

(C) After all attempts at collection have failed and an account has been judged to be uncollectible, it shall be university policy to remove such accounts from active university records. Judgment regarding placing such accounts in a dormant status shall be the responsibility of the vice president for finance.

• Effective: July 26, 2017 
• Date: October 18, 2016 (signature on file)
• Promulgated under: R.C. Section 111.15
• Rule amplifies: R.C. 3361.03; R.C. 3345.21
• Prior effective date: October 12, 1978; April 23, 1991; November 17, 1995; December 18, 1997; December 19, 2000; March 21, 2005; November 13, 2006

(A) The university shall adhere to established guidelines for competitive bidding when purchasing goods or services for the university, except as is otherwise hereinafter permitted. This rule applies to purchases using any and all funds administered by the university.

(B) The university shall use contracts created by its Central Purchasing Department when purchasing goods and services for the university, except as is otherwise hereinafter permitted.

(C) The bidding guidelines shall be as follows: 

1. For purchases in amount less than fifteen thousand dollars, the buyer shall obtain bids by telephone or electronic transmission as competition warrants.
2. For purchases in an amount above fifteen thousand dollars but not in excess of six hundred sixty-five thousand five hundred dollars, the buyer shall obtain bids in writing, including electronic transmission as authorized by the director of purchasing and materiel management, in a number commensurate with the amount of the expenditure and the competition available in the traditional market. 
3. For purchases in an amount above six hundred sixty-five thousand five hundred dollars but not in excess of four million five hundred thousand dollars, approval of the president and compliance with the requirements of paragraph (B)(2) of this rule are required. The five million five hundred thousand dollar limit may be increased to five million dollars with the verbal or written consent of the chairperson of the finance and administration committee. Under normal conditions written approval is preferred. 
4. Public works projects of a kind and in the amounts specified in Chapter 153 of the Revised Code shall be competitively bid and award in accordance with all laws and regulations applicable thereto. 

(D) Provided the bidding guidelines described in paragraph (C) of this rule are complied with, the director of purchasing and materiel management may: 

1. Exercise the president’s entire approval and signature authority for purchase orders in amounts that do not exceed one million three hundred thirty-one thousand dollars when such purchase orders are made on standard forms that have been previously approved by the office of general counsel (OGC) and bear no attachments that could vary the terms of the purchase order; and 
2. Competitively bid, approve and execute purchase orders and term contracts for annual supplies and services in any amount during the interval between the June and September meetings of the board when such purchase orders and term contracts are made on standard forms that have been previously approved by the office of general counsel (OGC) and bear no attachments that could vary the terms of the order. A summary report of all purchase orders and term contracts executed with this authority shall be provided to the board for its fall meeting. 
3. Competitively bid, approve and execute purchase orders and term contracts for purchases in amounts above five million dollars, with the approval of the board of trustees and compliance with the requirements of paragraph (B)(2) of this rule unless the board of trustees specifically waves compliance. 

(E) The authority granted and delegated to the director of purchasing and materiel management by this rule may not be further granted, delegated or assigned, either in whole or in part, to any other person.

(F) For the purchase of printed materiel, the requirements of section 3345.10 of the Revised Code shall be adhered to in addition to the requirements set forth above.

(G) Those bids to be advertised and the details of the bidding process shall be determined by policies established by the department of purchasing and materiel management.

(H) Contracts shall be awarded to the lowest and best bidder, except that the university reserves the right to accept or reject any or all bids or proposals in whole or in part.

(I) The director of purchasing and materiel management shall have authority, within the purchase dollar threshold authority of that office, to create and maintain a list of products determined to be non-competitive. These products may be purchased without competitive bidding or letters requesting a waiver from the competitive bidding policy.

(J) Other waiver or modification of the bidding guidelines may be sought because of timing or unique product requirements, or where sufficient economic reasons exist. A written request for a waiver containing an explanation of the reasons for the request must be forwarded to the director of purchasing and materiel management with the requisition. Such waiver shall be effective on approval of the director of purchasing and materiel management for purchases within the dollar authority of that office, by the president for purchases within the purchase authority of that office and by the board of trustees thereafter.

(K) The director of purchasing and materiel management shall have authority to create and maintain a list of price agreements entered into by educational associations, state agencies and consortia through which goods and services may be procured without competitive bidding.

(L) Purchases made pursuant to sections 4115.31 to 4115.35 and 5147.07 of the Revised Code are exempt from these guidelines.

(M) Purchases of professional, non-competitive services for thirty thousand dollars or less as provided for in paragraph (M)(1) of this rule, and purchases of legal services from special counsel appointed by the Ohio Attorney General in any amount, are exempt from these guidelines established in paragraph (B) of this rule.

(N) For the purchase of services which are professional and non-competitive in nature, the following shall apply:

1. When the aggregate amount to be paid for such services will not exceed thirty thousand dollars in any calendar year, no bidding or express waiver thereof is required. An appropriate personal services contract purchase order or other form of agreement will be required under the applicable university contract policies and procedures.
2. When the aggregate amount to be paid for such services will exceed thirty thousand dollars in any calendar year, bidding is required unless expressly waived by the contracting officer or director of purchasing and materiel management. A written request for such waiver containing an explanation of the reasons for the request must be forwarded to the contracting officer when the services are proposed to be provided by an individual sole proprietor or by the director of purchasing and materiel management when the services are proposed to be provided by a corporation, partnership or other business entity or organization prior to processing an appropriate university personal services contract purchase order or other form of agreement under the applicable university contract policies and procedures. 

(O) Even where the competitive bidding guidelines may be waived or do not apply, compliance with such guidelines is encouraged.

(P) In compliance with section 125.081 of the Revised Code, the university shall set aside a number of purchases each year for bidding by certified minority businesses only. The bidding procedures for such contracts shall be the same as for all other contracts except that:

1. Only minority business enterprises certified by the state of Ohio equal employment opportunity coordinator shall be qualified to submit bids, and 
2. The cost of products and services may not exceed the estimated market price by more than approximately ten per cent. 
3. If bids are rejected because of this cost consideration, the purchase shall be awarded in accordance with standard bidding procedures. 

(Q) This rule shall not apply to the employment or reemployment by the university of regular teaching or administrative personnel.

(R) The university will adhere to all other applicable laws and regulations with respect to purchasing and competitive bidding.

(S) This rule shall be amended every three years to increase signing authority pursuant to rule 3361:10-1-06 of the Administrative Code. 

• Effective: August 8, 2016 
• Date: June 21, 2016 (signature on file)
• Promulgated under: R.C. Section 111.15
• Statutory authority: R.C. 3361.
• Rule amplifies: R.C. 3361.03; R.C. 3361.04; R.C. 3345.10; R.C. CH. 125; R.C. CH. 153; R.C. 123.1
• Prior effective dates: November 1, 1984; December 18, 1985; May 29, 1987; February 13, 1990; October 15, 1992; May 2, 1994; February 12, 1996; April 21, 1997; December 18, 1997; September 25, 1998; July 2, 2001; October 17, 2003; July 1, 2004; January 1, 2007; December 11, 2009

As a recipient of federal, state and city funds, the University of Cincinnati is required to comply with “Federal Executive orders 11246 and 11375,” “State of Ohio Executive Order 1972” and its own affirmative action plan banning employment discrimination. Specifically, those holding university contracts or orders or those seeking university employment opportunity practices as the university in respect to their own employees and subcontractors.

Those contractors and vendors engaged by the university, who are subject to the department of public works' rule and regulations on equal employment opportunity, will be required to adhere to the following obligations. Such contractors and vendors hereby agree to incorporate or cause to be incorporated into any contract or modification thereof, as such is defined in "section 202" of the director of the department of public works' rule and regulations on equal employment opportunity, and which is paid for in whole or in part with a grant, contract, loan, insurance policy or guaranty which is distributed, allocated, or approved by a department, authority, commission or agency of the state of Ohio subject to the terms of such regulations, the following equal employment opportunity clause: during the performance of the contract, the contractor agrees as follows:

(A) The contractor will not discriminate against any employee or applicant for employment because of race, color, religion, national origin, sex, sex orientation, handicap, status as disabled veteran or veteran of the Vietnam era, or age. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, national origin, sex, sex orientation, handicap, status as disabled veteran or veteran of the Vietnam era or age. Such action shall apply but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

(B) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sex orientation, handicap, status as disabled veteran or veteran of the Vietnam era or age.

(C) The contractor will send to each labor union or representative of workers, with which he has a collective bargaining agreement or other contract, a notice to be provided by the state administering agency or the office of contract compliance, University of Cincinnati, advising said labor union or workers' representatives of contractor's commitments under this covenant and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

(D) The contractor will comply with all provisions of the department of public works regulation on equal employment opportunity, and with the implementing rules, regulations, and applicable orders of the state equal employment opportunity coordinator and the office of contract compliance, University of Cincinnati.

(E) The contractor agrees he will fully cooperate with the state administering agency, the state equal employment opportunity coordinator, the office of contract compliance, University of Cincinnati and with any other official or agency of the state or federal government which seeks to eliminate unlawful employment discrimination, and with all other state and federal efforts to assure equal employment practices under this contract, and said contractor shall comply promptly with all requests and directions from the state administering agency, the state equal employment opportunity coordinator, the office of contract compliance, University of Cincinnati and any of the state of Ohio's officials and agencies in this regard, both before and during the contract.

(F) Full cooperation as expressed in paragraph (E) above, shall include, but not be limited to, being a witness and permitting employees to be witnesses and complainants in any proceeding involving questions of unlawful employment practices, furnishing all information and reports required by the department of public works regulation on equal employment opportunity and by the rules, regulations and orders of the state equal employment coordinator and the office of contract compliance, University of Cincinnati pursuant thereto, and permitting access to the contractor’s books, records, and accounts by the state administering agency, the state equal employment opportunity coordinator and the office of contract compliance, University of Cincinnati for purposes of investigation to ascertain compliance with such rules, regulations and orders.

(G) In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract, or with any of the said rules, regulations or orders, this contract may be cancelled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further state contracts or state assisted contracts in accordance with procedures authorized in the department of public works regulation on equal employment opportunity, and such other sanctions may be instituted and remedies invoked as provided in said regulations or by rule, regulation or order of the state equal employment opportunity coordinator, the office of contract compliance, University of Cincinnati, or as otherwise provided by law.

(H) The contractor will include the portion of the sentence immediately preceding paragraph (A) and the provisions of paragraphs (A) through paragraph (H) in every subcontract or purchase order under this contract unless exempted by rules, regulations or orders of the state equal employment opportunity coordinator or the office of contract compliance, University of Cincinnati, issued pursuant to "section 204" of the department of public works regulation on equal employment opportunity so that such provisions will be binding upon any such subcontractor or vendor. The contractor will take such action with respect to any such subcontract or purchase order as the state administering agency or the office of contract compliance, University of Cincinnati may direct as a means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event a contractor becomes involved in, or is threatened with litigation by a subcontractor, vendor or other party as a result of such direction by the state administering agency or the office of contract compliance, University of Cincinnati, the contractor may request the state of Ohio to enter into such litigation to protect the interests of the state.

(I) The contractor further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices within the state of Ohio when it participates in a state assisted contract; provided that, if the contractor so participating is a political subdivision, the above equal opportunity clause is not applicable to any agency, instrumentality or subdivision of such political subdivision which does not participate in work on or under said contract.

(J) The contractor agrees that will assist and cooperate actively with the state administering agency, the state equal employment opportunity coordinator and the office of contract compliance, University of Cincinnati in obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the rules, regulations, and relevant orders of the state equal employment opportunity coordinator, and the office of contract compliance, University of Cincinnati, that it will furnish the state administering agency, the state equal employment opportunity coordinator and the office of contract compliance, University of Cincinnati, such information as they may require for the supervision of such compliance, and that it will otherwise assist the state administering agency and the office of contract compliance, University of cincinnati in the discharge of said agency’s primary responsibility for securing compliance both before and during contract.

(K) The contractor further agrees that it will refrain from entering into any contract or contract modification subject to the department of public works’ regulation on equal employment opportunity, with a contractor barred from, or who has not demonstrated eligibility for state contracts and state assisted contracts pursuant to said regulation and will carry out such sanctions and penalties for violation of the equal opportunity clause as may be imposed upon such contractors by the state administering agency, the state equal employment opportunity coordinator and the office of contract compliance, University of Cincinnati pursuant to "Part II, Subpart D" of said regulation.

(L) The contractor agrees that if it fails or refuses to comply with these undertakings, the state administering agency and the office of contract compliance, University of Cincinnati, may take any or all of the following actions: cancel, terminate, or suspend in whole or in part of this grant, contract, loan, insurance policy, or guaranty; refrain from extending any further assistance to the contractor under the program with respect to which the failure or refusal occurred until satisfaction or assurance of future compliance has been received from said contractor; or refer the case to the attorney general for appropriate legal proceedings.

• Effective: November 1, 1984
• Amends: Rule 3361:20-23-13 of the Administrative Code
• Date: October 5, 1984  (signature on file)
• Promulgated under: R.C. Section 111.15
• Rule amplifies: R.C. 3361.
• Prior effective dates: March 16, 1978

(A) The office of contract Compliance, University of Cincinnati, will make initial and continuing reviews of contracts of commissions over the sum of $10,000 and purchase orders over $2,000.

(B) Federal and or state grants held by university departments, in whatever dollar amount, are subject to review by the office of contract compliance, University of Cincinnati, as part of the university's compliance with Public Law 95-507.

(C) Bids, purchase orders, or commissions let or assigned by the department of physical plant or purchasing, University of Cincinnati building committee, and grants held by university departments are subject to a compliance review by the office of contract compliance, University of Cincinnati.

1. Upon notification from the appropriate university source, the office of contract compliance, University of Cincinnati, will provide forms necessary to determine work force compliance ("A-300 compliance profile and affirmative action plan").
2. Copies of any reports, memoranda, forms or correspondence are public and available to interested parties upon request at reasonable cost. 

(D) Compliance: 

1. In order to be considered "in compliance" by the office of contract compliance, University of Cincinnati, contractors are required to submit to and meet the stipulations presented in a compliance review.
2. "In compliance" also requires the contractor to maintain approved employment practices and submit any requested compliance reports during the entire term of the contract.
3. It also requires that prime or general contractors take responsibility that their subcontractors file workforce analyses, affirmative action plans, and any other necessary compliance reports in order to maintain their own status. 

(E) A finding of noncompliance shall require a written notice from the office of contract compliance, University of Cincinnati, with reasons for such finding being clearly stipulated. Contractors will be provided with the time and opportunity to make corrections or objections. Any such corrections or objections shall also be in writing, or, if transmitted by telephone, followed by a written communication.

(F) The office of contract compliance, University of Cincinnati will conduct three types of reviews: 

1. Pre-award reviews shall be considered part of the selection process for awards of university contracts. The three lowest bidders on university projects which have been competitively bid for $50,000 or more will all be subject to a pre-award review, starting with the lowest bidder. Equal employment opportunity compliance is required, and the lowest bidder in dollar amount, if not in compliance as hereinafter provided at paragraph (G), can be bypassed for the next lowest bidder judged in compliance. 
2. On-site reviews will consist of an investigation of on-the-job labor forces at the site, usually of a construction project. Particularly, but not exclusively, the review will be conducted where subcontractors enter into the project or the workforces vary with phases of project work. 
3. Post-award reviews include an in-house review of the reports and documentation requested by and received in the office of contract compliance, University of Cincinnati, and an on-site review. These reviews shall be made to determine continuing equal employment opportunity compliance on the part of contractors and subcontractors on contracts for $10,000 or more. 

(G) Noncompliance: 

1. In the event of a pre-award noncompliance determination and receipt of notice thereof, the contractor will be allowed up to seven days after receipt of such notice to respond. The office of contract compliance, University of Cincinnati, will provide such notice at the conclusion of the review or within seven days after the review.
2. If noncompliance is determined while a contract is in force, the contractor will be given thirty days, or until such time as further monies are due, to respond.
3. The effect of a notice of noncompliance and the failure to respond in the time provided shall be failure to be awarded the contract, commission or order, or termination or suspension of a contract in force. 

(H) Construction contractors, subcontractors scheduled to begin work at the same time as the prime or general contractor, representatives of the initiating university department, the contract compliance officer and all other parties to be involved in the execution of a proposed construction contract will convene for a pre-construction meeting. This meeting is to complete the preaward process. All parties concerned will at that time execute appropriate sign-offs, enabling the forwarding of the contract to the state of Ohio department of public works. 

(I) Contractors with university contracts for terms in excess of one month shall be subject to compliance reporting. Nonconstruction contractors will be advised of reporting procedures upon receipt of notice of compliance ("Exp. B-700"). Construction contractors will be required to submit a monthly manpower utilization report ("Exp. C-100"), a payroll transmission form ("Exp. C-200"), and a payroll report ("Exp. C-300"). Reports will cover the previous calendar month and be submitted to the office of contract compliance, University of Cincinnati if the office of contract compliance, University of Cincinnati, does not find cause to make a new recommendation on equal employment opportunity compliance, the reports will be approved, and monies will be paid according to contract. If the office of contract compliance, University of Cincinnati, determines that compliance conditions have changed, a determination of the noncompliance will be issued pursuant to paragraph (G) hereof. If it determines that prevailing wage rates were not paid, the data will be given to the state office of industrial relations prevailing wage rates division for investigation and resolution. 

1. Reports will be received and verified during the first working week of every month during the term of the contract. Prime contractors are responsible for collecting monthly manpower and payroll reports from their subcontractors as part of their own reporting. Each month contractors will submit one monthly manpower report for itself and for each suncontractor; one payroll transmission form for itself and for each subcontractor; and four weekly payroll reports for himself and for each subcontractor. Reports from the previous month not received during the first week of the month immediately following shall be considered overdue. If a contractor encounters any difficulty in completing reports, it is that contractor's responsibility to notify the office of contract compliance, university of Cincinnati, before the first week of the month has expired. Continuing compliance can only be determined through receipt of reports. 
2. Monthly compliance reports are to be signed by a responsible official of the contractor upon completion. The requirement of report filing begins with the commencement of contract work and proceeds as long as work continues under a state or state-assisted contract. There will be no verification by the office of contract compliance, University of Cincinnati, of approval of compliance reports for contracts in force. The contractor may assume approval if no payroll interruption occurs. It is the responsibility of each contractor to comply with Chapter 4115 of the Revised Code which is the authority for wages and hours on public works. 

(J) Grant project review: 

1. Hiring of project staff under federal and state grants held by a university department must be in accordance with equal employment opportunity regulations and policies in regard to minorities and women. Each department must submit to the office of contract compliance a list of grants in force and notification of new grants awarded. 
2. The office of contract compliance, University of Cincinnati review of grant project staff shall be in-house only. Department heads will receive a project profile ("Exp. D-100") which may be answered by either the department head or the principal investigator of the grant under consideration. Attached to the project profile, in narrative form, will be a work description and evidence of processes used to ensure equal employment opportunity following the employment practices checklist ("Exp. D-200"). There will be no notification from the office of contract compliance, University of Cincinnati, unless a determination of non-compliance is made. 

• Effective: November 1, 1984
• Amends: Rule 3361:20-23-15 of the Administrative Code.
• Date: October 5, 1984 (signature on file)
• Promulgated under: R.C. Section 111.15
• Rule amplifies: R.C. 3361.03: R.C. 3361.04.
• Prior effective dates: March 16, 1978

(A) The board of trustees shall establish and approve all changes in student tuition and fees including general fees, instructional fees, information technology and instructional equipment (ITIE) fees, residence hall room and board rates, apartment rates, and non-resident surcharge.

(B) In the interval between board actions taken under paragraph (A) of this rule, the president of the university may approve modifications of instructional fees for programs that serve special markets and/or provide/require unique delivery methods upon recommendations by the dean or department head and the senior vice president for academic affairs and provost.

(C) The president of the university shall establish and approve parking fees and fines and reasonable and necessary miscellaneous fees. Miscellaneous fees include, but are not limited to, application fees, administrative fees, laboratory fees, fees for course material and fees for non-credit programs and courses.

(D) The vice president for finance shall establish procedures for the assessment of fees and the administration of refunds.

(E) Eligibility for status as a resident of the state of Ohio, for the purpose of assessing fees, shall be determined in accordance with rule 3333-1-10 of the Administrative Code promulgated by the Ohio board of regents under section 3333.31 of the Revised Code and amplified by rule 3361:20-31-03 of the Administrative Code, “Fees: residency.”

(F) The registrar, bursar and “Tuition Refunds Appeals Committee (TRAC)” shall interpret the rules relating to payment and refund of student fees.

• Effective: August 31, 2015
• Date: June 23, 2015 (signature on file)
• Promulgated under: R.C. Section 111.15
• Statutory authority: R.C. 3361.03
• Rule amplifies: R.C. 3361.03; R.C. 3345.01; R.C. 3333.31
• Prior effective dates: March 16, 1978; April 1, 1981; November 1, 1984; February 5, 1986; October 15, 1992; December 18, 1997; July 13, 1999; April 7, 2008;

(A) A student in any college who registers for twelve or more credit hours shall be entitled to the privileges of a full-time student. Full-time fees shall be assessed, based on the student's college and class codes and the student's residency status, for a student registering for no less than twelve and no more than eighteen credit hours per semester. Graduate students are assessed full-time fees when registering for ten to eighteen hours, inclusive.

(B) A student may at his/her option, and with the approval of the student's college, register for fewer than twelve credit-hours. Such a student shall be considered to be a part-time student. Part-time fees shall be assessed, based on course level and student residency status, on a per credit-hour basis, for a student registering for less than twelve credit hours per semester, except for graduate students who are assessed full-time fees when registering for ten or more hours.

(C) A student may register as an auditor and attend courses without receiving academic credit. Such students shall pay the same charge for audited courses as that charged for credit courses. For full-time students the fees for audited courses shall be assessed, based on the student's college and class codes and the student's residency status, at the full-time tuition rate. For part-time students the fees for audited courses shall be assessed, based on the student's college and class codes and the student's residency status, at the part-time per credit hour rate.

(D) Students who have registered for hours in excess of eighteen shall be considered to have overload hours. Fees for overload hours shall be assessed at the part-time rate. Undergraduate part-time fees shall be assessed for the number of undergraduate hours over eighteen and graduate part-time fees shall be assessed for the number of graduate hours over eighteen.

(E) Fee assessments shall be subject to audit at any time throughout the academic career of the student. Students who register late shall pay the tuition assessment of the current semester rather than the fees charged during the semester of registration. Tuition assessment includes instructional fee, non-resident surcharge, information technology and instructional equipment fee, and general fee. This recommendation includes any registration adjustment that involves fees, such as changing from undergraduate to graduate credit. Residency of the semester of registration is used to assess fees.

(F) Any resident of Ohio who meets the conditions set by section 3333.26 of the Revised Code and who is admitted to the University of Cincinnati, shall not be required to pay any tuition or student fee for up to four academic years of education at the undergraduate level.

(G) Tuition reciprocity for Kentucky residents shall be approved for undergraduate courses under the conditions established by the University of Cincinnati and northern Kentucky university.

(H) Graduate students enrolled at the hebrew union college-jewish institute of religion and at the University of Cincinnati shall be permitted to register for appropriate courses at either institution but shall be required to pay fees exclusively to the institution from which the degree is being sought. Faculty members of the hebrew union college-jewish institute of religion and the University of Cincinnati may register for courses at either institution without being required to pay fees.

(I) Students may enroll in military science classes without payment of the normal credit hour nor overload fees.

(J) The fee for noncredit courses shall carry a credit option which shall be equal to the per credit hour charge of the course, unless otherwise noted. The administration may charge a fee higher than the per credit hour charge for some courses to cover the cost of special instructors, material and equipment.

(K) Foreign students, because of visa regulations, normally shall be expected to maintain full-time student status and pay full-time student fees. In extenuating circumstances, as interpreted by the registrar, they may pay fees by the credit hour.

(L) Late registration fees shall be assessed in progressively increasing amounts according to the schedule published by the office of the registrar. Registrations beginning with the sixteenth day of the semester shall not be permitted without the approval of the registrar or the “Late Registration Appeals Committee.”

• Effective: April 1, 2019
• Date: March 18, 2019 (signature on file)
• Promulgated under: R.C. Section 111.15
• Statutory authority: R. C. 3361.
• Rule amplifies: R.C. 3361.03 R.C. 3345.05
• Prior effective date: March 16, 1978; May 12, 1978; May 26, 1978; November 1, 1984; October 15, 1992; June 17, 1998; March 8, 2006; June 19, 2006

(A) Payment of student fees. Registration shall not be complete until all fees have been paid. It shall be the student's responsibility to verify at the time of registration that fees have been assessed correctly. A late registration fee shall be assessed to any student registering for the first time on or after the first official day of the semester. Fees not paid by the payment due date may cause the student's registration to be cancelled, requiring the student to reregister for all courses on a space available basis. Fees paid by credit cards and checks subsequently protested shall be classified as late registration.

(B) Refund of student fees.

1. The following refund policy shall apply to students who are registered for credit and noncredit courses. 
   1. Refunds shall be based upon the date of drop or withdrawal beginning with the first official day of the semester. The offices of the registrar, bursar, and student financial aid will jointly define, establish, communicate and enforce student procedures for dropping classes and for completely withdrawing from the University. These procedures will be in accordance with federal and state regulations. 
   2. Refund schedule. 
      1. Except as noted below, students who withdraw from classes, for any reason, shall receive a refund of instructional fees, general fees, information technology and instructional equipment fees, campus life fees, program fees, lab fees and nonresident surcharge on the basis of a refund schedule approved by the vice president of finance.
      2. Proportional adjustments shall be made for summer sessions and other short term courses, based on the length of the program. 
   3. Students who drop courses, but remain full-time students, shall not be entitled to any refund. 
   4. To the extent permissible by federal and state regulations, outstanding financial obligations to the university shall be deducted from a refund and no refund shall be provided until all such obligations have been discharged. In the event of disciplinary suspension or dismissal, no fees shall be refunded. 
   5. In the case of the death of a student during an academic period all instructional fees, general fees, information technology and instructional equipment fees, campus life fees, program fees and nonresident surcharge shall be refunded.
2. Military service, all colleges. A student who is called to state military service or active duty status in one of the United States military services divisions, or a student who is the spouse or domestic partner of a deployed service member with a dependent child, shall be given a one hundred percentrefund of all tuition and fees. If notification of active duty occurs late in the academic semester such that the student and instructor(s) agree that a grade(s) may be assigned, or that a pass grade (“P”) is appropriate, or that an incomplete (“I”) shall be assigned and remaining coursework completed at a later date, the student may elect to remain enrolled and receive the grade(s) and credit for the course(s) as appropriate. In such cases, no refund shall be issued. A student who enlists in the military service and who withdraws/drops to do so shall receive a refund according to the regular refund policy in effect at the time of withdrawal/drop.

(C) The registrar, bursar and “Tuition Refunds Appeals Committee (TRAC)” shall interpret the rules relating to payment and refund of student fees.

• Effective: July 18, 2019
• Date: June 25, 2019 (signature on file)
• Promulgated under: R.C. Section 111.15
• Statutory authority: R.C. 3361
• Rule amplifies: R.C. 3361.03 R.C. 3345.01 R.C. 3333.26
• Prior effective date: May 26, 1978; September 25, 1978; April 16, 1979; July 26, 1979; March 22, 1980; October 17, 1980; August 15, 1984; October 17, 1986; November 16, 1986; October 15, 1992; April 20, 1998; December 16, 1999; June 19, 2006; April 1, 2009; July 8, 2014; August 18, 2015

(A) Delinquent obligations. Students shall be responsible for discharging all their university financial obligations, such as payment of deferred fees, housing fees, tuition, laboratory fees, matriculation fees or delinquent obligations. Students who are delinquent in paying charges accrued in a previous quarter may be denied the right to register in classes for future courses and to receive transcripts, grades, or diplomas until such fees are paid in full.

(B) Enrollment cancellation. A student’s enrollment in any course shall be administratively cancelled if the student fails to satisfy established course and/or class prerequisites. A student whose enrollment is cancelled in accordance with this rule shall receive a refund of any tuition paid for that course.

• Replaces: Part of 3361:20-31-06
• Effective: July 26, 2017 
• Date: July 12, 2017 (signature on file)
• Promulgated under R.C. Section 111.15
• Statutory authority: R.C. 3361.
• Rule amplifies: R.C. 3361.03 R.C. 3345.01 R.C. 3333.26
• Prior effective date: May 26, 1978; September 25, 1978; April 16, 1979; July 26, 1979; March 22, 1980; October 17, 1980; August 15, 1984; October 17, 1986; November 16, 1986; October 15, 1992; March 29, 1993; June 19, 2006; June 15, 2012

The university does not carry insurance for loss of personal items. One’s personal insurance is presumed to cover such a loss. It is the responsibility of each person to take the necessary precautions to protect their own personal property.

• Effective: March 16, 1978 
• Date: March 2, 1978 (signature on file)
• Promulgated under R.C. Section 111.15
• Rule amplifies: R.C. 3361.03; R.C. 3361.04; R.C. 3345.20; R.C. 3345.201; R.C. 3345.21; R.C. 41.23.54.

The following policies govern the administration of the university’s invested funds:

(A) Endowment fund “A” 

1. Goal
   The goal of the university’s endowment investment policy shall be to produce real growth in assets net of administrative and investment fees, by generating a total rate of return which is greater than, or equal to, the spending rate established by the university’s endowment spending policy plus the rate of inflation. The university also elects to partially fund its development program via a fee to be taken annually from “A” pool assets. 
2. Uniformprudent management of institutional funds act of Ohio (UPMIFA)
   The state of Ohio enacted UPMIFA by passing Amended House Bill 522, effective June 2009, providing standards for endowment investment management and spending. The university acknowledges its obligations under UPMIFA under the terms of paragraphs (3) and (4) of this rule.
3. Guidelines
   Investments in endowment fund “A” shall be made in accordance with investment guidelines approved by the investment committee and reviewed by it at least annually. Such guidelines shall require, at a minimum, that investments shall be diversified consistent with prudent investment management practices in accordance with asset allocation guidelines approved by the investment committee. 
4. Spending policy
   The income distribution for endowment spending for fiscal year 2020 shall be four and four tenths per cent (4.4%) times the previous twelve-quarter moving average of the market value. The income distribution for endowment spending for fiscal year 2021 shall be four and three tenths per cent (4.3%) times the previous twelve-quarter moving average of the market value. The income distribution for endowment spending for fiscal year 2022 shall be four and two tenths per cent (4.2%) times the previous twelve-quarter moving average of the market value. The income distribution for endowment spending for fiscal year 2023 shall be four and one tenths per cent (4.1%) times the previous twelve-quarter moving average of the market value. The income distribution for endowment spending for fiscal year 2024 and thereafter shall be four and zero tenths per cent (4.0%) times the previous twelve-quarter moving average of the market value. This formula shall be applied to the twelve quarters ending on December thirty-first prior to the fiscal year in question, so that final budget guidance on available income can be issued. 

(B) Endowment fund “C”

Endowment fund “C” is comprised of Neighborhood Development Corporation Loans and certain strategic real estate investments previously included in endowment fund “A” in July 2016. Endowment fund “C” will be managed with the goals of (a) generating liquidity without sacrificing value; and (b) achieving the university’s strategic goals including improving the safety of the areas adjacent to the university’s main campus. Liquidity from endowment fund “C” assets will not be reinvested but instead used to buy new endowment fund “A” shares for the benefit of endowment fund “C” shareholders.

(C) Strategic community investments

Endowment funds may also be invested in loans, direct real estate or other investments not yielding a market rate of return, that are judged to be of a long term strategic importance to the university. Such investments shall be held separately from the endowment fund “A” and must be approved by the chair of the finance and administration committee and the president of the university, after notification to the full board of trustees. The total of such investments shall not exceed twenty-five million dollars at any time.

(D) Temporary investment pool 

1. Goal
   The goal of the university’s temporary investment pool (“TIP”) investment policy shall be to invest operating funds and borrowed proceeds to provide, in order of priority, safety of principal, liquidity, and maximum total return consistent with safety and liquidity. 
2. Section 3345.05 of the Ohio Revised Code 
   1. Pursuant to section 3345.05 of the Ohio Revised Code, all those charged with the responsibility to manage the investment of the TIP are fiduciaries required to discharge their duties with the care, skill, prudence, and diligence under the circumstances then prevailing that a prudent person acting in like capacity and familiar with such matters would use in the conduct of an enterprise of a like character and with like aims. 
   2. Pursuant to section 3345.05(C)(1) of the Ohio Revised Code, at least twenty-five per cent of the average amount of the TIP over the course of the previous fiscal year shall be invested in securities of the United States government or of its agencies or instrumentalities, the treasurer of the state of Ohio’s pooled investment program, obligations of the state of Ohio, or any political subdivision of this state, certificates of deposit of any national bank located in this state, written repurchase agreements with any eligible Ohio financial institution that is a member of the federal reserve system or federal home loan bank, money market funds, or bankers acceptances maturing in two hundred seventy days or less which are eligible for purchase by the federal reserve system, as a reserve. 
   3. Eligible funds in amounts in excess of those necessary to meet requirements of division (C)(1) of section 3345.05 may be pooled with other institutional funds and invested in accordance with section 1715.52 of the Ohio Revised Code. 
3. TIP investment guidelines Investments in temporary investment pool shall be made in accordance with investment guidelines approved by the investment committee and reviewed by it at least annually. Such guidelines shall require, at a minimum, that investments shall be diversified consistent with prudent investment management practices in accordance with asset allocation guidelines approved by the investment committee.

(E) Donor directed investments On occasion the university accepts an endowed gift where the donor places restrictions as to the investment held, yield target or type of investment. If the donor’s directions are not unduly onerous, then the administrative investments committee shall accept the gift but shall attempt to influence the donor to permit pooling of the assets, either immediately or at some future date.

• Effective: February 10, 2020 
• Date: January 27, 2020 (signature on file)
• Promulgated under: R.C. Section 111.15
• Statutory authority: R.C. 3345.05; R.C. 3361.
• Rule amplifies: R.C. 3361.03; R.C. 3361.04; R.C. 3361.05; R.C. 3345.16.
• Prior effective dates: March 16, 1978; July 15, 1987; February 19, 1988; June 9, 1989; January 8, 1990; February 26, 1992; May 2, 1994; February 28, 1995; December 19, 2001; June 13, 2002; July 11, 2003; January 12, 2005; January 1, 2006; July 14, 2006; November 13, 2006; January 1, 2007; March 17, 2008; June 7, 2010; October 10, 2011; May 13, 2013; April 28, 2017

(A) The administrative investments committee is responsible for voting shareholder proxies for university securities.

(B) Each designated signatory of the administrative investments committee is authorized to execute or cause to be executed shareholder proxies.

(C) The administrative investments committee may delegate to its investment advisers the authority to vote shareholder proxies, for securities under the adviser’s management, in accordance with the adviser’s best judgment, unless otherwise directed by the administrative investments committee or by the board of trustees.

(D) Proxies for which authority has not been delegated to an investment adviser shall be voted in accordance with the best judgment of the designated signatory of the administrative investments committee, unless otherwise directed by the administrative investments committee or by the board of trustees.

• Effective: October 20, 1999 
• Date: September 29, 1999 (signature on file)
• Promulgated under: R.C. Section 111.15 
• Rule amplifies: R.C. 3361.03; R.C. 3361.04;
• Prior Effective dates: May 12, 1978; July 15, 1987; February 26, 1992

(A) Purpose 

1. The investment committee shall oversee the management of the university's endowment assets, subject to the investment policies stated in rule 3361:20-41- 01 of the Administrative Code, which include the university’s obligations under the uniform prudent management of institutional funds act of Ohio (UPMIFA), and such supplementary guidelines as may be approved by the finance and administration committee of the board of trustees. 
2. The investment committee shall oversee the management of the university’s temporary investment pool (“TIP”) in accordance with the provisions of section 3345.05 of the Ohio Revised, policies stated in rule 3361:20-41-01 of the Administrative Code, and such supplementary guidelines as may be approved by the finance and administration committee of the board of trustees. 

(B) Voting membership 

1. Voting membership of the investment committee shall be no fewer than five and no more than ten persons, at least two-thirds of whom shall be active in the field of investment management, or have ten years’ experience in the field of investment management, and at least two-thirds of whom shall have a close affiliation with the university. The field of investment management is defined by the work experience guidelines for membership in CFA institute. 
2. The chairperson of the board of trustees appoints members to the committee except as provided in paragraph (B) (3) of this rule. 
3. So long as the investments of the University of Cincinnati Foundation are managed in one or more common investment pools with the investments of the University of Cincinnati, the board of trustees of the foundation may appoint the greater of three voting members of the committee, or the number of members approximately proportionate to foundation investments in the pools relative to total investments of the pools. 
4. Appointment terms are three years and will not exceed three successive terms. 
5. In making appointments, the chairperson of the board of trustees and the board of trustees of the University of Cincinnati Foundation will consider the recommendations of the chairperson of the investment committee and the chief investment officer if those positions have incumbents. (C) Ex officio members The president, at his or her discretion, may appoint any or all of the following as nonvoting members of the committee: himself or herself; the senior vice president for administration and finance; the vice president for finance; the chief financial officer of the University of Cincinnati Foundation; the controller of the University of Cincinnati Foundation; and any three other employees of the university or the University of Cincinnati Foundation. 

(D) Chairperson

1. The chairperson of the committee will be appointed from among the voting members by either the chairperson of the board of trustees or the board of trustees of the University of Cincinnati Foundation, according to whether the university or the foundation has the greatest portion of investments in the common investment pool.
2. In the event of a tie vote on an issue before the investment committee, the chairperson will cast the deciding vote. 

(E) Chief investment officer

1. The chief investment officer shall manage the university's endowment assets and that portion of the university’s TIP not managed by the treasurer with the guidance, advice and oversight of the investment committee regarding policy and strategic direction. 
2. In appointing the chief investment officer, the president will consider the recommendations of the investment committee, and the investment committee will provide assessment of the performance of the chief investment officer to the senior vice president for administration and finance. 

(F) Treasurer 

1. The treasurer shall manage that portion of the university’s TIP needed to satisfy the day-to-day financial obligations of the university in amounts determined by the treasurer with the guidance, advice and oversight of the investment committee regarding policy and strategic direction. 
2. The treasurer shall be authorized to select, buy, and sell money market securities needed to invest that portion of the university’s TIP needed to satisfy the day-to-day financial obligations of the university. 

(G) Authorities 

1. Within the authority granted to the investment committee and such supplementary guidelines as may be approved by the investment committee, the chief investment officer, or his or her duly appointed designee subject to the terms and conditions of any delegation of authority, is authorized, without prior approval of the board of trustees or the investment committee, to approve, execute or otherwise enter into contracts or agreements, and modifications thereof and amendments thereto, and to take other actions to: 
   1. Retain the services of specialized investment consultants for advice in asset allocation, performance measurement and other services which may be of value in the management of the university's endowment assets; 
   2. Retain investment managers;
   3. Retain appraisers, brokers, consultants and such other financial advisers as may be necessary or advisable in the performance of his or her duties; 
   4. Enter into custodial arrangements for the safekeeping of endowment securities or other assets;
   5. Buy or otherwise acquire, hold and sell or otherwise dispose of investments, including investment real estate, directly or through instructions to investment managers; and 
   6. Request distributions from banks or other persons who act as thirdparty trustees for funds of which the university is a beneficiary to the full extent provided by law; and to correspond, communicate and, where applicable, give direction to such trustees on investment policies, asset allocation, and all other matters. 
2. The signature of the chief investment officer will be conclusive evidence of his or her authority to approve and execute any and all contracts, leases, deeds, certificates, instruments, delegations, and other documents as may be necessary or advisable to consummate transactions described in paragraph (F)(1) of this rule, and other transactions approved by the investment committee. 
3. The signature of the designee of the chief investment officer when accompanied by a written delegation of authority executed by the chief investment officer, will be conclusive evidence of such designee’s authority to approve and execute such contracts, leases, deeds, certificates, instruments and other documents described in such delegation, during the absence, unavailability, or incapacity of the chief investment officer. 
4. All delegations of contracting authority by the chief investment officer pursuant to paragraph (F) (1) of this rule shall be in writing, shall identify the delegate by name, title and/or position of employment, shall describe the scope of the authority provided by the delegation, shall bear the signature of the chief investment officer, and shall expire on the earlier of:
   1. the date of expiration contained in the written delegation,
   2. the date of death or separation from employment with the university of the chief investment officer making the delegation, 
   3. the date of death or separation from employment with the university of the delegate,
   4. the date written notice of revocation of the delegation signed by the chief investment officer is delivered to the delegate, or 
   5. the date that is three years from the date of the delegation. The chief investment officer shall provide copies of all such delegations to the board of trustees at the next regular meeting of the board following any such the delegation. No person receiving a delegation of authority from the chief investment officer may further assign or delegate to any other person all or any part of the delegated authority. No delegation of authority by the chief investment officer shall exceed the limits established herein. 
5. All contracts and other documents approved under paragraph (F) of this rule will be reviewed as to form by the office of the general counsel, and the signature of the chief investment officer will be conclusive evidence that such review has taken place. 

(H) The investment committee or the chief investment officer will report to the finance and administration committee of the board of trustees: 

1. Quarterly on endowment fund investment performance; 
2. Annually on investment performance and long-range goals of the endowment fund “A”, endowment fund “C”, and of the university’s TIP; and 
3. On other matters as the finance and administration committee requests or as the investment committee deems appropriate. 

• Effective: April 28, 2017 
• Date: October 18, 2016 (signature on file)
• Promulgated under: R.C. Section 111.15
• Statutory authority: R.C. 3361.
• Rule amplifies: R.C. 3361.04
• Prior effective dates: February 26, 1992; November 17, 1995; April 20, 1998; December 16, 1999; April 20, 2000; June 16, 2000; December 19, 2001; December 22, 2004; January 1, 2006; January 1, 2007; July 12, 2008; December 5, 2009; June 7, 2010; October 10, 2011

Full-time faculty members are employed for twelve months each academic year; however, their appointments are defined either as two-semester or twelve-month.

(A) Academic year

The academic year of the university runs from August fifteenth through August fourteenth and includes three academic semesters: autumn, spring, and summer.

(B) Faculty compensation

Faculty members with two-semester appointments accrue their annual base salary over two of the three academic semesters but are paid in monthly increments across the twelve months of the year. Without approval of the provost, faculty members with two-semester appointments may not earn extra compensation from or through the university during the semesters in which they have full-time obligations for the university, but they may earn extra compensation for work between the semesters in which they have duties. Such work shall be limited by the university to conform with federal regulations regarding work effort. This limit shall apply to all compensation received from or through the university and associated with work effort, including but not limited to teaching outside a faculty member’s normal two semesters, research funded from grants and contracts, and administrative work (such as academic unit-head summer supplements).

Faculty members with twelve-month appointments have duties that extend, and base-salary earnings that accrue, across all months of the year. Without approval of the provost, they may not earn extra compensation.

• Replaces: Part of 3361: 20-43-11
• Effective: August 15, 2012 
• Date: June 29, 2012 (signature on file)
• Promulgated under: R.C. Section 111.15
• Rule amplifies: R.C. 3361.
• Prior effective date: March 16, 1978