Personnel

30-5-01 Human Resources Organization: Designation of personnel appointing officer.

(A) The senior associate vice president and chief human resources officer shall have full authority to act in behalf of the appointing authority in matters affecting classified employees.

(B) The senior associate vice president and chief human resources officer shall establish written human resources policies and procedures to implement the personnel rules found in this division 30 and to ensure compliance with applicable laws and regulations related to personnel matters.

(C) The text of each human resources policy (which shall include its effective date) and of each amendment thereto shall be maintained by the human resources department in an archive for a period of not less than ten years.

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. 3361.02; R.C. 3361.03.
Prior effective dates: March 16, 1978; March 1, 1981; June 23, 1983; November 1, 1984; January 4, 1993; October 20, 1999; December 19, 2002; July 15, 2012

30-5-02 University Staff Senate: Bylaws.

(A) Authority:

Authority. The University of Cincinnati (“university”) is a state school created under Ohio law. Pursuant to Chapter 3361 of the Revised Code and rule 3361:30-5-02 of the Administrative Code, the staff of the university (“staff”) may adopt bylaws (“bylaws”) that are approved by the board of trustees (“board”), to govern the conduct of its affairs.
Relationship to collective bargaining agreement. The bylaws are intended to address matters of staff governance that are not addressed under a collective bargaining agreement. In the event that any provision of the bylaws conflicts with a collective bargaining agreement, the collective bargaining agreement shall govern.
Amendment. Any bylaw may be amended or repealed by the staff at any regular orspecial meeting by a vote of the majority of the members present. The proposed change must be submitted to the chairperson of the staff (“chairperson”), and the chairperson must give written notice of the proposal to the staff at least two weeks prior to the meeting at which adoption is proposed. Any amendment or repeal shall become effective immediately upon approval by the university’s board and the inclusion into rule 3361:30-5-02 of the Administrative Code.

(B) The university staff bylaws.

Name: The name of this organization is the University of Cincinnati staff senate (“staff senate”).
Purpose:
1. The purpose of the staff senate is to provide a regular, open forum to facilitate communication among staff and university administration, faculty and students.
2. Staff senate will primarily consider matters brought to its attention by staff members, university administration, and other members of the university community which supports the strategic direction and vision of the university.
3. As appropriate, staff senate may participate in the selection of university senior administrative officers and administrators by serving on search committees, interviewing candidates, and submitting evaluations and recommendations.
4. Staff senate will act in compliance with and support the commitment of the university with regard to non-discrimination, equal opportunity and affirmative action in accordance with federal, state and local laws and regulations.
Membership and representation:
1. University employees eligible to become members of the staff senate include employees, who are not charged principally with teaching, including both exempt and nonexempt employees, both part-time and full-time employees; excluding temporary employees, student workers or other university employees who are eligible members of the University of Cincinnati faculty senate (hereinafter “staff”).
2. Staff senate endeavors to have a duly representative and diverse membership reflecting its many constituent groups and campuses with equitable representation among the various colleges, divisions and departments.
3. Staff senate will, annually, accept nominations for up to twelve staff who will serve as “at-large members” for two year terms, or in the case of resignation, for the remainder of the existing term.
4. Representatives will be elected to staff senate per the stated qualifications through a regular or special election process (hereinafter “senators”).
5. Senators will be responsible to regularly attend general staff senate meetings, as well as special or called meetings.
6. To become a senator, employees must have prior approval from their direct manager/supervisor.
Nomination and term of office of senators:
1. Senators will serve staggered two year terms beginning at the start of the new fiscal year in July. A maximum of two consecutive terms (four years) may be served. A one year interval is necessary before being eligible to serve again.
2. Elections will be held annually to elect one-half of the representatives and any vacant positions. Each year the membership & elections committee will notify those voting, call for nominations, prepare ballots, and handle the election.
  1. Members appointed to fill vacant seats will serve until the next election.
  2. When a new member is elected to fill the vacant seat, the new member will complete the original term of the seat.
  3. Members changing from one area to another may continue to serve until the end of the fiscal year. If they wish to continue to serve as members, they must run for re-election within their new area.
Staff senate officers:
1. The officers of the staff senate includes a chair, chair-elect, vice chair, treasurer, secretary and past-chair, and make up the senate cabinet.
2. The chair will:
  1. Be responsible for setting the strategic direction of the staff senate consistent with the strategic direction of the university in partnership with the senate cabinet in accordance with these bylaws, the university code of conduct, and committee policy.
  2. Serve as an official staff senate representative to university administration, the board of trustees, and other university entities, and refer matters submitted for the staff senate's attention to the appropriate governance committee(s).
  3. Preside at staff senate and cabinet meetings.
  4. Hold office for a term of two years. The term will commence on the first day of the first month of the new academic year. The Chair may not be re-elected for a consecutive term.
3. The vice chair will:
  1. Assist the chair and perform the duties of the chair in their absence.
  2. Chair the memberships and elections committee and oversee all voting procedures in the staff senate.
  3. Hold office for a term of two years. The term will commence on the first day of the first month of the new academic year. The vice chair may not be re-elected for a consecutive term.
4. The treasurer will:
  1. Prepare the annual budget and submit it to the senate cabinet for approval.
  2. Chair the budget and human resources committee, prepare reimbursements for vendors and staff senate members, and prepare documents as necessary for university budget processes.
  3. Hold office for two years. The term will commence on the first day of the first month of the new academic year. The treasurer may not be re-elected for a consecutive term.
5. The secretary will:
  1. Record and publish the official minutes and oversee the minutes of general staff senate meetings for approval and maintain records of such minutes and other staff senate documents and records.
  2. Distribute all minutes not more than two weeks after cabinet and staff senate meetings.
  3. Hold office for one year. The term will commence on the first day of the first month of the new academic year. The Secretary may not be re-elected for a consecutive term.
6. The chair-elect will:
  1. Serve as chair of staff senate upon expiration of the current senate chair’s term.
  2. Assist the chair of staff senate by taking additional duties as assigned by the chair.
  3. Hold office for one (1) year prior to assuming the role of chair, being elected within one (1) year into the current staff senate chair’s term.
7. Immediately upon expiration of service, the chair will serve as past-chair for one year. The past-chair’s principal role will be advisory to the chair and cabinet. The past-chair will not be counted as part of the assembled quorum but accorded full privilege of deliberation. The pastchair will be entitled to vote only in the event of a tie vote.
8. (h) The staff senate may also have other officers, and/or assistant officers as may be deemed necessary and/or appropriate by the staff senate from time to time.
9. All officers may be assigned additional projects and committees by the chair as necessary to address various issues presented to the staff senate.
10. All officers will serve as members of the senate cabinet.
Election of officers:
1. A senator must serve on the staff senate for one full year to be eligible to hold an officer position.
2. The election of officers will take place at the general staff senate meeting scheduled annually. The term for office for all newly elected officers will begin at the start of the fiscal year.
3. Immediately following their term, officers may be nominated and elected as a representative for their area.
4. In the event of a vacancy occurring in the chair’s term of service, the vice chair will assume the duties of the chair and will hold office for the unexpired term of the chair.
5. An elected and/or appointed officer may be removed by a majority vote of those members present and voting.
Staff senate committees:
1. There are six standing committees in order to conduct staff senate business more efficiently between staff senate meetings.
  1. Committee meetings are open to all staff; however, only official committee members may vote on committee matters.
  2. A quorum, being a requirement to conduct committee business, is defined as a majority of members of the committee.
  3. Following the confirmation of senators to standing committees, a committee chair and co-chair will be elected by a majority vote of the committee members present and voting.
  4. Committee chairs will serve as members of the senate cabinet.
2. Each of the standing committees below has been established by the staff senate and constitutes a standing committee.
  1. Membership and elections committee will execute the staff senate election process as outlined by the governance committee, provide the staff senate with nominees for open positions on standing committees and develop the new member orientation and training program.
  2. Budget and human resource committee will support the strategic direction of the university with an emphasis on the staff experience, and in doing so may consider all financial, planning, human resource, and economic welfare matters affecting the university to ensure a supportive environment that will provide personal and professional growth opportunities for university staff in collaboration with the offices for finance and human resources.
  3. Information technology committee will consider and represent staff views on all significant information technology initiatives, issues, and policies that impact the university; create and maintain the staff senate website and electronic voting systems; offer technology consultation and training for staff; and consider all information technology matters brought to its attention by the staff senate or the university administration in collaboration with the University of Cincinnati office of information technology.
  4. Communication and recognition committee will organize and coordinate outreach and community engagement activities, staff recognition functions, public and special events; performs responsibilities related to communications of the staff senate, including the distribution of publicity and information relating to the staff senate; and considers all outreach and communication matters brought to its attention by the staff senate or the university administration.
  5. Governance committee will annually review the bylaws and propose amendments; determine membership, nomination, and election procedures for senators with final approval by the senate cabinet; annually review the number of staff senate representatives and reapportion the area representation as needed based on information received from University of Cincinnati human resources; monitor governance policies and practices to ensure effective staff involvement in university decision making; and consider all governance matters brought to its attention by the staff senate or the university administration.
  6. Diversity, equity, and inclusion committee shall consider and voice staff views on issues relating to representation, fairness, campus climate, and inclusive practices that impact the university; coordinate collaboration among existing identity and employee resource groups; promote an understanding of existing university policies and processes and encourages engagement with training opportunities to foster an environment of high performance, integrity, and trust while empowering staff to be innovative and inclusive leaders. The committee will work in collaboration with the office of equity, inclusion and community impact and office of human resources.
3. Ad hoc committees may be appointed for purposes in such manner as the staff, senate, or university rules may direct.
Meetings:
1. The staff senate will hold a minimum of five meetings during the academic year. Staff senate meetings are open to the public except when items are considered in executive sessions.
2. Staff senate may request to go into executive session in accordance with the Ohio open meetings code (Section 121.22 of the Revised Code), only after a majority of a quorum of the members present, by a roll call vote, to hold an executive session and only at a regular or special meeting. These meetings are not open to the public and not reflected in meeting minutes. Special meetings may be called by the chair and/or committee chairs with the appropriate body, as necessary.
3. Voting occurs as follows:
  1. A quorum, being a requirement to conduct staff senate business, is defined as a majority of members of the staff senate.
  2. For the purposes of voting, a majority is defined as more than half of all voting members in attendance at a staff senate meeting.
  3. Voting during each meeting of the staff senate will be by method prescribed by the chair or committee chair as the time of the vote.
Budget:
1. Control of the staff senate budget and operating expenses will be vested in the budget and human resource committee and approved by senate cabinet.
2. The treasurer will present an annual operations budget report at the first senate cabinet meeting of the academic year that outlines:
  1. Expected budget
  2. Expected expenditures
  3. Special projects
  4. Other items of financial concern
3. The staff senate will submit a proposal for a budget annually to university leadership.
Internal governance:
1. The governance committee has the authority to create rules of procedure, only applicable to the staff senate, for the purpose of implementing the staff senate bylaws in accordance with this rule. Rules of procedure may not function as an employment policy or other university policy, may not create policy for the general university community, and must be in accordance with applicable university rules and policies. Rules of procedure must be approved by majority vote of the staff senate.
2. Nothing in the staff senate’s rules of procedure shall contradict other university rules or the staff senate bylaws as approved by the university’s board of trustees, or university policies, including but not limited to, employment and financial policies.
Amendments or revisions to the bylaws:
1. Bylaws will be reviewed annually by the governance committee to determine if amendments or revisions are needed.
2. Technical changes are to be understood to include renumbering articles and sections, updating administrative titles, and making other nonsubstantive revisions that improve accuracy and clarity. It is the prerogative of the senate cabinet to make technical changes by majority vote. Any bylaw may be amended or repealed by the staff senate at any regular or special meeting by a vote of the majority of the members present. The proposed change must be submitted to the chairperson, and the chairperson must give written notice of the proposal to the staff senate at least two weeks prior to the meeting at which adoption is proposed. Any amendment or repeal shall become effective immediately upon approval by the university’s board of trustees (“board”) and the inclusion into rule 3361:30-5-02 of the Administrative Code.

Effective: September 9, 2022
Date: August 23, 2022 (signature on file)
Promulgated under: R.C. Section 111.15
Statutory authority: R.C. 3361.
Rule amplifies: R.C. 3361.
Prior effective dates: October 31, 2018

30-13-04 Benefits: Levels for reclassified positions.

The following rules apply to all employees.

(A) Benefits for employees are determined by the nature of the individual’s employment, such as classification, status and appropriate collective bargaining agreement.

(B) Should the nature of an individual’s employment change, the individual will be eligible for benefits appropriate to the new position or as designated by the appropriate collective bargaining agreement. Changes include such actions as promotion, reclassification, transfer, displacement, and demotion.

(C) The assignment of retirement benefits will occur with the knowledge of the employee's enrollment in a designated retirement plan at the time of the change. Allowance will be provided for completion of existing treatments and enrollments.

Effective: January 26, 2018
Date: January 11, 2018 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03; R.C. 124.20; R.C. 124.30; R.C. 124.31; R.C. 124.32; R.C. 124.33; R.C. 124.34.
Prior effective date: June 21, 1980; October 20, 1999

30-13-07 Benefits: Tuition remission.

Employees who are not represented by a union or covered by an agreement that provides contrary language regarding tuition remission, as well as their spouses, domestic partners, and dependents are entitled to tuition remission as set forth in this rule. The president or the president’s designee shall have the authority to interpret and to issue policies implementing this rule.

(A) Employees Employees are eligible for tuition remission for credit or audit hours at the undergraduate and graduate levels at the university as follows:

Full-time employees are eligible for tuition remission for unlimited regular undergraduate or graduate credit or audit hours per academic term.
Part-time and postdoctoral fellow employees who receive regular compensation for services are eligible for remission up to four credit hours per full academic term.
Retired employees as defined by rule 3361:30-28-01 of the Administrative Code are eligible for the same tuition remission benefits on the same basis as active employees based upon their classification at the time of retirement.

(B) Spouses, domestic partners, and dependents of full-time, benefits-eligible university employees The following individuals are eligible for full tuition remission of the instructional fee portion of their bill:

Spouses of employees;
Unmarried dependents of employees, defined for purposes of this rule as naturally born sons and daughters, stepsons or stepdaughters of the employee, and individuals for whom the employee has been appointed the legal guardian pursuant to court action or by the terms of a valid will, who are federal income tax dependents of the employee;
Domestic partners of employees, defined for purposes of this rule as a partner of the same or opposite sex who meets specific criteria established by the central human resources department;
Spouses, domestic partners, and unmarried dependents of formeremployees who retired from the university or became completely disabled and eligible for disability benefits from the university’s disability carrier or the Ohio state pension system while in the service of theuniversity; and
Spouses, domestic partners, and unmarried dependents of former employees who died while in the active service of the university.

(C) Limitations on benefits

Tuition remission is only available for graded courses for the spouses, domestic partners, and dependents of employees.
Tuition remission benefits for the college of medicine (doctor of medicine and masters in physiology) are not available for the spouses, domestic partners, and dependents of employees.

(D) Loss of tuition remission benefits

Continued eligibility for any of the tuition remission benefits conferred by this rule is contingent upon continued eligibility for the benefit as well as the recipient maintaining satisfactory academic progress, based on criteria established by the student financial aid office. Eligibility for tuition remission shall be suspended for individuals who fail to maintain satisfactory academic progress until such time as this requirement has beenmet.

Effective: June 15, 2021
Date: April 27, 2021 (signature on file)
Promulgated under: R.C. 111.15
Rule amplifies: R.C. 3361.03; R.C. 3345.05.
Prior effective date: June 19, 1978; January 26, 1980; May 8, 1980; May 24, 1980; September 10, 1980; January 12, 1981; March 1, 1981; July 1, 1981; October 15, 1985; February 19, 1988; July 13, 2000; March 28, 2001; September 1, 2008; July 15, 2012; September 16, 2019

30-13-09 Benefits: Tuition remission for officers and enlisted personnel active in the ROTC program.

Officers and enlisted personnel active in the “ROTC” program at the University of Cincinnati, as well as their spouses, domestic partners and dependents, are entitled to tuition remission in the same amounts and subject to same conditions as fulltime and part-time unrepresented employees, their spouses, domestic partners and dependents, as set forth in rule 3361:30-13-07. The president or the president’s designee shall have the authority to interpret and to issue policies implementing this rule.

Effective: September 1, 2008
Date: May 27, 2008 (signature on file)
Promulgated Under: R.C. Section 111.15
Rule Amplifies: R.C. 3361.03; R.C. 3345.05.
Prior effective date: October 15, 1985; October 20, 1999

30-13-14 Benefits: Tuition remission for affiliated faculty of the “Children's Hospital Research Foundation,” and the affiliated faculty of the “Cincinnati Veterans Affairs Medical Center.”

Affiliated faculty of the “Children’s Hospital Research Foundation,” and affiliated faculty of the “Cincinnati Veterans Affairs Medical Center” who are engaged in the performance of full-time scientific research, and who are so certified by the appropriate director, as well as their spouses, domestic partners, and dependents, are entitled to tuition remission as set forth in rule 3361:30-13-07. The president or the president’s designee shall have the authority to interpret and to issue policies implementing this rule.

Effective: July 18, 2019
Date: June 25, 2019 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03; R.C. 3345.05.
Prior effective dates: September 10, 1980; July 1, 1981; September 26, 1985; October 29, 1999; September 1, 2008

30-15-02 Classification: Student helpers.

(A) The University of Cincinnati endorses the practice of making student employee positions available for the following reasons.

To allow students to earn money which could be used to supplement their income and defray the cost of their education.
To provide students with an opportunity to gain learning experience outside of the classroom.
To provide students with work experience which could be of value as they enter the job market.

(B) The university maintains a distinction between student employment and other university employment. The distinction may include but is not limited to differences in the nature of work, hours worked, rate of pay and benefit eligibility.

(C) Student employees shall follow hiring practices for student employment established by the university.

(D) Students who wish to become university employees shall follow the hiring practices for all other employment established by the university.

Effective: April 25, 2018
Date: April 11, 2018 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 124.11; R.C. 124.14; R.C. 3361.03.
Prior effective date: December 7, 1980; September 21, 1981

30-16-01 Compensation and attendance: Emergency closing.

(A) The University of Cincinnati is always officially open. During periods of severe inclement weather, public emergency, or other crisis, the president or a designated cabinet officer may announce, through the University of Cincinnati electronic mail system and through the local news media, that some or all of the university’s offices and facilities are closed for part or all of a workday. (See rule 3361:10-55-01 of the Administrative Code regarding the announcement of emergency closures at the University of Cincinnati.)

(B) This rule identifies those employees who are required to report to or remain at work during such emergency closings and sets forth the policies governing attendance and compensation that will be in effect for all employees during these periods.

(C) The announcements regarding closings shall specify which work units are to be closed. Employees in the closed units shall not report to work. Exceptions are listed in paragraphs (D)(1) and (D)(2) of this rule. The official closing time of the university will be determined by the time/date sent to recipients on the “Triple D” listserv or its equivalent.

(D) The following groups of employees are expected to report to or remain at work as scheduled during emergency closings:

Employees whose work units are not closed. Such units will always include the following essential units that never close under any circumstances:
1. The college of medicine;
2. University police;
3. Office of residence life/housing units;
4. Utility plants;
5. Emergency maintenance operations;
6. Any research unit where the integrity of the research must be preserved;
7. Service units that routinely operate on a seven day per week, twenty-four hour per day service schedule.
Employees whose work units are closed but who are specifically directed to report or remain at work by their administrative unit head. Documented approval from the appropriate vice president is required for these employees.

(E) The following attendance and compensation policies shall be in effect for employees required to report or remain at work during periods of emergency closing:

All employees who are required to report or remain at work (i.e., employees whose work units are not closed or those called into work by their administrative head) shall work as scheduled. Any employee who is required to work but unable to do so as scheduled, for whatever reason, must contact his/her administrative head at least one hour in advance of the employee’s starting time to report his/her absence. Current policies regarding time off requests shall apply.
Hourly paid employees who report to or remain at work as required during a closing will be paid time and one-half unless directed otherwise by a collective bargaining agreement. Salaried employees who report or remain at work as required will receive pay at their regular salary.
Current policies regarding time off shall apply: Essential hourly employees who do not report to work must use vacation, compensatory time or time off without pay. Essential employees who live in counties where the sheriff has declared a “Level 3” snow emergency will receive pay at their regular straight time rate. Nonessential hourly employees, who report to work without being told to, will receive regular pay.

(F) The following compensation policies shall be in effect for those employees whose work units are closed and who are not asked to work:

Hourly and salaried employees receive pay at their regular wages.
Hourly employees who report to work without being told will receive pay at their regular straight time rate.
Employees prescheduled for vacation, sick or compensatory time off prior to the emergency-closing announcement may not rescind their time off request after the announcement.
When it is announced that a segment of the university campus will be closed for the remainder of the day, hourly paid employees requesting to leave work earlier than the scheduled closing time must have the approval of the appropriate administrative head and must charge the additional hours of absence, prior to the official closing, to accrued compensatory time, accrued vacation time, or leave without pay, in that order.

Effective: January 29, 2018
Date: January 12, 2018 (signature on file)
Promulgated under: R.C. Section 111.15
Statutory authority: R.C. 3361.
Rule amplifies: R.C. 3361.03.
Prior effective dates: December 6, 1978; May 24, 1980; November 7, 1994; February 17, 1998; December 19, 2001; January 15, 2003; December 12, 2003; June 30, 2005; April 7, 2008

30-16-02 Compensation and attendance: Furlough Policy.

(A) Pursuant to Section 371.70.20 of amended substitute House Bill No. 1 effective on July 17, 2009, the board may adopt a policy providing for mandatory furloughs of employees, including faculty, to achieve spending reductions necessitated by institutional budget deficits.

(B) The following rule applies, notwithstanding any other rule to the contrary, to all employees except those employees covered by a collective bargaining agreement containing contrary language.

(C) The president shall have the authority to interpret and to issue policies implementing this rule.

(D) If the president determines that the university is facing a budget deficit, a furlough plan may be implemented. A university budget deficit is a deficit within the university and can include: decline in the financial resources of the university brought about by a reduction in state or federal funding; loss of revenue from endowments or investments; decline in institutional enrollment; or by other action or events that result in a reduction in the operating budget. A budget deficit may be within a college, department, program, or other division less than university- wide. The furlough plan will set forth the form of furlough and period within which a furlough will be implemented.

(E) All furloughs taken pursuant to the furlough plan will be based on business reasons, prospectively implemented, for a designated period, and designed not to affect fair labor standards act exempt status for exempt employees.

(F) Mandatory furloughs are considered final and binding and not grievable under any university grievance or appeal rule, policy, or procedure.

(G) All federal and state anti-discrimination laws will be followed in the application of the provisions of this policy.

(H) Unless otherwise determined by the president, the following will apply to the employee benefits during furlough:

No vacation leave, sick leave, or compensatory time may be used in lieu of a period of furlough leave. Additionally, paid holidays or other paid time off cannot be substituted for furlough leave days.
Healthcare, dental care, and life insurance benefits will not be affected by a furlough. Employees’ continuous university service, review date, and employment status will not be affected by any period of furlough.
Employees will continue to accrue vacation and sick leave during a furlough prorated to the accrual for the leave.
Retirement contributions by both employees and the university will be affected by furloughs as contributions are based on actual earnings.
Employees remain responsible for making all employee contributions (i.e., healthcare, dental care, flexible spending accounts, and 403(b) contributions) and all miscellaneous authorized deductions (i.e., credit union, charitable contributions, university payments).
Eligibility for unemployment benefits is not determined by the university.

Effective: April 23, 2020
Date: April 23, 2020 (signature on file)
Promulgated under: R.C. Section 111.15
Statutory authority: R. C. 3361.
Rule amplifies: R.C. 3361.03.

30-17-01 Compensation: Board compensation subcommittee.

(A) Purpose.
The compensation subcommittee of the board finance and administration committee shall be responsible for the establishment of annual performance goals, for the process of annual performance evaluations and for setting the compensation of the president.

(B) Membership.
Appointments to this subcommittee will be made yearly by the chair of the board. The subcommittee shall consist of no less than three members appointed from the regular members of the board who are members of the finance and administration committee.

(C) Responsibilities.
The compensation subcommittee shall:

Review annually the compensation of the president. In connection with this review the subcommittee may request that the senior associate vice president for human resources prepare an analysis of the market-competitiveness of university compensation relative to the compensation at comparable institutions;
For the president, recommend annual performance goals and establish criteria for awarding annual incentive bonuses, prepare a performance evaluation for the previous year and recommend to the chairperson of the board adjustments to compensation based on that evaluation;
Review annually the outside activity reports and outside compensation of the president and the quarterly report prepared by the University of Cincinnati foundation of expenditures on behalf of the president;
Collaborate with the president to review the performance goals and assessments, compensation comparisons and outside activity reports of the president’s highest ranking direct reports;
Ensure compliance with university compensation policies and practices and terms of any applicable employment agreements in the exercise of the responsibilities set forth in this section.

Effective: November 10, 2017
Date: October 24, 2017 (signature on file)
Promulgated under: R.C. Section 111.15
Statutory authority: R.C. 3361.
Rule amplifies: R.C. 3361
Prior effective dates: June 8, 2007

30-17-02 Compensation: Additional for administrators and staff officers.

A set of guidelines on policy regarding compensation for administrative and staff officers who assume teaching duties at the university was adopted by the university cabinet and the administrative council in 1970. The guidelines are:

(A) No administrative officer of the rank of dean or above (or its equivalent in non-academic offices) will receive any extra compensation for teaching classes at the University of Cincinnati.

(B) Full-time administrative officers, below the rank of dean, holding academic rank and eligible for tenure, are encouraged to continue teaching in their associated department, but are to receive no extra compensation for such supplementary teaching for daytime classes in the regular school year or summer term.

(C) Full-time administrative or staff officers not holding academic titles and not eligible for tenure may, with the approval of the appropriate vice president, be appointed as a term adjunct and receive compensation for supplementary teaching in the regular school year or summer term but only if the released time for such teaching does not exceed the instructional period and only on recommendation of his or her department head. These special cases must be justified on the grounds that considerable time is spent in preparation, grading, and planning the courses which is done at times other than those of regular employment.

Effective: January 29, 2018
Date: January 12, 2018 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03.
Prior effective date: March 16, 1978; May 24, 1980; July 15, 2012

30-17-03 Compensation: Incentive pay, recognition and recruitment incentive programs.

(A) The University of Cincinnati supports the establishment of incentive, recognition and recruitment programs designed to motivate and reward current employees and to recruit prospective employees. These programs may be university-wide or unit-based.

(B) The university, or departments, divisions, or units of the university, may establish incentive, recognition and/or recruitment programs which fall into the following categories:

Service awards
Suggestion awards
Performance-based awards
Production-based awards
Outstanding achievement awards
Recruitment awards

(C) When incentive, recognition and/or recruitment programs result in monetary rewards, they must be approved by the associate vice president for human resources or his/her designee prior to implementation.

(D) When an incentive, recognition or recruitment program potentially affects employees covered by a collective bargaining agreement, the university will advise the representative organization about the program prior to its implementation.

Effective: October 20, 1999
Date: September 29, 1999 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3345.31; R.C. 3361.03.
Prior effective date: June 20, 1988; January 8, 1990

30-19-01 Conduct and discipline: Policy.

The following rule applies to all employees, except those whose terms and conditions of employment are governed by a separate written employment contract or collective bargaining agreement.

(A) The University of Cincinnati expects all employees to conduct themselves in a manner that reflects favorably on the university. The president or his/her designee shall establish written guidelines governing employee conduct, grounds for disciplinary action and the disciplinary procedures. These guidelines shall be set forth in the “Human Resources Conduct Policy.” Failure to comply with these guidelines will be cause for disciplinary action including termination of employment.

(B) Except in the case of an offense justifying the immediate removal of an employee, the University of Cincinnati promotes the philosophy of progressive discipline which provides the employee the opportunity to understand a problem and the corrective action necessary to improve identified deficiencies.

Replaces: 3361:30-19-02, 3361:30-19-03, and 3361:30-19-04
Effective: January 29, 2018
Date: January 12, 2018 (signature on file)
Promulgated under: R.C. Section 111.15
Statutory authority: R.C. 3361.
Rule amplifies: R.C. 3361.03; R.C. 124.34; R.C. 3345.21.
Prior effective dates: April 24, 1978; February 21, 1980; June 21, 1980; October 26, 1981; April 16, 2002

30-21-01 Employment: Reporting of outside activities and interests.

The university is subject to state and federal laws governing ethics, state contracting, and conflicts of interest. In addition, rule 3361:30-21-02 of the Administrative Code and rule 3361:30-21-03 of the Administrative Code require all employees to seek prior approval of any collateral employment in order to avoid potential conflicts of interest and commitment. To facilitate compliance with such laws and rules the university has established the outside activity report (OAR) for disclosure, review, approval and management of collateral employment as well as outside activities, relationships or interests in other entities that may involve conflicts of interest or commitment. All full time university employees, and such part time employees as the president or the president’s designee shall direct, shall complete an OAR not less than annually and whenever there is an addition or change in reportable outside activities. The president or the president’s designee shall have the authority to adopt policies and procedures for the administration and requirements of the OAR process.

Effective: April 13, 2012
Date: March 29, 2012 (signature on file)
Promulgated under: R.C. Section 111.15
Statutory authority: R.C. 3361.

30-21-02 Employment: Policy on collateral employment for faculty members and librarians.

(A) “Collateral employment” means any effort, whether within the university or with an external entity, including consulting work, that is in addition to an employee’s existing “UC” employment responsibilities.

(B) Faculty members and librarians may engage in collateral employment consisting of institutional and/or non-institutional effort, including work of a consulting nature, if:

The faculty member or librarian provides information regarding the proposed collateral employment in advance to the dean of the college or division concerned or the appropriate library administrator or vice president;
Said dean or library administrator or vice president approves such collateral employment and agrees that the collateral employment:
1. Does not interfere with nor is inconsistent with the performance of the individual’s university duties; and
2. Does not raise questions of conflict of interest in connection with other interests or work with which the individual, or the university, is involved. Faculty members and librarians shall secure approval for all collateral employment utilizing on the university’s outside activity report system and shall include all collateral employment on the annual outside activity report form as required by rule 3361: 30-21-01 of the Administrative Code.

(C) “Institutional effort” is service within the university or with an affiliated institution that is outside the scope of the faculty member’s or librarian’s normal employment.

(D) “Non-institutional effort” is the service faculty members and librarians provide outside the university during the normal work week for which they receive non-university compensation. Non-institutional effort that meets the criteria specified in paragraphs (B)(2)(i) and (B)(2)(ii) of this rule will normally be permitted by the university for full-time faculty and librarians to the extent that such activities do not exceed an average of one day of the normal work week and provided that the faculty member or librarian continues to fulfill all of his or her full-time university duties. Exceptions to this limitation may be made upon approval of the dean and the vice president.

(E) The provision of patient care by college of medicine clinical faculty is an essential and integral part of the responsibilities of such faculty. It is a condition of employment with the university that members of the college of medicine faculty who receive revenue from patient care and medically related activities requiring licensure shall conduct such patient care activities as participants in a practice plan of their respective clinical departments or units that has been approved by the dean of the college of medicine. The dean of the college of medicine has the responsibility to perform an annual review of the compensation received by clinical faculty from the practice plans of the respective clinical departments, together with such other financial information as he or she may reasonably require in order to perform his or her oversight function, to ensure that each such practice plan operates in fulfillment of the university’s mission and for its benefit. Participation in a practice plan that is approved by the dean of the college of medicine shall be deemed to be in compliance with this rule. Any other activities of college of medicine faculty, whether institutional or noninstitutional in character, may be approved only if they meet all the requirements of this rule.

Effective: April 13, 2012
Date: March 29, 2012 (signature on file)
Promulgated under: R.C. Section 111.15
Statutory authority: R.C. 3361.
Rule amplifies: R.C. 3361.03; R.C. 2921.42; R.C. 2921.43; R.C. 102.03; R.C. 102.04.
Prior effective date: March 16, 1978; June 18, 1979; May 24, 1980; July 1, 1985; June 13, 2002; July 13, 2007

30-21-03 Employment: Collateral employment policy for all employees (excluding faculty and librarians).

The following rule applies to all employees, excluding faculty and librarians.

(A) “Collateral employment” means any effort, whether within the university or with an external entity, including consulting work, that is in addition to an employee’s existing UC employment responsibilities.

(B) A university employee may engage in collateral employment only during the time the employee is not scheduled for work at the university and provided that the president (if the employee reports to the president), or the appropriate vice president or the vice president’s designee approves such collateral employment and agrees that the collateral employment:

Does not interfere with nor is inconsistent with the performance of the individual’s university duties; and
Does not raise questions of conflict of interest in connection with other interests or work with which the individual, or the university is involved.

(C) It is the employee's responsibility to seek and secure approval before engaging in collateral employment. Employees shall secure approval for all collateral employment utilizing on the university’s outside activity report system, and shall include all collateral employment on the employee’s annual outside activity report form as required by rule 3361: 30-21-01 of the Administrative Code. Vice presidents who wish to engage in collateral employment, shall inform the president and secure the president's approval for any such activities. The president shall secure board approval of any such association that he/she may regard as desirable for himself/herself or for the university.

(D) Subject to the terms of any applicable collective bargaining agreement, employees may be called at any time to perform their normal university duties and can be assigned to any shift on a temporary or permanent basis. Employees will be expected to report, if needed, whether or not they engage in collateral employment.

Effective: April 13, 2012
Date: March 29, 2012 (signature on file)
Promulgated under: R.C. Section 111.15
Rules amplifies: R.C. 3361.03; R.C. 102.03; R.C. 102.04; R.C. 2921.42; R.C. 2921.43.
Prior effective dates: June 18, 1979; May 24, 1980; October 20, 1999; July 13, 2007

30-21-05 Employment: Nepotism.

(A) The university shall not appoint or employ persons to serve in any position or capacity in which they would directly supervise or be in a position to initiate, approve or participate in institutional decisions involving direct benefit to a relative.

(B) No university employee or official shall directly supervise or initiate or participate in institutional decisions involving direct benefit to a relative or a spouse, including, without limitation:

Recommending or nominating a relative for employment;
Approving a relative’s employment;
Securing or using one’s influence to secure raises, promotions, favorable performance evaluations, overtime pay or assignments or other things of value related to employment.

(C) For purposes of the rule “relative” means:

The following relations of an employee, regardless of where they live:
1. Spouse;
2. Domestic partner;
3. Children and step-children;
4. Parents and step-parents;
5. Siblings;
6. Grandchildren;
7. Grandparents.
Any other individual related to an employee by blood or marriage that lives in the same household with the employee.

(D) This rule does not prohibit university employees or officials from participating in decisions that involve indirect benefits to relatives to the extent that such participation is permissible under Ohio ethics laws (Chapter 102. of the Revised Code, section 2921.42 of the Revised Code and section 2921.43 of the Revised Code) and other applicable laws.

Effective: April 25, 2018
Date: April 11, 2018 (signature on file)
Promulgated under: R.C. Section 111.15
Rules amplifies: R.C. 3361.03.
Prior effective date: March 16, 1978; October 26, 1978; May 24, 1980; April 13, 2012

30-21-06 Employment: Post-offer physical examinations for non-faculty employees.

(A) The following rule applies to all employees except those employees covered by a collective bargaining agreement addressing this topic.

(B) Employment in certain job classifications at the University of Cincinnati will be contingent upon the applicant successfully completing a post-offer physical examination. The employing department will establish appointments for the post-offer physical examinations for offerees. Offerees may consult a private physician at the offeree’s own expense but the primary responsibility for determining the fitness of the offeree rests with university health services. Any post-offer physical examination, whether through university health services or a private physician, will occur prior to employment

Effective: July 15, 2012
Date: June 29, 2012 (signature on file)
Promulgated under: R.C. Section 111.15
Rules amplifies: R.C. 3361.
Prior effective date: March 16, 1978; October 12, 1978; May 24, 1980; April 20, 2000

30-23-01 Grievance: Policy for unrepresented classified civil service employees.

(A) It shall be the policy of the University of Cincinnati to provide a uniform set of procedures to be applicable to unrepresented classified and unclassified employees who seek redress for grievances arising from working relationships, terms and conditions of employment, working conditions, employment practices, differences of interpretation of policy which might arise between the university and such employees, and acts of discrimination.

(B) The grievance procedures shall be detailed in human resources policies and procedures.

Effective: July 15, 2012
Date: June 29, 2012 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361
Statutory Authority: R.C. 3361
Prior effective date: May 12, 1978; January 1, 1979; May 24, 1980; October 26, 1981; July 1, 1986

30-25-01 Performance evaluation and probation: Policy on probationary periods for unrepresented classified employees.

All unrepresented classified employees in the University of Cincinnati employment system shall serve a six month probationary period which shall commence with the effective date of their original or promotional appointment.

(A) If service is unsatisfactory, a probationary employee may be removed or reduced at any time during the probationary period.

(B) Except as required by law, time spent on a leave of absence shall not be counted as part of the probationary period and the probationary period shall be extended by the number of days that equals the number of days spent such a leave of absence.

(C) In accordance with divisions (F)(1) and (F)(2) of section 124.14 of the Revised Code, this rule supersedes any portion of the Revised Code or Administrative Code covering the same subject matter, including but not limited to section 124.385 of the Revised Code.

Effective: July 15, 2012
Date: June 29, 2012 (signature on file)
Promulgated under: R.C. Section 111.15
Statutory authority: R.C. 3361.
Rule amplifies: R.C. 3361.
Prior effective dates: July 1, 1980; April 16, 2002

30-27-01 Records: Custodian of records.

(A) The associate vice president, human resources, is appointed by the president of the university as the individual responsible for the human resources records system essential to the management of theuniversity.

(B) The custodian of records may delegate responsibility for the maintaining and checking of personnelrecords.

(C) Uniform personnel records on all employees must be kept in a central records responsibility site under the direction of the custodian of records. The central records responsibility site will be in the human resources department.

(D) Records other than those in the central records responsibility site are in the employee database maintained by the employee records management system and may also be in other administrative offices of the university.

Effective: January 29, 2018
Date: January 12, 2018 (signature on file)
Promulgated under: R.C. Section 111.15
Rules amplifies: R.C. 3361.03; R.C. 1347.05; R.C. 147.43.
Prior effective date: March 16, 1978; May 24, 1980; March 1, 1981; June 23, 1983; June 27, 1988; March 23, 2000

30-27-02 Records: Policy on maintenance of and access to personnel records.

(A) Uniform personnel records on all employees must be kept in a central records responsibility site under the direction of the custodian of records. The central records responsibility site will be in the human resources department.

(B) Central records responsibility site
Information included in the central site is that necessary for the business of the university including that which protects its legal and financial interests. Documents or data may be added to the central site records only by the custodian or his/her delegates and only when they pertain to human resource matters.

(C) Other records
Records other than those in the central records responsibility site are in the employee database maintained by the employee records management system and may also be held in other administrative offices of the university. Any documents based on significant human resources changes such as reappointment, tenure and promotion should be added to the primary department office records. Any other appropriate documents may be added to these records at the request of the employee of the administrator involved.

(D) Upon request by the employee, the employee must be informed of the existence and location of the file in the central records responsibility site as well as of other personnel records of which that individual is subject. Access to and inspection of the files by the individual employee shall be granted by appointment upon request. An employee may obtain a copy of the data in the central records responsibility site at cost. The employee may challenge, in writing, the accuracy, relevance, timeliness, or completeness of information in the file. The custodian must investigate the challenge within a reasonable time, but not later than ninety days after receiving it. The custodian may attach the written challenge to the document in question, amend the document, or remove it from the file, and shall notify the employee, in writing, of the decision within the ninety-day period. If the document is retained in the file, the employee shall be permitted to include in the file a brief statement of his or her position on the disputed information or a statement that information is in dispute. The employee may contest the decision as outline in the grievance procedure.

Effective: January 29, 2018
Date: January 12, 2018 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03; R.C. 1347.07-10.
Prior effective date: March 16, 1978; May 24, 1980; March 1, 1981; May 31, 1984; April 7, 2000

30-28-01 Retirement: Definitions.

An employee whose university employment terminates shall be considered ‘retired’ if the employee satisfies such age and/or service or disability criteria and receives the requisite approvals as set forth in a human resources policy established by the university.

Effective: January 29, 2018
Date: January 12, 2018 (signature on file)
Promulgated Under: R.C. Section 111.15
Rule Amplifies: R.C. 3361.03.
Prior effective dates: June 27, 1988

30-28-03 Retirement: "Teachers Insurance and Annuity Association" or alternative benefits.

(A) All persons employed by the university prior to July 1, 1977, who elected to continue to participate in the grandfathered retirement plan shall make contributions thereto as provided for in paragraph (B) of this rule. Persons entering into employment in positions covered by the applicable law after June 30, 1977, or who were employed by the university prior to July 1, 1977 but who elected to cease participation in the Grandfathered Retirement Plan, are required to participate and make contributions to the state teachers retirement system of Ohio (STRS), the public employees retirement system of Ohio (PERS) or the Alternative Retirement Plan (ARP), with eligibility and contributions as determined by regulations of said retirement systems.

(B) The university shall make periodic contributions to the grandfathered retirement plan for each employee participating in saidsystem as outlined in the 403(b) grandfathered plan - plan document.

(C) The university shall make periodic contributions to the alternative retirement plan for each employee who elected to participate in the alternative retirement plan, at the same rate that would have applied to such employee’s position under the applicable state retirement system (STRS or PERS) had the employee not elected to participate in the alternative retirement plan.

(D) When there is an increase in the percentage rate of contributions under the state teachers retirement system (STRS) or the public employees retirement system (PERS) as to employees covered by each such system, either on behalf of the university, the employee, or both, then there shall be a parallel increase in the contributions made by the university, the employee, or both, as the case may be, as to employees covered by the grandfathered retirement plan or the alternative retirement plan. Such increase shall be by the same percentage of the employee's salary as is the increase in the contribution rate to the state teachers retirement system (STRS) or the public employees retirement system (PERS).

Effective: April 25, 2018
Date: April 11, 2018
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03; R.C. 3307.51 & 53; R.C. 3307.011; R.C. 145.47 & 48; R.C. 145.03; R.C. 9.90; 1976 H.B. 744 s3
Prior effective dates: March 16, 1978; May 24, 1980; October 20, 1999

30-28-04 Retirement: Emeritus status.

(A) Emeritus status of a faculty member, librarian or other academic officer of the university is defined as a non-salaried, non-official position and academic title of honor, usually corresponding to that held in the last period of active academic service.

(B) Full professors, associate professors, assistant professors, associate librarians, associate senior librarians, senior librarians, deans and other academic administrative officers as determined by the appropriate provost and the president shall be eligible for appointment to emeritus status. Appointment to emeritus status shall be made through the same channels as regular appointments to active status.

Effective: April 1, 2019
Date: March 18, 2019 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03.
Prior effective date: March 16, 1978; March 22, 1980; April 17, 1980; February 7, 1981; December 16, 1999

30-28-05 Retirement: Conversion of unused sick leave (excluding employees represented by a collective bargaining unit).

(A) Any employee of the University of Cincinnati (excluding employees represented by a collective bargaining unit), at the time of retirement from active service, who are members of the "City Retirement System," the public employees retirement system (PERS), the “Grandfathered Retirement Plan”, the alternative retirement plan (ARP) or the state teachers retirement system of Ohio (STRS), meeting the age and service or disability requirements to be eligible for retirement under Rule 3362:30-28-01 of the Administrative Code, and with ten or more years offull- or part-time service with the university, the state or any of its political subdivisions, may elect to be paid in cash for the value of the number of converted unused sick days not to exceed the lesser of thirty days or one-fourth of the employee's unused accrued sick leave credit. The employee’s unused sick leave credit shall be reduced by one day for each day the employee elects to convert pursuant to this rule.

(B) Those full-time or permanent part-time university administrators and nonacademic staff members (excluding those represented by a collective bargaining unit), employed prior to July 1, 1977 meeting the age and service or disability requirements specified in paragraph(A) of this rule, with twentyfive or more consecutive years of full-time or permanent part-time service with the university or the city of Cincinnati immediately preceding retirement, at the time of retirement from active service, may elect to be paid in cash for the value of the number of converted unused sick days not to exceed the lesser of sixty days or one-half of the employee's unused accrued sick leave credit. The employee’s unused sick leave credit shall be reduced by one day for each day the employee elects to convert pursuant to this rule.

(C) Such payment shall be based on the employee's rate of pay at the time of retirement.

(D) In case of the death of an employee, this benefit shall be paid in accordance with section 2113.04 of the Revised Code or to the employee’s estate.

Effective: January 29, 2018
Date: January 12, 2018 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03; R.C. 124.38; R.C. 124.39.
Prior effective date: March 16, 1978; November 25, 1978; May 24, 1980; February 7, 1981; December 18, 1985; November 16, 1986; March 18, 1987

30-29-02 Termination: Policy for unrepresented non-probationary unclassified employees in the University of Cincinnati employment system.

An unrepresented unclassified employee may be terminated from employment at any time subject to the following provisions:

(A) An employee shall be given notice prior to termination asfollows:

No advance notice is required for termination for cause of a non-probationary employee.
One month's notice is required for termination in cases of program, grant or funding discontinuation, or expiration, financial exigency and job abolishment due to financial exigency. Such terminations are not grievable.
Employees may also be terminated without cause provided they are given notice in accordance herewith. For employees who entered the unclassified service prior to January 1, 1986, except as limited by paragraphs (A)(1) and (A)(2) above, after the conclusion of the probationary period, as the length of continuous service as a permanent employee of the university increases, the notice required will be extended one month each year of service up to three years. During the second year of service, a minimum of two months’ notice is required. During the third year of service, a minimum of three months’ notice is required. During the fourth year of service and thereafter, a minimum of six months’ notice is required. Such terminations are not grievable. For employees who entered the unclassified service on or after January 1, 1986, except as limited by paragraphs (A)(1) and (A)(2) above, after the conclusion of the probationary period, as the length of continuous service as a permanent employee of the university increases, the notice required will be extended one month each year of service up to six years. During the second year of service, a minimum of two months’ notice is required. During the third year of service, a minimum of three months’ notice is required. During the fourth year of service, a minimum of four months’ notice is required. During the fifth year of service, a minimum of five months’ notice is required. During the sixth year of service, and thereafter, a minimum of six months’ notice is required. Such terminations are not grievable.

(B) Only the termination of an employee for cause without advance notice under paragraph (A)(1) above is grievable. Terminations under paragraph (A)(2) and (A)(3) above are not grievable and constitute a discontinuation of the employee’s appointment.

Effective: January 29, 2018
Date: January 12, 2018 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03.
Prior effective date: July 1, 1980; August 12, 1980; February 26, 1982; November 8, 1982; December 18, 1985

30-31-02 Time off from work: Policy for administrative leave.

A. The following rule applies to all employees except those employees covered by an agreement, including a collective bargaining agreement.

B. Investigatory administrative leave:

With the approval of the chief human resources officer or designee in consultation with other appropriate university departments, an employee may be placed on an investigatory administrative leave with pay when an allegation of misconduct is made against an employee which requires that the employee be removed from the worksite in order to maintain the health, safety or welfare of that employee or others in the university community while the allegations against the employee are investigated.
The length of the investigatory administrative leave shall not exceed the length of time necessary to conduct a thorough investigation of the allegations. Such investigations will be conducted promptly and will be completed as soon as possible.
If the employee is placed on an investigatory administrative leave with pay, the university will continue to contribute its portion of the cost of benefits during the leave.
Unless otherwise prohibited by rule or regulation, the university reserves the right to discipline or dismiss the employee for any reason at any time during the investigatory administrative leave.
When the investigation is completed, the organizational unit along with the central human resources department, in conjunction with other appropriate university departments, shall determine and take the appropriate action.

C. Non-investigatory administrative leave:

Except as modification may be necessary, unclassified exempt employees at the rank of assistant dean and above or its equivalent, as determined by the executive vice president for academic affairs and provost, may request or be granted non-investigatory administrative leave. Such leave and its terms may be granted only by the executive vice president for academic affairs and provost.

Effective: July 18, 2019
Replaces: Rule 3361:30-3-01
Date: June 25, 2018 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03; R.C. 3345.28.
Prior effective date: March 16, 1978; February 21, 1980

30-31-03 Time off from work: Leave of absence due to disability and disability leave for all employees (excluding faculty and librarians).

(A) Except where specified, the following rule applies to all employees except those employees covered by a collective bargaining agreement or an individual employment agreement addressing this topic.

(B) Definitions

The term “sick time” as used in the university rules and the human resources policies refers to those hours accrued on a per pay basis that can be used for reasons such as illness, injury, or other medical reasons, including pregnancyrelated conditions, pursuant to this rule and applicable human resources policies.
The term “leave of absence” as used in the university rules and the human resources policies refers to an absence of fifteen consecutive calendar days or more. The leave is effective retroactively to the first day of absence.
The term “benefits” as used in the university rules and the human resources policies includes but is not limited to the university’s medical, dental, long term disability, life insurance, and personal accident insurance plans.

(C) Use of accrued sick time Use of accrued sick time is subject to the approval of the employee’s supervisor, manager, director, or designee, unless the employee is using the sick time for a precertified qualifying condition or illness under the Family and Medical Leave Act (FMLA), in which case the sick time will be approved. An employee uses accrued sick time for illness, injury, or other medical reasons, including pregnancy-related conditions, pursuant to human resources policies. An employee who has exhausted their sick time may use accrued vacation time and/or compensatory time in order to remain in pay status pursuant to human resources policies. In the event an employee’s sick time absence is fifteen consecutive calendar days or more, the employee will be placed on the appropriate leave of absence(s) as described below.

(D) Medical leaves of absence with or without pay

Transfer When an employee becomes physically incapable of performing the duties of their position because of illness, injury, or other medical reasons, including pregnancy-related conditions, their supervisor, manager, or director or designee, at the request of the employee and with the advice of the human resources department, may transfer the employee to a position of a lower grade or other vacant position of the same grade but with different duties. If the employee does not make such a request, or is physically incapable of performing the duties of any appropriate vacant position, then the employee may be granted a medical leave of absence with or without pay, as appropriate.
Eligibility and approval Such leaves of absence may be granted for an employee illness, injury or other medical reasons, including pregnancy-related conditions. Such leaves must be approved in advance, when possible, by the employee’s supervisor, manager, or director or designee. The employee requesting such a leave must furnish a health care provider statement from a licensed health care professional certifying their medical need for time off work and an estimation of their expected date of return to work.

(E) Medical leave of absence with pay

Duration An employee medical leave with pay may be granted for the duration of the employee’s accrued sick time in accordance with their health care provider statement or certification. An employee who has exhausted their sick time may use accrued vacation time and/or compensatory time in order to remain in pay status pursuant to human resources policies. Unclassified exempt employees who become totally disabled and who were hired by the university prior to September 1, 1974 and who have been continuously employed thereafter by the university, shall receive a leave of absence with pay, provided the disability continues beyond the employee’s accumulated sick time. The employee’s accumulated sick time and the leave of absence with pay shall not together exceed one hundred twenty days of leave with pay. For purposes of this paragraph, “totally disabled” shall be defined as the inability of the employee, by reason of sickness or bodily injury, to engage in any occupation for which the employee is reasonably fitted by education, training, or experience.
Continuation of benefits Subject to benefit plan restrictions, the university shall continue to contribute its portion of the cost of applicable benefits during the period an employee is on a medical leave of absence with pay provided the employee makes their contributions.
Retirement plan contributions Retirement plan contributions will be made pursuant to rules and regulations of the applicable pension system or retirement plan.

(F) Medical leave of absence without pay

Eligibility and duration. An employee whose licensed health care professional certifies that the employee will be able to return to work within six months of the date of exhausting accrued sick time, and, if applicable, all vacation and compensatory time, will be placed on a medical leave of absence without pay for a maximum period of six months.
Continuation of benefits Subject to benefit plan restrictions, the university shall continue to contribute its portion of the cost of applicable benefits during the period an employee is on a medical leave of absence without pay provided the employee makes their contributions.
Retirement plan contributions Retirement plan contributions will be made pursuant to rules and regulations of the applicable pension system or retirement plan.

(G) Disability leave of absence without pay

Eligibility An employee who has either been on a medical leave of absence without pay for six months, or whose licensed health care professional does not certify that the employee will be able to return to work within six months of the date of exhausting accrued sick time, and if applicable, all vacation and compensatory time, will be placed on a disability leave of absence without pay, unless the employee is entitled to FMLA protection.
Duration The maximum combined duration of a medical leave of absence without pay and a disability leave of absence without pay is thirty-six months. An employee who is unable to return to work at the expiration of a disability leave of absence without pay may be separated from employment.
Continuation of benefits Subject to benefit plan restrictions, the university shall continue to contribute its portion of the cost of applicable benefits for up to one continuous year when an employee is on any combination of a medical leave of absence without pay and/or a disability leave of absence without pay, provided the employee makes their contributions. Subject to benefit plan restrictions, an employee whose combined medical leave of absence without pay and/or disability leave of absence without pay exceeds one continuous year may continue benefit plan participation for the duration of their disability leave of absence without pay provided they pay the full cost of any continued benefit coverage.
Retirement plan contributions Retirement plan contributions will be made pursuant to rules and regulations of the applicable pension system or retirement plan.

(H) Human resources policies establish the processes through which employees may return to work. The policies and practices established by the human resources department pursuant to this rule shall comply with the requirements of the Family Medical Leave Act as well as any other relevant federal or state law or regulation.

(I) In accordance with ORC 124.14(F) (1)-(2), this rule supersedes any portion of any statute or administrative code covering the same subject matter, including but not limited to 124.38, 124.382, 124.385 and 124.387.

Effective: September 16, 2019
Replaces: Rule 3361:30-31-03, Rule 3361:30-31-13, Rule 3361:30-31-21, Rule 3361:30-31-25 of the Administrative Code.
Date: August 29, 2019 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03; R.C. 124.32.
Prior effective date: April 24, 1978; May 12, 1978; April 8, 1979; June 25, 1979; February 21, 1980

30-31-04 Time off from work: Policy for educational leave for classified civil service and unclassified non-exempt employees.

(A) The following rule applies to all employees except those employees covered by a collective bargaining agreement addressing this topic.

(B) Leave of absence without pay may be granted for a period of one year for purposes of education, training, or specialized experience which would be of benefit to the university by improving performance at any level. An extension of the leave may be granted for a period not to exceed one additional year.

(C) Subject to benefit plan restrictions, the university shall continue to contribute to its portion of the cost of applicable benefits for a period not to exceed twelve months while the employee is on an educational leave of absence without pay provided the employee makes his or her contributions.

(D) All rules regarding leave without pay (except duration) remain in effect during an educational leave without pay.

Effective: July 15, 2012
Date: June 29, 2012 (signature on file)
Promulgated under R.C. Section 111.15
Rule amplifies: R.C. 3361.03

30-31-06 Time off from work: Policy for enrollment in classes during working hours for all employees (excluding faculty and librarians).

The following rule applies to all employees, except those employees covered by a collective bargaining agreement.

(A) University staff employees may be permitted to enroll in academic courses during their scheduled working hours, with the approval of the administrative unit head, dean or vice president to whom they report.

(B) Time spent attending such courses shall be in addition to an employee’s normal work week. For classified and unclassified non-exempt employees, an employee’s normal work week is defined as forty hours for full-time employees.

(C) All individuals enrolled in courses during scheduled working hours are expected to fulfill their assigned responsibilities and obligations.

Effective: April 1, 2019
Date: February 19, 2019 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03
Prior effective dates: February 21, 1980; July 15, 2012

30-31-07 Time off from work: Holiday policy.

The following rule applies to all employees except those employees covered by a collective bargaining agreement addressing this topic.

(A) A list of the eleven paid holidays which the university observes is published each year by the university.

(B) Full-time employees in an active pay status receive eleven paid holidays per year.

(C) Permanent part-time classified and unclassified employees are entitled to holiday pay for that portion of any holiday which they would normally have worked.

(D) If a university holiday occurs during a period of paid sick or vacation time, the employee will not be charged for sick or vacation time.

(E) Compensation for classified and unclassified non-exempt employees who work during a holiday is outlined in human resources policies and procedures.

(F) In accordance with divisions (F)(1) and (F)(2) of section 124.14 of the Revised Code, this rule supersedes any portion of the Revised Code or Administrative Code covering the same subject matter, including but not limited to section 124.19 of the Revised Code.

Effective: September 17, 2021
Date: August 24, 2021 (signature on file)

30-31-08 Time off from work: Policy for jury duty, subpoena to court and return of fee for all employees (excluding faculty and librarians).

The following rule applies to all employees except those covered by a collective bargaining agreement addressing the topic.

(A) Jury duty

When called for jury duty and while serving as a juror, full-time employees receive time off at their normal rate of pay. Special problems involving pay for jury duty served by hourly paid employees may be taken up with human resources.
Under normal circumstances, the university will not ask for deferment of jury duty. Should the release of an employee create a hardship for the administrative unit, the administrative unit head may contact human resources for deferral instructions.

(B) Subpoena to court

Employees subpoenaed to appear in court as a witness on behalf of the university or a governmental unit shall be given time off with pay.
Employees are not paid when they are subpoenaed to appear in court for criminal or civil cases being heard in connection with the employee's personal matters, including but not limited to appearing in traffic court, divorce proceedings, custody hearings, appearing as directed with a juvenile, and so forth. The time off may be charged to accrued compensatory time or vacation or may be taken without pay.

Effective: April 25, 2018
Date: April 11, 2018
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03.
Prior effective dates: April 24, 1978; May 12, 1978; April 8, 1979; June 25, 1979; February 21, 1980; October 20, 1999; July 15, 2012

30-31-09 Time off from work: Policy regarding leave for adoptive parents.

(A) The following rule applies to all employees except those employees covered by a collective bargaining agreement or an individual employment agreement addressing this topic.

(B) Paid parental leave

The human resources department may create a policy establishing employee eligibility and other requirements, limitations, and procedures for paid parental leave. Such paid parental leave may not exceed a maximum period of six weeks for the birth of an employee’s child, placement of an employee’s newly-adopted child who isseventeen years old or younger, which may include travel to secure the placement of the newly adopted child.

(C) Leave for adoption and childrearing

Duration and requests
1. An employee may be granted a leave of absence for a period of up to twelve months for the purpose of adoption or childrearing. The employee may use accrued vacation time and/or compensatory time to remain in paid status during a leave granted for adoption/childrearing. Sick time cannot be used for these purposes.
2. All requests for an adoption/childrearing leave of absence must be made in writing to the supervisor/manager/director.
3. Verification of an adoption must be presented prior to the granting of the leave of absence for adoption.
Continuation of Benefits
1. Subject to benefit plan restrictions, the university shall continue to contribute its portion of the cost of applicable benefits during the period an employee is on a leave of absence for adoption or childrearing with or without pay provided the employee makes contributions.
2. An employee does not accrue sick leave (time) or vacation time during a leave of absence for adoption or childrearing without pay.
3. An employee shall not receive pay for holidays which fall during the leave of absence for adoption or childrearing without pay.
4. Retirement plan contributions will be made pursuant to rules and regulations of the applicable pension system or plan.

(D) Any policies established by the human resources department pursuant to this rule shall comply with the requirements of the Family and Medical Leave Act as well as any other relevant federal or state law or regulation.

(E) In accordance with divisions (F)(1) and (F)(2) of section 124.14 of the Revised Code, this rule supersedes any portion of the Revised Code or Administrative Code covering the same subject matter, including but not limited to section 124.385 of the RevisedCode.

Effective: July 14, 2021
Date: June 22, 2021
Promulgated Under: R.C. Section 111.15
Rule Amplifies: R.C. 3361.03
Prior Effective Date: October 26, 1978; February 21, 1980; July 15, 2012; April 3, 2019; January 5, 2021

30-31-12 Time off from work: Policy for leave of absence without pay for unclassified exempt employees (excluding faculty and librarians).

The following rule applies to all employees except those employees covered by a collective bargaining agreement addressing this topic.

(A) Eligibility and approval

An eligible employee may be granted a personal leave of absence without pay, subject to approval by the employee's supervisor/manager/director.
All accrued vacation time must be used before a personal leave of absence without pay may be approved.
The request for personal leave of absence shall only be granted by the supervisor/manager/director when the interest of the employee and the university would best be served by the granting of this leave.

(B) Duration and requests

Personal leave of absence without pay may be granted to an employee for any period of time not to exceed one year.
All requests for personal leave without pay must be made in writing to the employee's supervisor/manager/director.

(C) Continuation of benefits

An employee does not accrue sick leave (time) or vacation time during a personal leave of absence without pay.
An employee shall not receive pay for holidays which fall within the period of the personal leave of absence without pay.
The university shall not continue to contribute to health care, group life insurance or long term disability, if applicable, during the period an employee is on personal leave of absence without pay. An employee receiving a personal leave of absence without pay must make arrangements with the human resources department in order to continue payments for applicable benefits during the period for which no salary is paid.

(D) Retirement plan contributions will be made pursuant to the rules and regulations of the applicable pension system or plan.

(E) Return to position

Upon completion of a personal leave of absence without pay, the employee is to be returned to the position formerly occupied unless the position has been abolished.
Any person appointed to the position while an employee is on personal leave of absence without pay is to be appointed on a temporary basis.
If an employee fails to return to work at the expiration of an approved personal leave of absence without pay and is notified by certified mail of the failure to return at the appointed date, the employee is reported as "absent without authorized leave” and subject to disciplinary action up to and including termination of employment.

(F) In accordance with divisions (F)(1) and (F)(2) of section 124.14 of the Revised Code, this rule supersedes any portion of the Revised Code or Administrative Code covering the same subject matter, including but not limited to section 124.386 of the Revised Code.

Effective: April 3, 2019
Date: March 20, 2019 (signature on file)
Promulgated under: R.C. Section 111.15 R.C. 3345.28; R.C. 124.18.
Prior effective dates: May 12, 1978; April 8, 1979; June 25, 1979; February 21, 1980; September 1, 1988; July 15, 2012

30-31-14 Time off from work: Policy for leave for family medical reasons.

The following rule applies to all employees not represented by a collective bargaining agreement.

(A) Eligibility and approval

A leave of absence for “family medical reasons” may be provided to an employee. For purposes of this rule, a family medical reason is defined as caring for an immediate family member who isill. An immediate family member is defined as: grandparents, brother, sister, brother-in-law, sister-in-law, daughter-in-law, son-in-law, father, mother, father-in-law, mother-in-law, grandparent-in-law, spouse, domestic partner, child, grandchild, legal guardian or other person who stands in place of a parent (in loco parentis).
All accrued sick leave/timemust be exhausted before leave without pay for family medical reasons may begin.
Leave for family medical reasons and any extension of the leave must be approved in advance bythe employee’s supervisor.
If applicable, the period of approved leave will be designated as FMLA when appropriate and will be counted against the employee’s FMLA leave balance up to the full 12 weeks allowed.
When requesting leave/time under this rule for five or more workdays, the employee must furnish a Certification of Healthcare Provider Form (CHCP) certifying the need for absence. The CHCP must include an estimation of the employee’s expected date of return to work.

(B) Duration

A leave of absence with pay for family medical reasons may be granted for duration of paid time off as long medical certification is provided..
A leave of absence without pay for family medical reasons may be granted for up to six months as long as medical certification is provided.

(C) Continuation of benefits Subject to benefit plan restrictions, the university shall continue to contribute its portion of the cost of applicable benefits during the period an employee is on a family medical leave of absence with pay provided the employee makes his or her contributions. Retirement plan contributions will be made pursuant to rules and regulations of the applicable retirement plan. Subject to benefit plan restrictions, the university shall continue to contribute its portion of the cost of applicable benefits during the period an employee is on a family medical leave of absence without pay for up to one continuous year provided the employee makes his or her contributions. The employee must make arrangements with the human resources department in order to continue payment for benefits (if applicable) during the period which no salary is paid. . Return to position (A) Human resources policies establish the processes through which employees may return to work. The policies and practices established by the human resources department pursuant to this rule shall comply with the requirements of the Family Medical Leave Act as well as any other relevant federal or state law or regulation. In accordance with ORC 124.14(F) (1)-(2), this rule supersedes any portion of any statute or administrative code covering the same subject matter, including but not limited to 124.38, 124.382, 124.385 and 124.387.

Effective: January 29, 2018
Date: January 12, 2018 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03.
Prior effective dates: October 5, 1987

30-31-15 Time off from work: Policy for military leave for unclassified non-exempt and exempt employees (excluding faculty and librarians).

(A) The human resources department will issue policies, procedures and practices establishing the processes through which employees may request and receive military leaves with or without pay and through which such employees shall be returned to work following such military leaves.

(B) The human resources department shall be responsible for monitoring requirements of the Uniformed Services Employment and Re-Employment Rights Act (USERRA) as well as any other relevant federal or state law or regulation dealing with military leave, and shall develop written policies and procedures to keep the university in compliance with all such laws and regulations.

Effective: July 15, 2012
Date: June 29, 2012 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03
Prior effective dates: April 24, 1978; May 12, 1978; April 8, 1979; June 25, 1979; May 24, 1980; October 17, 1980; October 20, 1999; November 21, 2000

30-31-19 Time off from work: Policy for accrual of sick leave for unclassified exempt employees (excluding faculty and librarians).

The following rule applies to all employees except those covered by a collective bargaining agreement addressing this topic.

(A) Each full-time unclassified exempt employee shall be entitled to one and twenty-five-hundredths days of sick time per month in active pay status.

(B) Each full-time unclassified non-exempt employee shall be entitled to 4.60 hours per 80 hours in active pay status.

(C) Permanent part-time exempt employees accrue sick leave prorated on the percentage of their full time employment.

(D) Permanent part-time non-exempt employees accrue sick leave prorated based on hours worked.

(E) Sick time is not earned for any pay period an employee is on leave without pay.

(F) An employee who transfers from employment with the state of Ohio or any political subdivision of the state of Ohio shall be credited with the unused balance of accumulated sick time, upon verification from the agency.

(G) The previously accumulated sick time of an employee who has been separated from state service shall be credited to the employee upon reemployment in state service, provided that such reemployment takes place within ten years of the date on which the employee was last terminated from public service.

(H) Unused sick time may accrue without limitation.

(I) In accordance with divisions (F)(1) and (F)(2) of section 124.14 of the Revised Code, this rule supersedes any portion of the Revised Code or Administrative Code covering the same subject matter.

Effective: April 25, 2018
Date: April 11, 2018 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03
Prior effective date: May 12, 1978; April 8, 1979; June 25, 1979; February 21, 1980; July 15, 2012

30-31-22 Time off from work: Policy for notification by employee for use of sick leave.

The following rule applies to all employees, excluding faculty and librarians.

(A) When an employee is unable to report to work, the employee must notify his/her immediate supervisor, or other designated person not later than onehalf hour following the time the employee is scheduled to report to work on the first day ofabsence and each day thereafter.

(B) When an employee's duties must be continuously performed (an operation which operates 24 hours a day, seven days a week, 365 days a year), the employee must notify the supervisor or other designated person no less than two hours before the time scheduled to report to work on the first day of absence and each day thereafter.

(C) In the case of an extended illness exceeding five consecutive workdays, the employee is required to report additional absences to the immediate supervisor or other designated person. The policy for notification is asfollows:

In cases where institutionalization or hospitalization is required, the employee shall be responsible for notifying the immediate supervisor, or other designated person, upon admission and upon discharge.
In cases where convalescence is required at home, the employee must notify their immediate supervisor, or other designated person, upon start and upon termination of convalescentperiod.
In all these instances of extended illness, refer also to rule 3361:30- 31- 23 of the Administrative Code, "Time off from work: requirements for medical certification for use of sick leave."

(D) Failure to notify the immediate supervisor within the specified time period shall result in absence without authorized leave.

(E) Employees failing to comply with sick leave and or medical leave notification policy and procedure will not be paid.

Replaces: Rule 3361:30-21-22 of the administrative code.
Effective: January 29, 2018
Date: January 12, 2018 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03; R.C. 124.38.
Prior effective date: February 21, 1980; October 5, 1987

30-31-23 Time off from work: Requirements for medical certification for use of sick leave.

The following rule applies to all employees, except those employees covered by a collective bargaining agreement addressing this topic.

(A) The human resources department shall create policies and practices outlining the circumstances under which all eligible employees shall:

Submit a certificate from a licensed health care professional describing the nature of the employee’s or the employee’s immediate family member’s condition. Such policies and practices shall require that unless otherwise prohibited by state or federal law or regulation (such as the Family and Medical Leave Act) an employee who requires medical attention while absent on sick leave time shall provide a certificate from a licensed health care professional stating the nature of the illness in order to justify the use of sick time.
Submit a certificate from a licensed health care professional stating the employee’s inability to work and the probable date of recovery;
Submit a certificate from a licensed health care professional stating the employee’s ability to return to work and resume some or all the employee’s job duties.

(B) In accordance with divisions (F)(1) and (F)(2) of section 124.14 of the Revised Code, this rule supersedes any portion of the Revised Code or Administrative Code covering the same subject matter, including but not limited to section 124.38 of the Revised Code.

Effective: April 3, 2019
Date: March 20, 2019 (signature on file)
Promulgated under: RC. Section 111.15
Rule amplifies: R.C. 3361.03
Prior effective date: April 24, 1978; May 12, 1978; February 21, 1980; September 1, 1988; July 15, 2012

30-31-26 Time off from work: Medical examination.

(A) The following rule applies to all employees, except those employees covered by a collective bargaining agreement addressing this topic.

(B) University employees may be required to undergo medical examinations as a condition of employment in accordance with established written policies by the human resources department. The policies and procedures shall comport and comply with all applicable federal, state and locale statutes, rules and regulations including the Americans with Disabilities Act (ADA).

Effective: July 15, 2012
Date: June 29, 2012 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03.
Prior effective dates: October 26, 1978; February 21, 1980; October 5, 1987; October 20, 1999

30-31-28 Time off from work: Vacation policy.

The following rule applies to all employees, excluding classified part-time employees and those employees covered by a collective bargaining agreement addressing this topic.

(A) University employees accrue vacation according to the terms of their employment. Vacation accrual schedules and procedures shall be detailed in the human resources policies and procedures and/or applicable collective bargaining agreements.

(B) Employees may carry over vacation credit from year to year. For employees hired prior to January 1, 2015, the current annual vacation accrual rate times three-point-three is the maximum amount of vacation credit which an employee may carry at any given point in time, except as specified below. For employees hired on or after January 1, 2015, the annual vacation accrual rate times one-and-one-half is the maximum amount of vacation credit which an employee may carry forward at any given point in time, except as specified below. Employees are not entitled to accrue or to be paid for any vacation leave (time) beyond the maximum credit.

Coaches and assistant coaches hired by the department of athletics on or after January 1, 1984, but before January 1, 2015, may not accrue or be paid for any vacation leave beyond a total of twenty-two days. Coaches and assistant coaches hired after January 1, 2015, may not accrue or be paid for any vacation leave beyond a total of twenty days.

(C) Management shall attempt to schedule vacation period according to an employee's request: however, the needs and work schedule of the university and the employing unit shall have priority.

(D) Vacation up to the specified maximum continues to accrue during paid leaves of absence.

(E) Upon separation from the university, an employee is entitled to compensation for any accrued but unused vacation not in excess of the maximum credit.

Amends: Rule 3361:30-31-28 of the Administrative Code.
Effective: April 30, 2014
Date: April 15, 2014 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03; R.C. 3349.281; R.C. 124.13; R.C. 124.131.
Prior effective dates: April 24, 1978; May 12, 1978; October 12, 1978; April 8, 1979; June 25, 1979; February 21, 1980; October 26, 1981; November 1, 1984

30-31-29 Time off from work: Bereavement.

(A) The following rule applies to all employees except those employees covered by a collective bargaining agreement or an individual employment agreement that provides contrary language.

(B) Definitions:

The term “bereavement” as used in the university rules and the human resources policies refers to the death of a member of the employee’s immediate family.
The term “immediate family” shall be defined as: grandparents, brother, sister, brother-in-law, sister-in-law, daughter-in-law, son-inlaw, father, mother, grandparent-in-law, father-in-law, mother-inlaw, spouse, domestic partner, child, grandchild, legal guardian or person who stands in place of a parent (in loco parentis). “Immediate family” also includes the brother, sister, daughter, son, grandparent, grandchild, father or mother of a domestic partner.

(C) Use of accrued sick time: Use of accrued sick time for bereavement is subject to the approval of the employee’s supervisor/manager/director or designee.

(D) Duration: An employee may use up to five working days of accrued sick time for bereavement following the death of a member of the employee’s immediate family.

(E) In accordance with divisions (F)(1) and (F)(2) of section 124.14 of the Revised Code, this rule supersedes any provision of the Revised Code or the Administrative Code covering the same subject matter, including but not limited to section 124.387 of the Revised Code.

Effective: April, 14, 2020
Date: April 30, 2020 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03.
Prior Effective Dates: July 15, 2012

30-35-01 Work hours: Policy for flexible work hours.

The following rule applies to all employees except those covered by a collective bargaining agreement addressing this topic: At the discretion of each vice president, flexible working hours may be instituted both to assist employees in their personal planning and to maintain productivity. The human resources department will issue one or more policies establishing the practices and procedures through which departments may implement flexible working hours pursuant to this rule.

Effective: July 15, 2012
Date: June 29, 2012 (signature on file)
Promulgated under: R.C. Section 111.15
Rule amplifies: R.C. 3361.03; R.C. 3345.21; R.C. 124.18.
Prior effective dates: June 12, 1978; May 24, 1980; October 24, 1980

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