Policy and Forms

The University College Policy Register is a compilation of the official university, administrative and operational policies of Kent State University and policies specific to our division. The purpose of this online register is to serve University College community as a source of reliable information and as a foundation on which decisions should be made.

It is the duty of University College - Office of the Dean to oversee the policy forms register while sustaining compliance with the policy criteria of the university compiled by the office of the General Counsel and the Kent State University Constitution.

It is the duty of the Office of General Counsel to record in the University Policy Register, upon receipt, any university, administrative or operational policies as approved in accordance with the Kent State University Constitution and the rules of the Ohio Legislative Service Commission. Upon its posting in this official University Policy Register, that particular policy or procedure will then be recognized as official and operational. The effective date of the policies will be 14 days after it is submitted to the Commission. University College will follow this same process to update internal policies to remain compliant.

Note: with the exemption of exigent circumstances, policies must be implemented at the beginning of each academic term (Fall, Spring and Summer).

Policies cannot be retroactively applied prior to the effective date.

This Policy Register is updated through periodic additions, deletions and changes. Policies under revision or pending will be marked "Policy Under Revision" in red to indicate that the reader should be aware that the language may be revised.

If you have any questions, comments, and or concerns, please contact the Business Manager in University College.

Budget Policies and Guidelines | Communication Policies and Guidelines | Purchasing Procedures | Hiring Procedures | Social Media Policy

Budget Policies and Guidelines

Expenditure Workflow

No Purchase should take place without prior documented approval.

 (All expenses begin here)

  • Staff submits a completed Expense Request Form to Director → Director reviews for approval or denial. If approved, → Director signs and requesting staff may proceed with purchase. → Once purchase is complete, submit a copy of the Expense Request form and invoice to departmental Administrative Support for filing and reconciliation.
    • Additional Expenditures $500 or greater must have Budget Manager’s approval prior to purchase. (Not included in Program’s initial budget request)
Duties and Responsibilities

Dean of University College

  • Oversees division’s budget decisions.
  • Approves expenditures.
  • Serves as liaison between Provost Office and University College.

Budget Manager

  • Monitors budget practices for Division-wide consistency.
  • Develops and maintains Budget Systems (Procedures and Workflows).
  • Serves as liaison between University Budget Offices and University College.
  • Convenes monthly Division-wide budget meetings.
  • Audits budget records and financial reports.
  • Approves additional expenditures of $500.00 or greater outlined in program budget.  
  • Prepares and submits Fiscal Year Budget and “Programming” projections.
  • Formulates and implements operating guidelines, policies, and procedures for internal business matters.

Department Director

  • Directs and approves all departmental purchasing activity, by reviewing Expense Request Form prior to purchases.
  • Prepares and submits Fiscal Year Budget and “Programming” projections.
  • Requests adjustments and/or budget revisions.
  • Reviews monthly budget reconciliations. 

Dean’s Administrative Secretary

  • Assists the Budget Manager in the reviewing of division expenditures.
  • Serves as liaison between the Administrative Support and the Budget Manager (Procedures).
  • Division’s Credit Card (P-Card) Administrator.
  • Processes payments of billing accounts. (Papa Johns, Acme, and P-Card/JPMorgan).
  • Reconciles department operating budget monthly.
  • Records day-to-day operating expenditures using the Excel based shadow system. 
  • Processes payments of daily expenditures as they occur.
    • Requests in FlashCart
    • Prepares all Check Requests
    • Processes departmental IDC’s
    • Requests Requisitions & PO’s through FlashCart

Department’s Administrative Support

  • Reconciles department operating budget monthly.
  • Records day-to-day operating expenditures using the Excel based shadow system.  
  • Processes payments of daily expenditures as they occur.
    • Requests in FlashCart
    • Prepares all Check Requests
    • Processes departmental IDC’s
    • Requests Requisitions & PO’s through FlashCart
Payment Methods

All payments options require and approved Expense Request Form (ERF) before purchase.

Payment Requests

  • Payment Request Form with invoices completed by department administrative support staff
    • Director Approves
    • Business Manager approves*
    • Dean approves*
    • Submit to Accounts Payable
    • Check / Payment issued

*If applicable. Based on amount exceeding $2,500 for directors or other University Policies where a higher approval or exception is required.

Flash Cart (PO/Direct Pay with Invoice)

  • Create a requisition in Flashcart
    • Select Non-catalog order if using a quote before purchase
    • Select Direct Pay if using an invoice after purchase
      • PO created
  • Administrative Support staff submits invoice to Accounts Payable for payment with the following information written on the invoice:
    • PO number
    • “OK to pay”
    • the staff member’s legible signature.
    • Note: Also write close PO on the invoice if the amount is less than the PO amount and is no longer needed for future purchases.
  • Check/Payment issued.

Expense Reimbursements

  • Employee initiates expense reimbursement workflow by providing ERF number and expense proof of payment(s) and original itemized receipt(s)
  • Department administrative support or staff completes the online ER workflow or paper form
    • Submit to director for review with original receipts
    • Director approves reimbursement
    • Business manager approves reimbursement to Account Payable
    • Check or Direct Deposit issued to employee

IDC (Interdepartmental Charges)

  • Employee provides documentation to the department administrative support staff with Expense Request Form (ERF) number
  • Whether initiated internally or externally; charge is initiated for services rendered and billed to proper index and will appear on monthly budget breakdown
    • Internal IDC are Initiated by Department’s Administrative Support staff or the Business Manager using the Banner Quick Journal Voucher.

Purchasing Card (P-Card)

  • Departments are issued p-cards to manage item purchases under $2,500
  • P-cards are managed by the department’s administrative support staff member
    • P-cards can be temporarily signed out to employees for approved departmental purchases
    • Employee to provide original itemized receipt, ERF number and update the p-card journal when returning the p-card
  • Purchases must comply with all University policies

Acme/Hungry Howie’s/Bank of America (BOA) (Credit/Billing Accounts)

  • Credit / Billing accounts are vendor issued credit account with monthly statements
  • Accounts statements are paid monthly by the administrative support staff
    • Reconcile and review statement transactions with receipts
    • Administrative Support staff processes and pays via payment request form or purchase order
      • Director Approves
      • Submit statement and receipts (Except BOA) to Accounts Payable following the applicable payment process used
    • Check/Payment issued
Fiscal Year Budget Projections

Preparing for upcoming Fiscal Year (July 1 – June 30), it is proposed that the Division undergo the following process:

  1. In preparation for the upcoming fiscal year the Directors will create Budget Allocation Projections based on previous FY spending trends and future programming needs.
  2. After receiving the Budget Projections, the Dean and Business Manager will analyze budget allocation/projections to approve or adjust with letter of status given after decision is made.  
  3. All FY Projections are due to Budget Manager by April 1.
This Process will take place annually.
Monthly Reporting

Monthly Meetings will be led by the Budget Manager with the department’s Administrative Support person to do the following:

  1. Develop uniformity as a division.
  2. Review monthly budget reconciliation. (Shadow System)
  3. Update policies and procedures related to the University, Division, and day-to-day operations.
  4. Discuss ways to improve the budgeting process for the Division.
  5. Clarify usage of Banner Index Numbers and Commodity Codes in addition to making sure all other budgeting items are done accurately and succinctly.
A monthly synopsis of US Budget will be given during Director meetings.
Student Functions

Student Functions:

Student Functions are identified as any informal social gatherings (i.e. Ice skating, attending a game, etc. ). If staff or faculty do participate, the event is no longer a pure student function and requires an extra level of approval at the EO level.  Pure student functions should be charged to 77034 and do not require EO approval. Student functions in which only students participate, you can charge to 77034, use a p-card (food/refreshments prohibited), and by-pass Provost Office approval.  Student functions which include one or more faculty or staff should be charged to 71202 or 71203, cannot be paid for using a p-card, and require Provost Office approval.

P-Card Policy 7-02.16

Meetings and Trainings:

Student meetings and trainings are identified as an event where information is being provided for the purpose of development and guidance. 

If a student is not paid to attend the meeting or training, the following guidelines must apply if a meal is provided:
  • Must include agenda
If a student is paid to attend the meeting or training, the following guidelines must apply if a meal is provided:
  • Must be scheduled for 3 or more hours
  • Must include an agenda

 

Check Request Procedures

 

Administrative Support Check Request Processing

  1. Review all Expense Request Forms submitted for processing.  Form must be completed and have appropriate approval.
  2. Complete Excel Electronic Check Request Form.  (Available on Accounts Payable website.)
  3. Secure all proper signatures on Check Request Form
  4. Send Accounts Payable the original Check Request Form, copy of the Invoice and copy receipt(s).
  5. Undergraduate Studies Office keeps copy of Check Request Form, original receipts and original Invoice
  6. Make copies of Check Request Form, Invoice and receipt(s) for all Index Numbers listed on Check Request Form—give to department admin.

Check Request Guidelines

The Accounts Payable Check Request has been revised as of 07/13/10 and is available on the Accounts Payable website. 

The Check Request now includes an area requesting that items not permitted under KSU policies be forwarded to the Foundation for consideration under Section D of the Foundation’s operating policy for Disbursements from Spendable Funds.  Detailed information on this process is also available on the Accounts Payable website. 

The Check Request includes attestation statements as well for the purchaser, approving authority, and executive officer.  Below are general definitions and guidelines to assist with completion of the revised Check Request. 

  • Preparer:  Individual completing the Check Request
  • Purchaser:  Individual responsible for acquisition/receipt of goods or services requiring payment
  • Approving Authority (ALWAYS NEEDED):  Individual with authority to assume responsibility of the departmental budget and expenditures.  Directors have the authority to approve up to $2,500.  Assistant Dean have authority to approve up to $2,500.  The Dean must approve amounts over $2,500.  or more must have Assistant Dean approval. 
  • Executive Officer:  President, Vice President, Provost or their designee.  (Only needed for expenses over $5,000).
  • Preparer’s Name is required on each Check Request.
  • Purchaser and Approving Authority approvals are required on each Check Request.
  • Preparer can be the same individual as either the Purchaser or Approving Authority.
  • Purchaser and Approving Authority cannot be the same individual.  An individual cannot approve their own purchases.
  • Executive Officer approval is not required unless mandated by university policy based on either the type of expenditure incurred or the individual/unit benefiting from the expenditure.

 

Check Request Signature and Payment Guidelines (DOC)

 

 

Position Control

PAF (Personnel Action Forms)

  • Forms are initiated by Department’s Administrative Support staff to update employee job records.
    • approved by Director
    • approved by Business Manager
    • approved by Dean
    • processed by Human Resources staff.
       

Communication Policies and Guidelines

Communication, Media, and Marketing Policy

Introduction

This Communication, Media, and Marketing Policy (“Policy” hereafter) sets forth how University College may communicate with parties external to University College, particularly media, vendors, government officials, government entities, and those who may use any of the University College brand, graphic elements, etc. The Policy applies to all University College professional staff, graduate assistants, and student workers.

Occasionally, staff may be contacted by various sources or the media requesting information about the College, its programs, its department, staff, directors, Deans, or operations. To ensure the information provided is accurate and complete, all inquiries regarding University College, its Departments, programs, staff, etc. must first be referred to the Dean’s Office Communication & Marketing person (currently the Director for Strategic Initiatives).  All requests for interviews will require the requesting party to furnish their questions ahead of an interview being granted. Upon receiving the questions, a minimum of 48 hours should be allowed for review and consultation with the individual to be interviewed.

General Guidelines for all communications outside of University College

All communications outside of University College must be vetted through an approval process starting with the Dean’s Office Communication & Marketing representative (currently the Director for Strategic Initiatives) before responding, purchasing, printing, or distributing.

The methods that must be reviewed include but not limited to:

  • Requests for interviews, news releases, and media inquiries.
  • Printed materials such as promotional items, t-shirts, newsletters, articles, and brochures.
  • Electronic materials such as email, postings to web sites or social media sites.

Any University College staff member who has a concern should notify the Director of Strategic Initiatives for resolution of the issue. Lastly, please allow a minimum of 48 hours for a response.

Engaging government officials or entities

University policy 3342-5-03 Regarding Engagement with Government Officials and Entities (Revised and effective May 1, 2016) details specific information establishing the approval process for interactions with such individuals and entities.

The official policy can be found at www.kent.edu/policyreg/chapter-5-general-administration. As it pertains to University College, you should contact the Dean’s Office Communication & Marketing representative with any questions about your engagement with government officials or entities.

Crisis events

In the event of a crisis, no University College staff member should engage any member of the media. During a crisis event, staff should defer to the Dean’s Office Communication & Marketing representative or the Kent State University Executive Director of Media Relations.

 

 

Email Signature Template

Download Email Signature Template (DOCX)

Constant Contact Guidelines

Download Guidelines for Using Constant Contact (PDF)

Departmental Web Guidelines

Download Guidelines for Drupal Web Edits (PDF)

UC Media Standard Promotion - Marketing Cost Estimate

In an effort to create efficiencies for the Media Services and each department, we have developed the UC Standard Printing Cost Estimate table. The table provides standard item pricing by quantity and the vendor source. The estimates be sufficient to establish the ERF and cost of the overall project.

View the UC Media Standard Promotion - Marketing Cost Estimate PDF here.

Hiring Procedures

Before the Search Begins

Responsibilities of Department Director

  • Review current job description from Human Resources (HR) website to determine revisions needed in job title, qualifications, salary, job duties, etc. Visit HR website at http://apps.kent.edu/JobDescriptions/ to search job descriptions.

    • If the job description requires revisions select Log in in the top right corner. Revise the job description and save it as a draft. It may be submitted to Compensation for review and approval AFTER approval has been obtained from the Asst Dean and/or Dean.

  • Review position funding sources with Dean/Assistant Dean or Grants Accounting if applicable

  • Determine salary and/or salary range for position

  • Complete UC Hiring Request Form and meet with Dean/Assistant Dean to review business need, funding source, labor distribution, and obtain Dean’s signature (see attached)

  • If Hiring Request Form is approved by Assistant Dean and/or Dean, forward job description revisions to Hiring Manager

  • Select search committee chair

  • Plan announcement to University College staff that a position will be posted

Responsibilities of Hiring Manager

  • Submit job description revisions to HR Compensation for approval

  • Schedule meeting with search chair to review University College Hiring Process

  • Review Position Request Authorization (PRA) with Director, Asst Dean or Dean to determine salary, closing dates, etc.

  • Submit PRA workflow in Flashline for HR approval

  • After HR approves PRA, review job posting in HR portal and submit back to HR for posting on HR website

Responsibilities of Human Resources (HR)

  • Approve PRA and notify Hiring Manager when position is ready for review

  • Post position on HR website

During Search Process

Responsibilities of Search Committee Chair

  • In collaboration with department director, select search committee and ensure that search committee is diverse

  • Inform search committee on requirement to complete the Human Resources Hiring Certification Program required by HR. The training is obtained via Blackboard, My Courses. (https://learn.kent.edu). Search Committee member will be able to view applicants in PageUp (https://kent.dc4.pageuppeople.com/hiringmanagerdashboard) after they complete the Human Resources Hiring Certification Program

  • Schedule a meeting with search committee to review hiring protocol and guidelines

  • Schedule search committee meetings

  • Provide names of search committee to Hiring Manager

  • Inform Hiring Manager if position closing dates should be revised

Search Committee and Chair Must

  • Notify Hiring Manager after all search committee members have completed the Human Resources Hiring Certification Program

  • Include at least one staff member from the associated department to serve on search committee

  • Create rating sheets, rubrics and other forms needed to rate candidates

  • Provide a tentative hiring process timeline and interview schedule to Hiring Manager (see attached)

  • Include an Open Session as part of interview process for all University College and other applicable KSU community members to attend (if required for position). If a presentation is required for this position, the presentation can be utilized as the open session

  • Include an interview session for staff who will work with prospective candidate

  • Schedule optional meals for top-level leadership positions (deans and directors)

  • Provide tours for all level staff if candidate is external

  • Invite Dean and/or Assistant Dean to interview leadership candidates (director and assistant director)

  • Schedule a committee member to greet and escort candidate to interview

  • Review applications of applicants using a rating sheet and select candidates to be interviewed

    • Provide the rating sheet of all applicants to Hiring Manager

  • Inform committee members and those attending the open sessions of deadlines for submitting all Interview Rating Sheets. Be certain all members know when and where to submit rating sheets

Responsibilities of Hiring Manager

  • Obtain login access to HR website for search committee to review candidates

  • Contact HR to determine diversity of applicant pool prior to scheduling interviews

  • Schedule interviews with candidates (telephone or in-person)

  • Inform candidates of salary or salary range at time of scheduling interviews.

  • Send confirmation emails to candidates regarding interviews and include date, time, location, campus map or directions, parking, contact person, and any information on presentations or what they need to bring

  • Candidates must be informed via email regarding the University College requirements for interview presentations. See email statement below

  • Determine if a tour of the college or campus will be required and schedule the appropriate tour

  • Arrange parking for candidates

  • Reserve interview rooms and audiovisual equipment if applicable

  • Provide Search Committee with candidate interview schedule

  • Provide candidate resume to Open Session attendees (attach to Outlook invite)

  • Inform HR of update status of candidates

  • Inform HR when position closing dates should be revised

Responsibilities of HR

  • Update status of candidates on HR website as requested by Hiring Manager

  • Close or re-open positions as requested by Hiring Manager

  • Conduct testing (when applicable) for classified positions and determine eligible candidates

Preparing to Offer Position

Responsibilities of Search Chair

  • Review any additional information needed for candidates that have foreign status

  • Discuss final candidate selection with appropriate Assistant Dean and/or Dean

  • Select candidate and inform Hiring Manager

  • Provide all detailed rationale for all candidates interviewed (must include strengths and weaknesses) to Hiring Manager

  • Provide regular search committee updates from Dean or Assistant Dean to staff reporting to prospective candidate

  • Review and draft the Salary Offer Worksheet (see attached) with Dean or Assistant Dean

Responsibilities of Hiring Manager

  • Inform HR of candidate selection for classified positions

  • *Complete final draft of Salary Offer Worksheet and forward to HR

  • Inform search chair when Affirmative Action approval is received from HR

Responsibilities of HR

  • Submit final candidate selection to Affirmative Action

  • Check final candidate references, background, degree(s)

    • Reference check not needed if candidate is internal

  • Approve Salary Offer Worksheet (HR/Compensation)

  • Inform Hiring Manager when position can be offered to candidate

  • Contact selected candidate (classified positions only)

Making the Job Offer

Responsibilities of Hiring Manager

  • Inform Search Chair when position has been approved by Affirmative Action

  • Confirm with HR when offer can be made by Search Chair, Asst. Dean or Dean

  • Inform HR when candidates accepts position or does not accept position

  • *If the candidate accepts the verbal offer for an unclassified position, complete the Offer Letter and Employment Agreement and email to HR. HR will obtain all signatures (see below).

Responsibilities of Search Chair

  • Offer position to candidate after Hiring Manager confirms approval from HR

  • Plan candidate announcement with Assistant Dean and/or Dean to inform University College staff

  • Inform Hiring Manager that candidate accepted or did not accept position

Responsibilities of HR

  • Send Provost letter (hiring letter) to candidate

  • Forward signed/accepted employment letters to Hiring Manager

  • Schedule candidate for HR New Employee Training

  • Inform Hiring Manager when classified candidates accept or does not accept position

Responsibilities of Department Director

  • Plan announcement in coordination with Assistant Dean and/or Dean of new candidate to University College staff

  • Notify the Special Assistant in the Dean’s Office of the following (Special Assistant will schedule UC New Employee Orientation and a meeting with the Dean):

    • UC location information of the candidate to update the UC Org Chart

      • Email

      • Phone

      • Room number

      • Birthdate (month and date)

Closing the Search Process

Responsibilities of Search Chair

  • Forward Interview Rating Sheets and Rubrics to Hiring Manager

  • Make personal contact with any University College candidates that were unsuccessful

Responsibilities of Hiring Manager

  • Copies and/or electronic copies of Hiring Request Form, Salary Offer Worksheet, Employment Agreement/approval letter, rubrics and all search information must be forwarded to the Special Assistant in the Dean’s Office for the HR files.

    • Maintain Search Committee Interview/Rating Sheet for three years for all candidates that are part of the initial screening process and the interview process.

  • Review New Employee Needs Sheet (see attached) and work with Department Director to make arrangement for those needs to be met (e.g. Complete Key Request Form and forward to Dean’s Office, provide Technology Department with information on new staff start dates, technology needs, etc.

Responsibilities of HR

  • Send regret letters to candidates not selected

  • Update HR website

Responsibilities of Department Director

  • Plan and schedule departmental orientation in conjunction with college orientation

  • Orientation must provide information on:

    • Departmental goals/visions

    • Department Programs/Calendar/Initiatives

    • Department Practices and Expectations

    • Department Key Partnerships

    • Evaluations

    • Vacation and sick approvals

Document Samples and Required Forms

The following section contains sample forms and required forms related to the hiring process. The required forms listed below are just samples. The actual forms are located on the shared drive: Finance\UC Procedure Library\Hiring Process. Access to the aforementioned folder is restricted directors and assigned administrative support staff. (The text of all of these documents are included below.)

Document Samples: 

Required Forms:

Sample Email Confirmation for Interviews

This is to confirm your interview Academic Program Director. As I mentioned in our telephone conversation, the salary for this position is $00,000. Your itinerary is listed below. Your session will begin with a tour of the Center for Undergraduate Excellence, 975 University Esplanade, Kent, OH 44242. You may park in the Kent Student Center Visitor Parking lot adjacent to the Kent Student Center, 1075 Risman Drive. We will provide a parking token to exit the parking lot. To view a campus map, you may log on to www.kent.edu/maps.

Presentation Format: Introduce yourself and then present on the following topic:

Assessment for many is an unfamiliar process and for some an intimidating concept. Please share what strategies you would employ as the Strategic Initiatives and Assessment Director to foster a culture of assessment, increasing knowledge, reducing anxiety and facilitating the integration of assessment practices into our work.

You will have 15 minutes to present and then take questions from the audience on your presentation or other general questions. We will leave the last 5 minutes of the session for you to ask questions of the participants.

Candidate Name: 

Interview Date: 

Time

Activity

Location

10:30 – 10:50 am

Tour of Center for Undergraduate Excellence

975 University Esplanade, Kent, OH 44242

11:00 – 11:45 am

Meet with Director Committee and Assistant Deans

Kent Student Center 316

11:50 – 12:20 pm

Presentation 

Kent Student Center 316

12:30 – 1:30pm

Lunch

Kent Student Center Schwebel Room – 3rd floor

1:40 – 2:40 pm

Search Committee

Kent Student Center 316

2:45 – 3:00 pm

Meet with Dean

Kent Student Center 316

Required email for all presentations

University College provides equipment for PowerPoint or Prezi presentations only. Presentation materials need to be submitted at least 1 day prior to the actual presentation so that we can load the material on our equipment and test it. If you choose to use a Prezi, please download the zip file to send to us. We recommend that you not rely on internet access for any part of your presentation as wireless connectivity in some areas on campus may be subject to periods of high student connectivity causing possible intermittent connections. To ensure a smooth presentation, it is vital that ALL presenters adhere to these guidelines. Please email your presentation material to me at __________________ at least 1 day prior your presentation. Please contact me if there are any questions concerning technology or any assistance you may need.

Sample Interview Schedule

Director/Associate Director/Assistant Director

Time Line

Activity

30-60 minutes

Optional Campus Tour (weather permitting)

45-60  minutes

Search Committee Interview

30 minutes

University College Staff Interview

30 minutes

Meeting with Dean/Assistant Dean

20 minutes

Meeting with Director/Assistant Director

30 minutes

Presentation and Questions*

One hour

Meal (based on time of day)

 

Program Coordinator/Specialist/Advisor

Time Line

Activity

45 minutes

Search Committee Interview

30 minutes

Presentation and Questions*

15 – 30 minutes

Meeting with Director

20 minutes

Tour of Facility

 Administrative Secretary

Time Line

Activity

40 Minutes

Search Committee Interview

20 – 30 Minutes

Meeting with Director

20 Minutes

Tour of Facility

Note:  Interview schedule must be submitted to Hiring Manager to allow enough time to schedule with Dean or Assistant Dean.

*Candidate must have 5 - 7 business day notice when a presentation is required.

New Employee Checklist

  • New Employee Orientation with HR
  • New Staff Orientation – University College
  • Meeting with Dean Pringle
  • Tour of CUE and/or Schwartz Center
  • Building and office key request form
  • Desk/office space/supplies
  • Computer and printer
  • Telephone and voicemail set up
  • Share drive access
  • Copier access code and fax set up
  • Outlook Access
  • Parking Permit – Provide temporary permit, if needed
  • Banner Access - Teaching Course
  • Vista Access – Teaching FYE Course
  • Training Schedule- Include tour of office
  • Business Cards
  • Nameplate
  • Nametag
  • W​elcome Event – provided by department
  • Campus Map, Staff Listing
  • UC Listserv (if applicable)
  • Division Meeting Invites

Sample Unclassified Staff Employment Agreement

The following are components of a Kent State University Unclassified Staff Employee Agreement

  • Name:
  • Position #:
  • Position Title:
  • Kent State ID (if current employee/student):
  • Department
  • College
  • Campus
  • Work Location (bldg. & phone)
  • Salary/Hourly Rate (check one below and fill in rate)
    • Unclassified FT Annual Salary: $_______
    • Unclassified PT Annual Salary: $_______
    • Unclassified FT Hourly Rate: $_______
    • Unclassified PT Hourly Rate: $_______
    • Unclassified-Intermittent PT Hourly Rate: $_______
    • KSU CPM Unclassified FT Annual Salary: $_______
    • KSU CPM Unclassified PT Annual Salary: $_______
    • KSU CPM Unclassified FT Hourly Rate: $_______
    • KSU CPM Unclassified PT Hourly Rate: $_______
    • (Note: Those paid an annual salary will be paid semi-monthly. Those paid an hourly rate will be paid bi-weekly.)
  • Duration of appointment (check one below)
    • 9-Month
    • 10-Month
    • 12-Month
    • Other
  • Rehired Retiree (check one below)
    • Yes
    • No
  • Type of Appointment (check one below)
    • Continuing Full Time
    • Term Full Time
    • Continuing Part Time
    • Term Part Time
  • Position Effective Date:
  • Assignment Dates (if applicable)
    • From: 
    • To:
  • Pay Grade:
  • FTE (PT only):
  • Faculty Rank (check one below)
    • Tenured
    • Tenure-Track
    • Non-Tenure Track

Terms and Conditions of Employment

  1. Conditions of this employment are contained in and controlled by any and all University and Administrative Policies and Procedures, as published in the University Policy Register (https://www.kent.edu/policyreg) and elsewhere, and as may be added to or amended during the period of employment consistent with the University's Constitution and Bylaws, and/or as specifically agreed upon and set forth below. As an employee, you are expected to comply with all federal and state laws and all University policies.
  2. This offer is contingent upon a satisfactory reference check, background check & degree verification (if applicable).
  3. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document (Form I-9) upon hire; instructions are available at http://www.uscis.gov/files/form/i-9.pdf. Accordingly, this offer is contingent upon verification of identity and eligibility to be employed in the United States.
  4. An appointment may be terminated by the University or by the appointee pursuant to Policy Number [3342-6-05], "University Policy Regarding Employment of Unclassified Administrative Officers and Staff Personnel," published in the University Policy Register.
  5. Unclassified salaried employees are paid on a semi-monthly basis and unclassified hourly employees are paid on a bi-weekly basis. In the event this is a term appointment and service is terminated before the end of the term, payment shall be prorated for the time of actual service and no allowance shall be made for the incomplete term of employment.
  6. Annual salary will be paid in equal installments across eligible pays. It may be prorated based upon your assignment date(s).
  7. Employees may access information about the university’s total compensation program by visiting the university website at http://www.kent.edu/hr or you may contact the Benefits unit at (330) 672-3107 or benefits@kent.edu. Upon the commencement of employment, access will be granted to the new hire information page on the Flashline site, where you can select Benefits options. Benefit elections must be made within 31 days of the commencement of employment.
  8. New hires who do not have a social security number must consult with human resources. A temporary identification number will be issued to access the university’s portal for Employee Self-Service.
  9. This appointment, including the payment of salary, is subject to the continuing availability of funds and confirmation by the Board of Trustees.
  10. Any future salary increases will be based upon the availability of funding and a review of your performance.
  11. If you presently hold academic rank and/or tenure at this University, nothing in this employment contract shall abrogate the rights and responsibilities vested in your academic status.
  12. Your salary will consist of a cash salary and a deferred salary. These amounts will be determined based on your eligibility for the Ohio Public Employees Retirement System (OPERS)/State Teachers Retirement System (STRS) or Alternative Retirement Plan (ARP) and applicable law. As earned, the appropriate deferred salary amount will be contributed by the university for deposit into your account. The university offers several ARP Plans. These plans are provided by private companies and can be elected in place of the OPERS or STRS. You will receive information from the Human Resources Benefits unit regarding all available retirement plans and will have 120 days from the date of hire to select your retirement plan. Questions regarding the retirement plans may be directed to the Human Resources Benefits unit at (330) 672-3107 or benefits@kent.edu.
  13. The State of Ohio requires that the University provide you with a copy of Chapter 102 and Section [2921.42] of the Ohio Revised Code regarding ethics laws for public employees. By signing the Employment Agreement, you are acknowledging that you have received the enclosed copies of the aforementioned Ohio Ethics Laws.
  14. Kent State University requires that as a condition of employment, all new employees enroll for direct deposit. The method of enrolling for direct deposit is online through the university’s portal for Employee Self Service. After receipt of your Kent State University “FLASHline ID” and login instructions from Human Resources, log onto FLASHline at http://flashline.kent.edu.
  15. All new employees will receive a copy of their official job description, which can also be accessed via www.kent.edu/hr.
  16. Part-time intermittent employees: As a condition of this agreement, you agree that there may be periods of time when no hours of work will be assigned. Attempts will be made to notify you as early as possible if you will not be scheduled for work.

Sick and Vacation Leave Accruals for FT and PT unclassified employees,

including unclassified Postdoctoral employees. Vacation accruals may be greater based on State of Ohio years of service.

  • Full-time twelve-month unclassified salaried employees earn 5 hours of sick leave and 6.67 hours of vacation per semi-monthly pay.
  • Full-time nine- or ten-month unclassified salaried employees earn 5 hours of sick leave per semi-monthly pay but do not accrue any vacation hours.
  • Full-time twelve-month unclassified hourly employees earn 4.64 sick leave hours and 6.16 vacation leave hours per 80-hour biweekly pay period.
  • Full-time nine- or ten-month unclassified hourly employees earn 4.64 sick leave hours per 80-hour biweekly pay period but do not accrue vacation hours.
  • Part-time TERM unclassified hourly employees accrue sick leave hours at the rate of .058 per each hour worked in a biweekly pay period but do not accrue vacation hours.
  • Part-time CONTINUING unclassified hourly employees accrue sick leave hours at the rate of .058 per each hour worked and vacation at .077 per each hour worked in a biweekly pay period.
  • KSU CPM unclassified full-time salaried employees earn 5 hours of sick leave per and 6.67 hours of vacation per semi-monthly pay.
  • KSU CPM unclassified full-time hourly employees earn 4.64 sick leave hours and 6.16 vacation leave hours per 80-hour biweekly pay period. KSU CPM unclassified part-time salaried employees accrue sick and vacation based on (FTE) full-time equivalency (Example: 5 hours X 50% FTE = 2.5 hours accrued per semi-monthly pay).
  • KSU CPM unclassified part-time hourly employees accrue sick leave hours at the rate of .058 per each hour worked and vacation at .077 per each hour worked in a biweekly pay period.
  • A full-time Postdoctoral employee earns 2.5 hours of sick leave and 3.33 hours of vacation per semi- monthly pay. The maximum vacation accrual is 80 hours. All vacation earned must be used prior to the end of the assignment. All unused vacation will be forfeited at the time of separation.
  • An employee whose salary is paid from grant funds is not eligible for pay out of unused vacation upon separation from the university. All vacation earned while funded on grants must be used prior to the end of the assignment or vacation will be forfeited at the time of separation.
  • Rehired Retirees – An employee who is hired after retiring from Kent State University employment shall accrue vacation leave at the rate according to the service accrued up to the date of retirement. All unused vacation will be forfeited at the time of separation.
    • See policy 6-11.7 (4) for more information about vacation accruals as a rehired retiree.
    • See policy 6-11.1 (F)(2) for more information about sick accruals as a rehired retiree.

Other Conditions of Employment

(Examples: Relocation Reimbursements; Non-traditional Work Schedule; Additional Duties/Responsibilities; etc.)

This Agreement shall constitute the entire agreement between the parties and fully supersedes any and all prior agreements or understandings, written or oral, between the parties pertaining to the matters set forth herein. This Agreement shall not be amended, modified, or changed unless agreed such amendment is:

(i) In writing

(ii) Refers to this agreement

(iii) Executed by an authorized representative of each party

The duties and responsibilities of this position are described in the job description that will accompany your offer letter and employment agreement. Please be advised that the President may assign additional duties from time to time. This offer is subject to and contingent upon the final confirmation by the Kent State University Board of Trustees.

Signatures

  • Signature of President + Date
  • Signature of Appointing Authority (Provost or Executive Officer) + Date
  • Signature of Appointee + Date

Office Policies

University Closure Policy

Dear Members of the Kent State Community: 

One of our responsibilities is recommending cancellations and closures due to severe weather.

While the safety of our people is our priority, in general the university does not close or cancel classes because of cold weather, winter ice and/or snow. However, there are those rare occasions when weather conditions may delay or cancel classes, or close the Kent Campus. (Note: Kent State University's Regional Campuses will follow the general guidelines below, but each campus makes its own decisions based on weather conditions near their campuses.) 

When snow and/or ice threatens, or extreme cold prevails, we expect to announce our actions by 5:30 a.m. for morning and all-day cancellations, 10 a.m. for afternoon classes and 3 p.m. for evening classes. In general, our decision will be guided by the condition of major roadways leading to campus, by the condition of campus roadways and sidewalks, and by our ability to shovel our parking lots. For extreme cold, we will delay or cancel when the wind chill reaches (or is predicted to reach) -20 degrees Fahrenheit for an extended period.

Special note on delayed openings:  For consistency, delayed openings on Mondays through Fridays will usually be at 10 a.m. We are aware that many classes begin at 9:55 a.m. on Mondays, Wednesdays, and Fridays. Opening at 9:55 a.m. would mean that faculty, staff, and commuter students would begin to arrive at 9:30 a.m., which would not provide sufficient time for our snow removal crews to clear parking lots and sidewalks. The standard start times on Tuesdays and Thursdays are 9:40 and 11 a.m. 

There are three ways to learn about delays, class cancellations or campus closings:

  • Flash ALERTS message and FlashLine email. You can subscribe to Flash ALERTS at www.kent.edu/flashalerts.
  • Kent State website. www.kent.edu (a red bar containing an announcement will appear on the top of the home page if there is a cancellation or closing)
  • Television and radio broadcasts.

 Below are additional points to keep in mind:

  • When classes are cancelled, university services remain open. This means that staff members are expected to report to work as usual.
  • Employees and commuting students should always employ sound personal judgments regarding the safety of their travel when deciding whether or not to report to work or classes. Students must arrange to make up missed work promptly; university leave policy governs the reporting and recording of work absences.
  • Students in special classes, such as clinical rotations, should consult with their dean on the appropriate procedures for an early morning delay or cancellation.
  • A closing order from the Governor's Office applies to state office buildings and other state employees in the field. Colleges and universities do not fall into this category.

Please be safe as you travel this winter, and go Flashes!

Sincerely,

Todd A. Diacon

Senior Vice President for Academic Affairs and Provost

Mark M. Polatajko

Senior Vice President for Finance and Administration 

Rules for the Kitchen
  1. Refrigerators

Use the markers and labels to label and date your food items

Check periodically for your leftovers and throw them away

Items not labeled may be thrown out during periodic clean ups

 

  1. Microwaves

One microwave must remain on the counter top for easy access

Cover your food to avoid spills

Clean the microwave of all spills every time you use it

Do not leave your food unattended inside the microwave

 

  1. Sink and Counter

Wash, dry and take your dishes with you after use

Do not leave dishes soaking in the sink

Use the disinfectant wipes to clean the counter

 

  1. Coffee Maker

Monitor the coffee maker to avoid any spills onto the counter and floor

Clean the coffee maker fill cup after you use it

 

  1. Tables and Chairs

Use disinfectant wipes to clean the table (and chair) after your meal

 

  1. Supplies/Repairs

Report any supply needs or repairs via the CUE Work Request

 

  1. In general, please keep this space clean

This is a shared space.  We know you are busy, but you must take time to be considerate of others. 

Scheduling Rooms at the CUE

Scheduling Rooms at CUE - Staff Instructions (DOCX)

Dress Code

Maintaining a professional appearance is important to the success of University College.  As employees of a unit that interacts with all members of the Kent State community and beyond, we are all responsible for our collective reputation.

University College professional staff members are expected to wear business attire. Graduate and undergraduate student staff is welcome to wear appropriate casual attire.  Regardless of the role, UC staff members should avoid wearing leggings as pants; strapless or halter tops; rubber flip flop shoes; or spaghetti straps.   Staff is permitted to wear jeans on Fridays.

On Fridays, all UC staff members are encouraged to show their KSU and UC pride.  To demonstrate our KSU and UC pride, professional and graduate staff should only wear Kent State or departmental affiliation shirts and sweatshirts.   Undergraduate students are allowed to wear Kent State, other departmental affiliation, and fraternity or sorority shirts and sweatshirts.

If you have questions or concerns about the interpretation of this dress code, please consult your direct supervisor.  Graduate staff must check with their supervisor for information on appropriate attire for their role within their department.

Review the examples of do’s and don’ts attire for University College in the Forms section.

Employee Workspace Windows and Doors

University cubical windows, office windows or doors may advertise/support only UC and KSU events, programs or initiatives. The materials must be one dimensional and be easily removable from the surface. Finally, the collective materials must not obstruct the primary view into the space or exceed 25% of each window or door. Employees must not display materials in common areas without approval from the dean. All materials must comply with University Policies.

Empower Timekeeping Quickguide

 

Employee Access to Empower Timekeeping via Web Browser
1. On a KSU campus computer, open a web browser
(such as Internet Explorer, Firefox, or Chrome)
2. Type the URL: http://timekeeping.kent.edu
3. Enter your KSU FlashLine ID and Password
4. (A) Click the Punch button to enter a punch
(B) Click the Login button for other options


Employee Access to Empower Timekeeping Through FlashLine
1. Sign in to FlashLine
2. Select the My HR tab
3. In the Empower Timekeeping window select Employee Self Service


Supervisor Access to Empower timekeeping via Web Browser
1. On a KSU campus computer, or via VPN, open a web browser
(such as Internet Explorer)
2. Type the URL: https://ksuwfm.kent.edu/login.aspx
3. Enter your KSU FlashLine ID and Password
4. Click the Login button


Supervisor Access to Empower Timekeeping via FlashLine
1. Sign in to FlashLine
2. Select the My Action Items tab
3. In the Empower Timekeeping window select Time Approval & Scheduling (Supervisor)


Access an Individual Employee Timecard
1. Open the Modules Menu
2. Select the Timecard module
3. From the Employee drop-down, select the name
4. Use the Filter Icon to select the desired pay period


Access All Employee Timecards
1. Open the Modules Menu
2. Select the Crew Sheet module
3. From the View drop-down, select Timecards
4. Click the employee name to view each timecard
5. Click the Crew Sheet button to return to the employee list


Add a New Punch
1. Open the employee timecard
2. Click the cell for the day that requires the punch
3. Type the time for the punch (8a, 6p, 8am, 8:30A, etc.)
4. Click the Save icon
5. Once the punch is saved, click the corresponding Comment
cell to add a note If desired


Edit a Clock Punch
1. Open the employee timecard
2. Click the cell that contains the punch to be edited
3. Type the correct time to edit, or press the Spacebar or Delete
key to remove the punch
4. Click the Save icon


Transfer Hours to a Different Assignment
1. Open the employee timecard
2. Click the cell in the Pos column corresponding to the punch
3. From the Drop-Down select the appropriate position
4. Click the Save icon


Transfer Hours to a Different Location
1. Open the employee timecard
2. Click the cell in the Site column corresponding to the punch
3. From the Drop-Down select the appropriate location
4. Click the Save icon


Enter Leave time and Other Amounts
1. Open the employee timecard
2. Click the cell in the Special code column for the selected day
3. From the Drop-Down select the type of leave
4. Click the corresponding cell in the Time column
5. Enter the number of leave hours
6. Click the Save icon


Add a Comment (*Punches must be saved to add a comment)
1. Open an employee timecard
2. Click in the cell in the Comment column for the
corresponding day with a saved punch
3. Type the note
4. Click the Save icon


Delete a Comment
1. Open an employee timecard
2. Click cell of the Comment to be deleted
3. Press the Spacebar, or Delete to remove the note
4. Click the Save icon


Cancel a Meal Deduction (*Must be entered in “ Detail ” view)
1. Open an employee timecard
2. From the View drop-down select Detail
3. In the Cncl Meal column, click on one Checkbox for the
corresponding day
4. Click the Save icon


Add a Meal Deduction For An Additional Break During The Day
1. Open an employee timecard
2. From the View drop-down select Summary
3. Click the cell in the M/B OUT column for the appropriate day
4. Enter the punch-out time
5. Press the Tab key to navigate to, or click in the cell in the M/B IN column for the corresponding punch
6. Type the punch-in time
7. Click the Save icon


Approve a Timecard
1. Open an employee timecard
2. Verify that all exceptions have been resolved
3. Ensure the accuracy of the total hours
4. Click in the Supervisor checkbox to approve

Purchasing Procedures

University Bookstore
  • Complete the Expense Request Form (ERF) and obtain departmental approval prior to purchase
  • Be sure to provide your department index and account information on ERF
  • If purchasing items for students, check the Gift Guidelines on the ERF
  • Charge your items to your department P-card or Dean’s Office Index 101141
  • Sign the Bookstore receipt with your name and obtain your copy
  • Tape receipt to 8 ½  X 11 sheet of plain paper and staple to ERF
  • Charges to Dean's Office index--Submit ERF and bookstore receipt to Dean’s Office within 3 business days of purchase
Banquet Sales
  • Complete Expense Request Form (ERF) and obtain departmental approval prior to ordering
  • Be sure to provide your index and account information on ERF.  If you are sharing the cost with another office, provide the other department index and account information on the ERF
  • Provide detailed information such as name, date and purpose of the event
  • Contact Scheduling  ext. 23202 to reserve your location/room
  • If ordering food for your event, contact Banquet Sales ext. 23305 to place your order
  • Ask Banquet Sales when the final food count is due.  Keep in mind that you cannot reduce your order after the final count date.
  • Forward the Scheduling and Banquet Sales reservation/confirmation to the administrative support staff in your area.  Keep a copy for your records.  Confirmation must be submitted to your administrative support prior to your event.  This will provide an estimate of cost that will be charged to budget accounts. 
  • Inform administrative support if you make any changes to your original Banquet Sales food order
Schwebel Room

The Schwebel Room will now be utilized as a private event space available to be rented out. Please visit University Events & Conference Services page for more information on booking a space for your upcoming event. 

Acme/RSVP Stores
  • Each department has their own ACME corporate account for store purchases.
  • Only authorized employees can make purchase to a department ACME account.
  • ACME card authorized users are maintained by a department administrative support staff member.
  • Departmental approval must be obtained through an Expenditure Request Form (ERF) prior to purchase.
    • (Note, some department require an administrative support staff member to enter the request, so paper copies should be provided to them.)
  • To request approval, submit an ERF through the Online ERF System in the UC Staff Portal.
    • Complete the required information on the form
    • Be sure to provide index number, account number.
    • Scan and attach a pdf document to provide the names of all attendees (if required)
    • Scan and attach a copy of the estimate or quote for purchase.
  • Please provide a separate ERF for each event. Provide detailed information such as name, date and purpose of event
  • Employees can purchase any items sold in the ACME/RSVP stores using the ACME Card that complies with the University purchasing policies.
  • Before checkout begins, inform the store clerk that the purchase is on an ACME corporate account.
  • Provide your identification and ACME card to the store clerk.
  • Sign the receipt at the completion of the purchase.
  • Return the register receipt (with ERF number written on it) and ACME card to the department administrative support member within three (3) days after the purchase.
  • Once the ACME monthly statement is received, the administrative support member should create a Purchase Order in Flashcart or a Payment Request Form for payment processing of all invoices listed on the statement.
Hungry Howie’s
  • Each department has a Hungry Howie's Corporate Account
  • Obtain approval from UNIVERSITY DINING SERVICES on their Food Refreshment Waiver Request Form (PDF)
  • Provide a copy of the approved waiver form to the Business Manager 
  • Complete Expense Request Form (ERF) and obtain departmental approval prior to order
  • Be sure to provide index and account information on ERF
  • Provide a separate ERF for each event. Provide detailed information such as name, date and purpose to event
  • Attach a separate sheet to provide the names of all attendees (if required)
  • Add any gratuities to the original receipt
  • Tape receipt to 8 ½  X 11 sheet of plain paper and staple to ERF
  • Submit ERF and receipt to administrative support in your department within 3 business days of purchase
Fed Ex Office
  • Complete the Expense Request Form (ERF) and obtain departmental approval prior to purchase
  • Be sure to provide index and account information on ERF
  • Call or email Fed Ex for an estimate before printing or copying (330) 678-9047 option #9
  • Fed Ex will deliver on campus for free
  • Once your order is complete and delivered, contact Dean’s Office with invoice information needed to pay via credit card
  • Payment will be made by Dean’s office
  • A copy of the final receipt from Fed Ex will be emailed to your administrative support
Reimbursement for Cash Purchases
  • Complete the Expense Request Form (ERF) and obtain departmental approval prior to purchase
  • Be sure to provide index and account information on ERF
  • Provide the tax exempt number for all merchants before purchasing
  • Tape receipt to 8 ½  X 11 sheet of plain paper and staple to ERF
  • Submit ERF and receipt to your administrative support within  3 business days of purchase
  • Access FlashLine Expense Reimbursement Workflow to process your reimbursement
Reimbursement for Travel Expenses
  • Be sure your signed ERF was submitted and approved prior to your departure
  • Complete the Travel Reimbursement Form (attached)
  • Attach all receipts to form and forward to your administrative support for processing
  • Travel Reimbursement Form (on the portal) must be completed for all travel reimbursements.

Expense Reimbursement Request (.XLSX)

Purchasing Card (P-Card)
  • Administrative employees can request temporary use of departmental p-cards to purchase approved items.
  • Obtain approval to purchase an item on an Expense Request Form (ERF) or online ERF system.
  • Request the p-card from the department’s administrative support staff member who manages the account.
    • Provide the approved ERF number with the request.
    • Note: on average, the card should be returned the same day.
  • Purchase the item from an approved vendor.
    • Purchases must comply University policies. 
      • Contact the administrative support staff or business manager if there is concern that an item can be purchased on a card.
  • After purchasing the item, complete the following steps with the administrative support staff:
    • Submit the original itemized receipt.
      • Write the ERF number on the receipt.
    • Return the p-card.
    • Enter the purchase information on the p-card journal.
       

Social Media Policy

Before You Dive In
  • Evaluate your goals, taking into account your audience and messaging, and consider whether these media will help you achieve those goals.  Don't jump into social media for the sake of doing so - have a plan.  Consider conducting research with your target audience to see if they will use your social media tools.
  • Benchmark similar department social media efforts for tips and tricks about making your presence valuable to end-users.
  • Review your workload or the workload of your employees to determine whether your department has the resources to support social media activity.  If someone cannot be dedicated to this work for at least an hour each day, reconsider the effort.  Instead, look to other institutional social media efforts and see if you can take advantage of those outlets on a more sporadic, as needed basis.  Remember, new content is critical to building and maintaining credibility in social media communities.
  • Student Assisting: Students may assist with content development (make a repository with an Excel file, Word doc or Google doc and/or making an archive of photos, etc.) Students should NOT have direct access to a department social media account login credentials nor should they be posting directly in the department social media account. 
Nine Required Elements for Your Social Media Account

Handle or URL

  • Do not create a duplicate listing.  Search the platform in which you are interested and evaluate those results.  This should help guide you to choose an appropriate naming convention.  The name should be clearly linked to your particular department or unit rather than to the institution as a whole.

CATEGORY

  • Choose higher education, college/university or institution, based on those offered by the respective platform.

DISCLAIMER

  • Feel free to post on the wall or in this space.  Note: The views and opinions posted by visitors to this do not reflect the views or opinions of Kent State University.  Comments posted to social media accounts may be monitored and we reserve the right to review comments that are deemed to be profanity or spam, or are found to be in violation of a law or court order.  Trolling or threats toward others may result in being removed or blocked from participating in this social media space.

GRAPHICS

  • Adhere to Kent State's Guide to Visual Standards.
  • The profile image should be clearly linked to your particular department rather than the institution as a whole.  Consider use of an image used in your marketing materials.
  • If you need assistance or ideas, contact the Design team via a TMD Service Request.

Biographical or Extended information

  • Make it clear in the appropriate location, based on the platform, that the respective social media account is the "official [your department]" social media account.
  • In addition to information about your department, include a link to the institutional website and the social media directory.  Text could read: For more information about Kent State University, visit www.kent.edu; for a full listing of Kent State's social media accounts, visit http://social.kent.edu.

Identify Administrators

  • Include at least one employee within your department.
  • The appropriate University Communications and Marketing account should be an administrator.  See subsequent sections of this documentation for correct account information, based on platform.

DEVELOP CONTENT PLAN

  • Include frequency of posts.
  • Outline type of content to be posted.

Determine Key Performance Indicators

  • Consider whether to monitor followers, fans, visits to your social media space, tone of posts, response of and interactivity among members of your community.

Contact Technology, Media, and Design To:

  • Request account review and assistance with strategy and planning.
    • Contact Technology, Media, and Design for inclusion in any respective UC webpage.  When doing so, E-mail your social media venue(s), respective URL(s), and handle(s).
  • Provide the name and title of the identified staff member responsible for social media account administrator from your department.
Guidelines for All - University College Social Media Activity and Related Content
  • REFER to and become acquainted with Social Media Policy.
  • PROTECT confidential and proprietary information.
    • Do not post confidential or proprietary information about Kent State, students, employees, or alumni.
    • Employees must still follow the applicable federal requirements such as FERPA, HIPAA, and NCAA regulations.
    • Adhere to all applicable university privacy and confidentiality policies.
  • Do not use Kent State LOGOS for ENDORSEMENTS
    • Do not use Kent State's NAME to promote a product, cause, political party or candidate.
  • Do not post PERSONAL STATEMENTS or opinions via your institutional or departmental social media account.
Guidelines for UC Social Media Activity and Related Content

This section applies to those posting on behalf of an official university unit, though the guidelines may be helpful to anyone posting on social media in any capacity.

  • BE RESPONSIVE to posts by followers and fans.  Due to the immediacy of social media, reasonable response times should be:
    • Within four hours during the work day;
    • 24 hours during the traditional work week;
    • 48 hours over the weekend.
  • BE CAUTIOUS when responding to negative posts.  If you are unsure about the appropriate response, ask your supervisor or E-mail Technology, Media, and Design. Remember, social media spaces are public forums, which support freedom of speech.  Our disclaimer references that items deemed threatening or defamatory may be monitored or removed.  Note: It would be up to the judicial system to declare a statement defamatory.  Avoid such interpretation on your own.  If necessary, approach University Communications and Marketing for counsel.
  • THINK TWICE before posting.  Privacy does not exist in the world of social media.  Consider what could happen if a post becomes widely known and how that may reflect both on the originating social media participant and the university.  Search engines can turn up posts years after they are created, and comments can be forwarded or copied.  If you wouldn't say it at a conference, to a colleague or to a member of the media, consider whether you should post it online.  Be mindful of the various stakeholders served by the university's social media.
  • BE ACCURATE: Get the facts straight before posting them on social media.  Review content for grammatical and spelling errors.  If you make a mistake, correct it as soon as possible.
  • BE RESPECTFUL: Understand that content contributed to a social media site could encourage comments or discussion of opposing ideas.  Responses should be considered carefully in light of how they would reflect on the poster and/or the university and its institutional voice.
  • BE POSITIVE.
  • MONITOR YOUR KEY PERFORMANCE INDICATORS on a monthly basis to help measure your plan's effectiveness.
  • ALWAYS INCLUDE the hashtag #UC when posting.
Consequences of Noncompliance with Policy and Guide
  • Employees who share confidential or inappropriate information do so at the RISK of disciplinary action or termination.
  • Inappropriate activity could diminish the university's credibility and its relationship with key STAKEHOLDERS.
Cross Training
  • Individuals who serve as a department's social media ADMINISTRATOR should CROSS-TRAIN a colleague to provide coverage during vacations or sick time or approach UCM to provide COVERAGE for vacations of less than six working days.
  • Individuals who leave a university position where they SERVE as a department's social media administrator, must find and TRAIN a colleague to assume this role.
  • Notify Technology, Media, and Design that this transition has occurred and include the name, title, and E-mail address of the individual to whom this RESPONSIBILITY has been transferred.  If a replacement individual cannot be identified, notify UCM about the need to serve as an intermediary administrator until a replacement can be identified.  If no replacement is found within a responsible amount of time, the social media space will be deleted or flagged publicly as "no longer active."
Shortcuts to Spaces and Places

As you delve into the social media arena, take advantage of this listing of popular social media platforms and quick links to relevant information.  Remember to CONSIDER YOUR AUDIENCE, messaging and ability to maintain content in these social media venues before you get started.

  • Facebook
  • Twitter
  • YouTube (adding to the Undergraduate Studies channel)
  • Pinterest
  • Instagram
KSU Social Media Policy 5-10.4

ADMINISTRATIVE POLICY REGARDING SOCIAL MEDIA ACTIVITY

  • Policy statement. This policy applies to all Kent State University employees who manage and/or participate in maintenance of university social media account activity in platforms ranging from, but not limited to, YouTube, Facebook, LinkedIn, Twitter, Google+, Flickr, Instagram, Tumblr and Pinterest for the purpose of managing the institutional brand and sharing institutional and departmental information.
  • Scope. Employees and other members of the university community who create institutional social media accounts and/or are granted access to a social media account shall follow all policies, rules, procedures and guidelines established to manage social media activity for university accounts. This policy does not apply to personal social media activities.
  • Implementation.
    • The division of university relations is responsible for promulgating the rules, procedures and guidelines for regulating the university’s use of social media, including but not limited to the “guide to social media” as amended. University relations shall monitor industry trends to support ongoing development of these guidelines.
    • To achieve the overall advancement of Kent State University's unique institutional brand identity, as defined in the Kent State University positioning platform and “guide to marketing,” the guide to social media shall govern social media spaces and activity covered by this policy.
    • University relations shall assist departments, divisions, and all units covered by this policy in identifying noncompliant elements and shall provide assistance to departments to bring departmental social media spaces into compliance with this policy.
    • University relations shall be added as a social media administrator for each departmental social media account for the purpose of providing coverage during departmental transitions, which can result in lapses of maintenance.
    • Copyright and ownership of internet materials, whether original or derived works, created or developed by Kent State University staff, faculty or students are prescribed by Kent State University contractual agreements or policies regarding intellectual property, including but not limited to rules 3342-5-11, 3342-5-10, 3342-5-10.1, 3342-5-10.2, and 3342-5-10.3 of the Administrative Code.
    • No social media activity can contain any copyrighted or trademarked material without permission of the copyright/trademark holder except as permitted by law. Photographs, drawings, video clips or sound clips may not be used without permission of the person who created them or the entity owning the rights where applicable.
    • Other than basic identification information described in the guide to social media, this policy is not intended to regulate content.
    • Kent State University institutional and departmental social media accounts and activity must adhere to the terms of service established by each social media platform.
    • Institutional and departmental social media accounts must include the institutional disclaimer statement as provided for and provided in the guide to social media.
  • Violations
    • Violations of this policy may result in the revocation of an employee’s administrative rights to their respective institutional or departmental social media accounts.
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