Current through all regulations passed and filed through March 18, 2024
(A) Policy statement
It is the policy of the university of Toledo employees to
adhere to all applicable federal, state, and university rules and regulations
in the course of their jobs. It is the obligation and responsibility of
administrators and university personnel to educate and update university
personnel when applicable to ensure compliance with these rules and
regulations.
(B) Purpose of
policy
To offer compliant and standardized training on federal/state
regulatory programs.
(C)
Procedures
The primary components of the university's compliance training
for employees include, but are not be limited to the following:
(1) New hire orientation: employees will
receive an overview of the most significant university policies and information
about the university's anonymous reporting line and the state of Ohio's ethics
hotline. They will also learn where and how to find additional guidance on
these subjects.
(2) First thirty
days of employment: The university will use the first thirty days of employment
to supplement the following compliance information the employee received at new
hire orientation:
(a) Ohio ethics (including
conflict of interest - all employees).
(b) Title IX - violence against women act
"VAWA" (including supervisor anti-harassment - all employees).
(c) Health insurance portability and
accountability act of 1996 "HIPAA" basics (all
departments listed as part of the hybrid and affiliated covered entity, and
all employees who reside on the health science
campus,
according to rule
3364-15-01
of the Administrative Code (the HIPAA organizational structure and
administrative responsibilities policy).
(3) Recurring training; employees will
receive compliance training on a regular and ongoing basis. Most recurring
compliance training occurs on a one-to-two-year cycle from date of hire.
(a) One-year cycle
(i) Ohio ethics including conflict of
interest (all employees).
(ii)
HIPAA (all departments listed as part of the hybrid and
affiliated covered entity, and all employees who reside on
the health science campus, according to rule
3364-15-01
of the Administrative Code (the HIPAA organizational structure and
administrative responsibilities policy).
(b) Two-year cycle
Title IX - VAWA (all employees; there may be areas required to
have the training annually).
(D) Roles and responsibilities
(1) Internal audit and compliance: provide
training content.
(2) Human
resources : deliver
training content, monitor participation, take necessary follow-up
actions.
(3) Department heads:
ensure all employees attend and/or take the specific training.
(E) Compliance education for
non-traditional staff
(1) Non-traditional
staff for purpose of this policy, are defined as contract, agency, and
temporary employees working at the university of Toledo for a limited period of
time.
(2) It is the responsibility
of department managers, directors, and contract supervisors to ensure that all
non-traditional staff employees who will not be attending the new employee
orientation held twice monthly are educated on basic compliance
protocols.
(F) Senior
leadership reserves the right to add additional training as needed.
(G) Failure to follow university policies may
result in discipline up to and including termination.
