MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Academic Affairs/ Provost
Academic SupportADA and Section 504 of the Rehabilitation Act of 1973 Requirements
MVNU meets the requirements of Section 504 of the Rehabilitation Act of 1973 and in the applicable provisions of the Americans with Disabilities Act of 1990. The Disability Services Coordinator, housed within the office of Academic Support, serves as the campus contact for any disability related needs that students may have.http://www.mvnu.edu/academics/services/dservices.asp
Mr. David Leedy, MRC, MBA, LPC, Disability Services
CoordinatorX-4548
Federal Government
Spring2004
MVNU Website
Faculty GovernanceFaculty Handbook
Mount Vernon Nazarene University’s official faculty governance document:http://nzr.mvnu.edu/dept/acad_affairs/facultyhandbook/Part%202.pdf
Dr. Henry Spaulding,
VPAAX-4201
MVNU Sexual Harassment Policy in the
Faculty Handbook:
Part 2: p. 43 Sect. 2.12.8
MVNU Website
http://nzr.mvnu.edu/
dept/acad_affairs/facultyhandbo
ok/Part%202.pdf
Federal Grants
Revised on 3-5-10 1
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
AOR (Authorized Organization Representative)
MVNU must register an Authorized Organization Representative (AOR) in order to compete for federal grants.
Once the CCR (Central Contractor Registration) is complete http://www.grants.gov/applicants/organization_registration.jsp MVNU is finished registering, but then must register with Grants.gov to establish an AOR, individual authorized to submit grant applications for the institution.
http://www07.grants.gov/applicants/applicants.jsp
An AOR that plans to submit a grant application using Grants.gov is required to register with the Credential Provider to create their username and password, register this new username and password at Grants.gov to begin to set-up their AOR profile, and complete the registration by receiving approval from their organization’s POC (Point of Contact). The organization’s POC can also be the AOR.
Primary AOR Contact:
Mr. Jeff Spear,VP Finance
Primary CCR:Mrs. Shirley
ClapperX-4417
U. S. Government
When a grant is filed.
AOR files.
Institutional Effectiveness
Institutional Research
Revised on 3-5-10 2
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Consumer information and/or other reports to students and others
Federal Disclosure Requirements of the Student-Right-To-Know Act include:
University Catalog General information about the school Accreditation information Academic program information Financial aid information Cost of attendance Graduation & transfer rates Athletic program participation and financial
support (Equity in Athletics Disclosure Act) Drug and alcohol abuse prevention Crime Statistics (Cleary Campus Security Act Family Educational Rights and Privacy Act Facilities and services for disabled students Transfer of Credit policy Withdrawal and refund policies Electronic file sharing policy Contact information
A school must annually provide a NOTICE directly (one-on-one distribution) to all enrolled students and employees describing the availability of the consumer information listed above. The notice must contain a brief description of the various disclosures and how to obtain the full disclosures. If a disclosure is posted to a website, the notice must provide the exact electronic address and provide a statement that paper copies are available. http://mvnu.edu/policies/srk.asp
Dr. Margie Bennett, Dir. Institutional Research & University
Compliance OfficerX-4121
Students and employees must be notified at the
beginning of each term.
A personal email message with the Consumer
Information (with active links) was sent to all Traditional and AGS
students, all Traditional and AGS faculty and
Adjuncts, and all staff on 10/23/09.
Registrar is available
during normal operating
hours to help persons
obtain print copies of consumer
information.
K: Read-only/ Institutional
Policies/Student-Right-to-Know/SKR links 6-09
Revised on 3-5-10 3
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
IPEDS Integrated Post-secondary Educational Data Systems (IPEDS) requires online data submission three times annually by any institution that receives federal financial aid. (The table below outlines the various reports required during the three reporting periods.)
Dr. Margie Bennett, Dir. Institutional Research & University
Compliance OfficerX-4121
Department of Education
NCES
Oct/Jan/AprSee Table below for
submission dates.
Filed in Institutional Research
Office
External Surveys and Reports
A number of government and non-government data reports/survey requirements are due annually. (A list is provided with submission dates in the table below.)
Dr. Margie Bennett, , Dir. Institutional Research & University
Compliance OfficerX-4121
Government and Non-
Government Agencies/
Organizations
*See listing in document: External Surveys 2009-10
at the end of this table.
K:IPEDS Employee
Read-Only/Institutional Reporting/Reporting Schedule
Revised on 3-5-10 4
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
LibraryCopyright Notice Of Policy and Inquiry
MVNU requires all users of campus Internet services to comply with all state and federal laws including copyright laws. The students, faculty and staff at MVNU have access to the fundamentals of copyright law and MVNU’s guidelines for educational use of copyright materials at MVNU’s Copyright Statement andthe U.S. Copyright Office’s Home Page
Allegations of copyright infringement by MVNU users that comply with the Digital Millennium Copyright Act, Title II, Section 512(c) (3) will be investigated. All valid notifications of claimed infringement received by MVNU will be investigated for immediate action. If MVNU determines that any users have infringed copyrights of others on a repeat basis, the offending user’s access to online services may be terminated. MVNU reserves the right to choose how to address or respond to any allegation of copyright infringement received including, without limitation, the choice of any defense under applicable law.
Notification of Claimed Infringement Under the Digital Millennium Copyright Act: If any owners of copyrights believe MVNU’s users are infringing copyright protected work, they may send a notice to MVNU’s designated agent, Tim Myatt, Director of Information Technology Services
Notification of claimed infringement must contain the information required by and otherwise comply with the Digital Millennium Copyright Act, Title II, Section 512(c)
Tim Myatt,Director of Information Technology Services,
Mount Vernon Nazarene University
800 Martinsburg
RoadMount Vernon,
OH 43050(740) 392-6868
ext. [email protected]
du
Policy available on
K: 0 Employee
Read-Only/Institutional
Policies
Revised on 3-5-10 5
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
MarketingCreative Services
License Agreements(internally monitored)
Mount Vernon Nazarene University owns all rights and title in interest to the name Mount Vernon Nazarene University and/or abbreviations thereof such as MVNU, or any other name in which such abbreviations are a part. Example: Cougars, “Naz”, and all designs, trademarks, service marks, and logo graphics and/or symbols associated with the University. Under this license agreement, MVNU's licensed vendors shall submit any material displaying University designs, trademarks, service marks, and logo graphics and/or symbols associated with the University to the University for approval prior to use for any purpose.
Mr. Doug Banbury, Exec.
Director of Marketing,MVNU 800
Martinsburg Rd Mount Vernon,
X 4302
MVNU When business with new vendor begins
Creative Services Director Office
Mrs. Tricia BowlesX-4345
Photo Releases The University obtains permission to use photos and videos of students and other individuals for publications and marketing materials as appropriate. (The Adult Model Release form may be found at: K: 0 Employee Shared Creative Services, forms.)
Mrs. Tricia BowlesX-4345
MVNU Policy Reviewed periodically
Creative Services Director OfficeK: 0
Employee Shared/Creative Services,
forms
Revised on 3-5-10 6
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Trademark Notice of Policy
and Inquiry
Policy on Using MVNU Logos, Trademarks and Licensed Graphics, and Web TemplatesAll standard graphics, photographs, and text of the MVNU Home Page and connected pages displaying the MVNU Logos and logotype are copyrighted and trademarked by MVNU. Redistribution or commercial use is prohibited without express written permission.
Mr. Doug Banbury, Exec.
Director of Marketing,MVNU 800
Martinsburg Rd Mount Vernon,
X-4302
MVNU
NursingPharmacy License
MVNU has been issued a Pharmacy License that must be publicly posted and is dependent upon Dr. Teresa Wood’s oversight.
Dr. Teresa Wood, R.N.,
Ph.D., Dean, School
of Nursing and Health Sciences,X-3261
Dec. 31 Dec. 2, 2008
Nursing Lab
Ohio Board of RegentsCertificate of Authorization
Amended Certificate of Authorization is received and kept on file whenever programs changes are approved. (Most-recent authorization extends from November 2006 – December 31, 2009.)
Dr. Henry Spaulding,
VPAAX-4201
Ohio Board of Regents
As Necessary
Nov 21, ‘07 Original Certificate in VPAA Office
Preschool Food Service License
Knox County Health Department requires annual fee.
Mrs. Becky HinchX-3730
Knox County Health
Department
Feb Feb 19, ’10throughMar 1, 2011
In Nutrition Lab MO132
Audit #: 9513627
Child Care License
Ohio Department of Jobs and Family Services requires bi-annual fee.
Mrs. Becky HinchX-3730
ODJFS Bi-annual Sep. 5, ‘08through
Sep. 5, ‘10
In Parent Foyer of
Preschool
Revised on 3-5-10 7
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Fire Inspection for Preschool
Mount Vernon Fire Department requires annual report (July).
Mrs. Becky HinchX-3730
ODJFS Sept July 1, ‘08through
July 1, ‘09
Sent to ODJFS and
copy on file in Preschool
officeASE Van Inspection
Standard Inspection Report
Ohio Department of Jobs and Family Services requires completion of annual report form. (Summer)
Ohio Department of Agriculture/Ohio Department of Health
Mrs. Becky HinchX-3730
Mrs. Becky HinchX-3730
ODJFS
ODA/ODH
Summer
Winter
Vehicle #1:July 30,
2008
Jan. 7, ‘10
Copy sent to ODJFS and
copy on file in Preschool
OfficeKnox Co.
Licensor and copy on file in
Preschool office
Records and RegistrationEnrollment Report of total student population on fall census
date by class and ethnicity.Mr. Mel SevernsX-4531
IPEDS Winter Dec. 7, 2006
IPEDS website and
paper copy in Records &
Registration office
Immigration-enrollment of nonimmigrant alien students
Student and Exchange Visitor Information System (SEVIS) for tracking admissions and enrollment process of international students.F-1 Visas
Mr. Mel SevernsX-4531
SEVIS Ongoing Ongoing Registrar’s Office
USA Patriot Act (F Visa/IPEDS)
Enforcing arm of SEVIS system Mr. Mel SevernsX-4531
SEVIS Ongoing Ongoing Registrar’s Office
Revised on 3-5-10 8
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
FERPA (Family Educational Rights and Privacy Act)
Annual notice to all MVNU campus community, outlining students’ rights to privacy of personal information.(Parental notification at Orientation; students’ notification at Fall Training Day; Faculty/Admin/ Staff – Ad Hoc Training; FERPA policy email each fall to all associated with TRAD and AGS programs)
Mr. Mel SevernsX-4531
MVNU Fall Semester
SeptemberCompleted
MVNU Website &
Catalog
Prevention of Sexual Harassment Training
MVNU requires completion of an online training program on the prevention of sexual harassment by students during their first year enrollment. Students are required to complete the training and pass the online evaluation only once during their years of continuous enrollment at MVNU.http://www.mvnu.edu/sexualharassment/
Mr. Travis Keller
X 4604
MVNU One month following the beginning of
each new semester
Oct., Feb. Mar. &
ongoing as new
students enroll
Student Development
Office
Solomon Amendment
http://www.aacrao.org/publications/Solomon.pdfList of MVNU students provided to Armed Forces for recruitment purposes
Mr. Mel SevernsX-4531
Federal Gov’t Ongoing OngoingAs
Requested
CARS
Student-Right-to-Know (SRK) Act
Reports graduation rates by cohort. (4, 5, and 6-year graduation rates) for student athletes.
Dr. Margie BennettX-4121
Based on IPEDS data
MVNU Posted
April Feb. 26, 2010
IPEDS Website
Regional Accreditation SiteHLC/NCA Continuing Accreditation
Comprehensive Site Visit was conducted in 2008-09.
Dr. Henry Spaulding,
VPAAX-4201
Higher Learning
Commission(HLC)
2008-09 Site visit in Feb. 2009
Copies of self-studies
filed in VPAA’s Office
Research
Revised on 3-5-10 9
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Animal Subjects Research Policy (Animal Welfare Act)
MVNU uses rats in student research projects for Psychology courses during one semester each year. A new lab facility was constructed in summer 2008. The Dean of NSS will convene a new IACUC (Institutional Animal Care and Use Committee) to review the new facility and to establish appropriate procedures and policies for its use before student research begins in fall 2008.http://www.aphis.usda.gov/animal_welfare/awa.shtml
Dr. Robert Kasper
Dean, School of Natural &
Soc. SciencesX-3229
US Department of
Agriculture
IACUC completed
applications will need to
be submitted to the
IACUC for approval.
Dr. Robert Kasper
will research and oversee the review process.
Human Subjects Research Policy
Human Subjects Research CommitteeIRB policy adopted on October 31, 2006; IRB Committee Chair appointed summer 2007; faculty representatives are elected from each School.IRB applications must be approved before research projects are begun by faculty, staff, or students. IRB meets every Thursday during the academic year.
Dr. Joyce Miller, IRB, Chair, and
contact personX-3212
U.S. Department of
Education
IRB completed
applications must be
submitted to the IRB for approval.
IRB PolicyManual and
IRB Forms In Dr. Miller’s
Office
Blood borne Pathogens
Written policy on file in his office. If a copy is requested, law requires it be produced within 15 working days. Multiple posters with information in each building on campus. Training is mandatory for all employees.
Mr. Pat RhotonX-4408
Human Resources
Office
Chemical Hygiene
There are two versions of the Chemical Hygiene Plan:A complete training handbook is distributed to student employees with a full day of training.A brief version is distributed to every student in a chemistry class.
Dr. Joseph Lechner
Professor of Chemistry
X 3211
OSHA Original hard copy on file
Chemical hygiene
plan, dated Aug. 1992, implemented in 1991.
Last updated:
Aug. 2006
Dr. Joseph Lechner’s computer
Students
Revised on 3-5-10 10
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Constitution Day Program & Observance
The Federal Register Notice regarding Constitution Day states, “Pursuant to legislation passed by Congress, educational institutions receiving Federal funding are required to hold an educational program pertaining to the United States Constitution on September 17 of each year.” The Notice also provides links to resources pertaining to the Constitution. See Notice of Implementation of Constitution Day.
Dr. Ron Wright Lecture Artist Series, Chair
X-3705
U.S. Dept. of Education
Campus-wide MVNU program conducted
annually on September 17 or the Friday before (if the 17th falls on a weekend).
Program Curriculum developed
and managed by Lecture
Artist Series
Student Complaint File
Senior administrator, VPAA, maintains student complaint file on any complaints received and actions taken.Notebooks on file in Academic Affairs Office.
Dr. Henry Spaulding,
VPAAX-4201
HLC/NCA To be available to accrediting agencies and
during site visits.Ongoing
VPAA’s Office
Student TravelOff Campus Study Programs
See Off-Campus Travel Policy& accompanying documents.
Dr. Karen Doenges, Chair
Off-Campus Study
CommitteeX-4211
Dec. 31 K: 0 Employee
Read-Only/Institutional
Policies, Off-Campus Travel, or
K: 0 Employee
Read-Only/Chaplain/
Compliance
Revised on 3-5-10 11
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Teacher EducationState Certification Pass Rate
Title II Section 207 of the Federal Higher Education Act of 1998 requires that all teacher
education institutions annually publish their Praxis II Pass-Rate Data and State and
National Comparison StatisticsHard copies available in Teacher Education Office
Dr. Sonja SmithX-3491
Ohio Dept. of Education
April 8 April 7, 2009
www.mvnu.edu/
academics/eduprofstud/education/quality.asp2001,2002, 2003, 2004, 2005, 2006,
& 2007 reports
Student Complaint File
Senior administrator maintains student complaint file on any complaints received and actions taken.Notebooks on file in Academic Affairs Office.
Dr. Sonja SmithX-3491
Ohio Dept. of EducationHLC/NCA
To be available to accrediting agencies
during site visits.Ongoing
TechnologyComputer Regulations & Policies
Teaching and Learning Technology Council publishes technology guidelines and policies for student, faculty, and staff technology usage
Mr. Tim MyattX-5541
MVNU Updated annually
May 15, 2007
http://internal.mvnu
.edu/common/
techpolicies/technologypo
licies.html
Revised on 3-5-10 12
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Disaster Recovery of Documents
The Vice President for Academic Affairs and Vice President for Finance acting with their appropriate advisors shall identify no less than annually all key electronic data for MVNU.
Key electronic data shall be updated and stored in duplicate form at the designated secured off site location no less than every seven (7) days. When necessary or advisable, the key electronic data may be duplicated in shorter intervals. The duplicate key electronic data shall be placed in the designated secured off site location by authorized personnel. At no time shall non-authorized personnel be allowed access to key electronic data that is not properly secured.
Attorney Kim Rose
397-4040
Policy available on
K: 0 Employee
Read-Only/Institutional
Policies
Technology Licensing/ Intellectual Property
MVNU is required to abide by U.S. and international intellectual property laws, including copyright, trademark, and external licensing agreements, and other legislations
Mr. Tim MyattX-5541
Mr. Steve DoengesX-4421Mr. Alan ShafferX-4402
Mr. Paul NixonX-4245
MVNU Reviewed appropriately
Renewed as
necessary
http://students.mvn
u.edu
http://nzr.mvnu.edu
/dept/acad_affairs/facultyhandb
ook/facultyhandb
ook.htmlWNZR
FCC Quarterly Issues-Programs List
Section 73.3527(e)(8) of the FCC’s rules requires that a Quarterly Issues-Programs List be prepared and placed in the station’s local public inspection file on a quarterly basis each year
Mr. Joe RinehartX-3511
FCC Quarterly each year on January 10th,
April 10th, July 10th,
andOctober 10th
Public File in Radio Station
Revised on 3-5-10 13
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
FCC Biennial Ownership Report on FCC Form 323-E
Section 73.3615(d)(3) of the FCC’s rules require that an ownership report on FCC Form 323-E be submitted to the FCC biennially commencing on the station’s renewal application filing date
Mr. Joe RinehartX-3511
FCC Biennially[Due next on June 1,2010]
5/31/2006 Public File in Radio Station
FCC Renewal Application on FCC Form 303 and FCC EEO Program Report on FCC Form 396
Sections 73.1020 and 73.3539 of the FCC’s rules requires that a renewal application on FCC Form 303 be submitted to the FCC every eight (8) years. For Ohio radio stations, the next renewal application will be due on June 1, 2012.
Section 73.2080(f)(1) of the FCC’s rules requires that an EEO Program Report on FCC Form 396 be submitted to the FCC (including the last two years of Annual EEO Public File Reports [see below]) along with the filing of the renewal application for the station. Every licensee must submit this report to the FCC regardless of whether they employee less than five (5) full-time employees.
Mrs. Marcy RinehartX-3550
FCC Every eight (8) year
[Due next on June 1, 2012]
Public File in Radio Station
FCC Annual Employment Report on FCC Form 395-B
[Filing Suspended - See Definitions/Regulations Column]
Section 73.3612 of the FCC’s rules requires that an Annual Employment Report on FCC Form 395-B be submitted to the FCC every year on September 30th reporting data from one payroll period in July, August, or September. The same payroll period should be used each year.
Please note that as of December 20, 2004, the filing of the Annual Employment Report on FCC Form 395-B is suspended until the FCC releases a final order on its pending rulemaking proceeding concerning the confidentiality of the information contained in the Annual Employment Report.
Mr. Joe RinehartX-3511
FCC Every year on
September 30th
[Filing Suspended -
See Definitions/Regulations
Column]
Public File in Radio Station
Revised on 3-5-10 14
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
FCC Annual EEO Public File Report (no form)
FCC requires that all station employment units with five or more full-time employees summarize the prior year’s compliance with the FCC’s EEO outreach requirements for employment and recruitment. There is no form for this record keeping requirement and the form must also be posted on the station’s website, if any.
FCC Every year on April 1.
Public File in Radio
Station; all annual
reports are maintained in the file until
the next license
renewal is granted,
FCC EEO Mid-term ReportForm 397
FCC requires radio stations with 11 or more employees to prepare and file this midterm EEO report on the 4th anniversary of the filing of the station’s license renewal application. Includes the station’s two most recent annual EEO Public File Reports also.
FCC Every 4 years—June
1, 2012
Public File in Radio Station
Enrollment ManagementStudents
Student Complaint File (HLC)
Senior Administrators and/or their designees are required to keep a personal student complaint file in their offices.
Trad: Dr. Bruce Oldham X-4501AGS: Mr. John
WashatkaX-4702
HLC/NCA To be available to accrediting agencies
and during site visits.
Offices of VP for
Enrollment Mngt..
&Director of Academic Services for AGS
Student Development
Athletics
Revised on 3-5-10 15
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Equity in Athletic Disclosure Act of 1994
MVNU, as a coeducational institution of higher education that participates in an FSA program and has an intercollegiate athletic program, is required to submit Equity in Athletics Report. It must be submitted online at: http://surveys.ope.ed.gov/athletics.http://ifap.ed.gov/qamodule/ConsumerModule/ConsumerInformationpage10.html
Mr. Scott Flemming
X-3101
MVNU Post/ U.S.
Department of Education
Oct 30 Updated Annually
http://ope.ed.gov/
athletics/InstDetail.a
sp
May be viewed online:
http://ope.ed.gov/athletics.
NAIA The National Association of Intercollegiate Athletics (NAIA) requires publication of an Annual End-of-Year Report on Financial Aid, Drug Ed. – Substance Abuse, and Frequency of Play
Mr. Scott Flemming
X-3101
NAIA&
MVNU
Sept 1 Updated Annually
for 2009-10 and
2010-11
Notice in MVNU
catalog; posted in
Athletic Dept.NCAA MVNU must conduct an Institutional Self-Study
and submit an Annual ReportMr. Scott Flemming
X-3101
NCAA&
MVNU
June 1 Beginning in 2010
Posted in Athletic Dept.
Six-Year Graduation Rates
Student Right to Know Act.Report of total completions over six-year period. Report also includes completions over four- and five-year periods.
Dr. Margie BennettX-4121
IPEDS April April IPEDS website &
paper copy in Records &
Registration office
Crisis ResponseCrisis Response Plan
Document outlining instructions in case of a campus crisis or emergency, including contact information
Ms. Lanette SessinkX-4601
MVNU Sept. 15, 2005Updated: June 29, 2009
K: 0 Employee Read OnlyInstitutional Compliance/
Crisis Response
PlanStudents
Revised on 3-5-10 16
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Drug-Free Workplace Act of 1988
U.S. Dept. of Labor website offers employer training advice http://www.dol.gov/workingpartners/welcome.html
Mr. Travis Keller, Director
of Student Involvement & Accountability
X-4604
MVNU Student, Staff,
& Faculty Handbooks
Oct 15 Institutional Policies on K: 0 Employee Read OnlyInstitutional
Policies Drug-Free Campus
Policies for Traditional &
AGS Students, Faculty, &
Staff
Student governance document (Student Handbook)
Mount Vernon Nazarene University’s official student governance document: is posted on MVNU’s website.http://www.mvnu.edu/students/handbook/handbook.pdf
Ms. Lanette Sessink
VP for Student Development
X-4601
MVNU Post MVNU Website
Sexual Harassment/Title IX
Title IX requires institutions to post its policies and procedures and to provide sexual harassment training to its employees and students.
Dr. Candace Fox
X-3722
Campus-wide posts &email (begin. each semester)
with links to policy & flow
chartDr. Margie Bennett,
Compliance Officer
Student Handbook MVNU web site (p.165): http://www.mvnu.edu/students/handbook/handbook.p
df
Revised on 3-5-10 17
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Student Complaint File (HLC)
Senior Administrators are required to keep a personal student complaint file in their offices.
Ms. Lanette SessinkX-4601
HLC/NCA To be available to accrediting agencies and
during site visits.
VP SD’s Office
Voter Registration Provision in Higher Ed. Amendments of 1998
The Higher Education Amendment of 1998 requires that institutions provide voter registration information and registration materials to students.
Mrs. Wendi LahmonX-4602
MVNU Posted Link
Sept Voter registration forms and information packets are available in the Student
Development Office
(Monday through
Friday from 8:00am to 4:30pm).
Finance and Administrative Services
Facilities ServicesCampus Safety
Annual Campus Crime Statistics Report
The Clery Act requires that institutions make available to the public a report of its crime statistics.
Mr. Rick JohnsonX-4461
MVNU Rpt US Sec of Ed
Oct 13 Oct. 7, 2008.
http://www.mvnu.edu/services/
safety/annualcrimer
ept.asp
Fire and Building Safety
MVNU annually checks fire extinguishers and replaces as necessary.MVNU annually tracks campus-wide and building fire drills.
Mr. Denny TaylorX-4431
Ongoing annual
inspection
June 1 Records kept in Facilities Services
Office
Revised on 3-5-10 18
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Occupational Safety & Health Act of 1970 (OSHA)
U.S. Department of Labor Occupational Safety & Health Administration Standards:http://www.osha.gov/pls/oshaweb/owasrch.full_site_search
MVNU has exempt status, but must report if a fatality occurs or hospitalization of 3 or more persons occurs. Employers are not required to keep OSHA injury and illness records for any establishment classified in the following Standard Industrial Classification (SIC) codes (including educational institutions), unless they are asked in writing to do so by OSHA, the Bureau of Labor Statistics (BLS), or a state agency operating under the authority of OSHA or the BLS. All employers, including those partially exempted by reason of company size or industry classification, must report to OSHA any workplace incident that results in a fatality or the hospitalization of three or more employees (see § 1904.39).
Mr. Denny TaylorX-4431
MVNU Log
Local Emergency
Planning Com; OH
Emergency Response
Com; MV Fire Dept
Dec 31
March 1
Records kept in Facilities Services
Office
Fire and Building Safety
MVNU annually checks fire extinguishers and replaces as necessary.MVNU annually tracks campus-wide and building fire drills.
Mr. Denny TaylorX-4431
Ongoing annual
inspection
June 1 Records kept in Facilities Services
OfficePass Key List List of all people who have keys to MVNU
facilities. Keys should be numbered. Would be requested by police and necessary if there were a campus crime or rape.
Mr. Rick JohnsonX-4463
MVNU list updated annually
Oct. 1 Safety Coordinator’s
Office
Toxic Substance Control Act (PCBs)
Annually dispose of hazardous waste, which generally consists of 1 barrel of solid waste and 1 barrel of liquid waste.
Mr. Denny TaylorX-4431
EPA Region Admin.MVNU: Ongoing annual
clean-up.
May 30 Records kept in Facilities Services
Office
Finance
Revised on 3-5-10 19
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
A-133 audit and required Data CollectionForm SF-SAC
Federal Single Audit Clearinghouse requires paper copy (send by certified mail; return receipt requested)
Mr. Steve TrachtX-4421
Federal Audit Clearing-
house
March 31 Jan. 27, 2009
Financial AidOffice
A-133 eZ-Audit report electronically
The Department of Education requires electronic submission of A-133 audit to Department of Education at www.ezaudit.ed.gov. Audit file information provided in pdf form by Crowe-Chizek auditors; MVNU personnel provide several pages of supplemental financial details in electronic format. (Senior Controller and Controller have user names and passwords.)
Mrs. Shirley ClapperX-4417
Department of Education
March 31 Jan. 26, 2009;
Updated April 23,
2008
Controller’sOffice
Sales Tax DueExternal Financial Audit
Mandatory Audit Mrs. Shirley ClapperX-4417
Board Meeting
Annual Accounting Dept.
File 990 Fed. Tax Return Mr. Dave DuncanX-4413
IRS November 15
Annual Accounting Dept.
File 990–T Fed. Tax Return Mr. Dave DuncanX-4413
IRS November 15
Annual Accounting Dept.
File 990 MVNU Foundation
Fed. Tax Return Mr. Dave DuncanX-4413
IRS May 15 Annual Accounting Dept.
File 1099–INT U.S. Info Returns Mrs. Shirley ClapperX-4417
IRS March 1 Annual Accounting Dept.
File 1099–MISC U.S. Info Returns Mrs. Shirley ClapperX-4417
IRS March 1 Annual Accounting Dept.
File 1096 – Batch of 1099–INT
U.S. Info Returns Mrs. Shirley ClapperX-4417
IRS March 1 Annual Accounting Dept.
File 1096 – Batch of 1099–MISC
U.S. Info Returns Mrs. Shirley ClapperX-4417
IRS March 1 Annual Accounting Dept.
Revised on 3-5-10 20
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
File 5227 Split Int.
Fed. Tax Return Mrs. Shirley ClapperX-4417
IRS April 15 Annual Accounting Dept.
Deferred Comp. Plan 457b
Presidential Deferred Compensation Plan Mrs. Suzanne SandersX-4405
TIAA-CREF 15th of each month
15th of each month
Accounting Dept.
Form K-1 (Donor Char. Trust)
Federal Tax Return Mrs. Shirley ClapperX-4417
IRS April 15 Annual Accounting Dept.
Annual Capital Expenditure Survey ACE-1(S)
Building and Equipment Purchase Mr. Dave DuncanX-4413
Dept of Commerce
Census Bureau
April 25 Apr. ‘07 Mr. Dave DuncanX-4413
Form 1CT-1 (S) Information and Communication Technology Survey
Mr. Dave DuncanX-4413
Dept of Commerce
Census Bureau
April 25 Apr. ‘07 Mr. Dave DuncanX-4413
State of Ohio Unclaimed Funds
State of Ohio Unclaimed Funds(Deadline dates vary according to whether additional extension requests have been made by MVNU.)
Mr. Dave DuncanX-4413
State of Ohio Nov. 1
(may request up to 3 mo. extension)
Annual Mr. Dave DuncanX-4413
TIAA Retirement Contributions 403B
Contributions to Employees’ Retirement Plan Mrs. Suzanne SandersX-4405
TIAA-CREF 15th and 30th
of each month
15th/30th Human Resources
IRS and OH Tax Income Taxes Paid Mr. Steve JenkinsX-4412
After Every Pay Period
After Every Pay Period
Human Resources
Personnel/Human ResourcesBlood borne Pathogens
OSHA requires training for all new employees. Mr. Patrick RhotonX-4408
MVNU Ongoing as needed Human Resources
OfficeChild Support Withholding/ Garnishment
Court-Approved Withholding for Child Support Payments
Mr. Steve JenkinsX-4412
C/S within 7 days after pay date;
Garnishment is monthly
As needed; as needed
Payroll office
Revised on 3-5-10 21
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
City Income Tax City Income Taxes Due Mr. Steve JenkinsX-4412
Respective City Tax
Departments
Varies by city
Varies by city
Payroll office
Financial Conflict of Interest Disclosure
Annually collect any declaration (Faculty/Staff Disclosure Statements) of employee financial conflicts of interest to protect and promote the highest ethical standards of MVNU and to protect MVNU tax-exempt status when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an employee or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.
Faculty: Dr. Henry
SpauldingX-4201
Staff: Mr. Pat RhotonX-4408
MVNU Annually,or within one
month of new
employee being hired
Oct. 1 MVNU Compliance
Officer maintains
annual disclosure statements for 5 years.(See K: 0 Employee Read Only Institutional
Policies)State Income Tax Withholding
State Income Taxes Due Mr. Steve JenkinsX-4412
State of Ohio Department of
Taxation
Due 3-4 days after pay date
Qtrly report is due by the 15th of the month following
the end of the qtr; Annual report is due by Feb. 28
Payroll Office
Federal Income Tax WithholdingSocial Security/Medi-care Tax
Federal Income Taxes Due Mr. Steve JenkinsX-4412
IRS Due the day following the
pay date
Qtrly report (941) die
by the end of the next
month following
the end of the qtr.
Payroll Office
Revised on 3-5-10 22
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Ohio Dept of Labor report
Statistical report on the ethnic and gender makeup of the payroll
Mr. Steve JenkinsX-4412
Ohio Department of
Labor
Each month Each month
Payroll Office
State of Ohio School Tax Withholding
School Taxes Due Mr. Steve JenkinsX-4412
Ohio Department of
Taxation
15th of the following month
15th of the following month
Payroll Office
EEOC Affirmative Action
http://www.eeoc.gov/policy/regs/index.htmlhttp://www.eeoc.gov/facts/qanda.htmlhttp://www.eeoc.gov/policy/regs/index.html
U.S. Equal Employment Opportunity Commission1801 L Street, N.W.Washington, D.C. 20507Phone: (202) 663-4900TTY: (202) 663-4494
You can be automatically connected to your nearest Field Office by calling: Phone: 1-800-669-4000TTY: 1-800-669-6820Or you may contact any of 51 field offices directly: Field Office List and Jurisdiction Map
Mrs. Suzanne SandersX-4405
Equal Opportunity Employment Commission
(EEOC)
U.S. Equal Employment Opportunity Commission
1801 L Street, N.W.Washington, D.C. 20507
Phone: (202) 663-4900
No reporting
responsibilities directly
to the EEOC,
since data is reported
through IPEDS by Suzanne Sanders
Human Resources
Title VI and Title VII of the Civil Rights Act of 1964
Law prohibits employment discrimination based on race, color, religion, sex, or national origin
http://www.usdoj.gov/crt/cor/coord/titlevi.htm http://www.eeoc.gov/policy/vii.html
Mr. Pat RhotonX-4408 U.S.
Department of Labor
No reporting responsibiliti
es
N/A N/A
Title IX of the Education Amendments of 1972
Title IX requires institutions to post their policies and procedures and to provide training for staff.http://www.dol.gov/oasam/regs/statutes/titleix.htm
Dr. Candace Fox
X-3722
U.S. Department of
Labor
Annually updated
Annually--Flow Chart updated on Oct. 7, ‘09
Sexual Harassment
Policy on the: MVNU Web:
http://mvnu.edu/policies/
srk15.asp
Revised on 3-5-10 23
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Americans with Disabilities Act of 1990 (ADA)
Title III of the Americans with Disabilities Act of 1990 (42 U.S.C. 12181) prohibits discrimination on the basis of disability by public accommodations and requires places of public accommodation and commercial facilities to be designed, constructed, and altered in compliance with the accessibility standards established by law. http://www.usdoj.gov/crt/ada/adahom1.htm
MVNU Policy on Employees with Disabilities
Mr. Pat RhotonX-4408
Mr. Denny TaylorX-4431
Mr. Denny Taylor,X-4431
On all building projects, plans are
sent to the State for approval
As Needed Facilities Services
Form 5500 Employee Benefit Report FormsDisability Retirement/SRAHealth/Life
Mrs. Suzanne SandersX-4405
IRS/U.S. Department of
Labor
AprilJuly
October
End of the Month
Human Resources
Employee Benefit Plan
Annual Report Summary Mrs. Suzanne SandersX-4405
Employees Within 2 Months of Filing 5500 Reports
Human Resources
Health Insurance Portability & Accountability Act, 1996 (HIPAA)
Protecting Health Records Mr. Pat RhotonX- 4408
Electronic Transaction Standards
MVNU Policy
October October Human Resources
Internal Revenue Code W-2’s
Annual Statement of Income and Taxes Paid Mr. Steve JenkinsX-4412
IRS January 31/Feb 28
Jan/Feb HR Office
Filing and Information ReturnsNon-resident aliens & those claiming fed tax exemptions
Tax Returns for Non-Resident Aliens Mr. Steve JenkinsX-4412
IRS As needed/ March 15
As needed Payroll Office
Filing of W-3 One page report that summarizes all of the W-2’’s for all employees.,
Mr. Pat RhotonX- 4408
Social Security
Administration
March 31 March HR Office
Revised on 3-5-10 24
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Employees by Assigned Position/Faculty Salaries/Fall Staff(USA Patriot Act Reporting)
Employee Breakdown by Category Mr. Pat RhotonX- 4408
IPEDS/U.S. Gov’t.
October/Jan 30
Oct/Jan HR office
Prevention of Sexual Harassment Training
MVNU requires annual completion of an online training program on the prevention of sexual harassment by faculty and staff.http://www.mvnu.edu/sexualharassment/
Mr. Pat RhotonX- 4408
MVNU October 1 Oct. & ongoing as new faculty
and staff are hired
HR office
Staff governance document: Staff Handbook
Mount Vernon Nazarene University’s official student governance document is posted on MVNU’s website: http://nzr.mvnu.edu/dept/humanres/hrhandbook/staff.pdf (PDF format)
Mr. Pat RhotonX- 4408
MVNU MVNU Website
SRA Supplemental Retirement Accounts Mrs. Suzanne SandersX-4405
TIAA-CREF 15th & 30th of each month Human Resources
Veteran’s Benefits of Title 38
Certain restrictions apply to the hiring and employment assignment of veteranshttp://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=157
Mr. Pat RhotonX-4408
Dept of DOE N/A N/A N/A
Workers Compensation
Reporting Wages; Premium Payment Mrs. Suzanne SandersX-4405
Ohio Bureau of Workers
Comp.
January and July
January and July
HR office
Whistle-Blower Policy
Individuals who make reports of known or suspected unlawful or fraudulent activities involving MVNU shall be protected from retaliation if the report has been made in good faith.
AttorneyKim Rose397-4040
MVNU N/A Ongoing AttorneyKim Rose397-4040
(K: 0 Employee Read OnlyInstitutional
Policies)
Revised on 3-5-10 25
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Student AccountsForm 1098-T, Tuition Statement
Income tax form sent to students for use in determining eligibility for Hope Scholarship or Lifetime Learning Credit
Traditional: Mrs. Judy DeVolldX-4541
AGS: Mrs. Jeanette Miller
X-4728
IRS January 31 Jan. 27 2009
IRS and Student
Accounts
Form 1098-T, Tuition Statement
Electronic file sent to IRS of information provided on individual 1098-T forms
Mrs. Judy DeVolldX-4541
IRS March 31 March 30, 2009
IRS and Student
AccountsCharles E. Schell Loans Annual Report
Report of funds lent during the year, names of borrowers and balance on hand for beginning and end of year
Mrs. Judy DeVolldX-4541
Fifth Third Bank
June 15 June 8, 2009
Student Accounts
Post Secondary Education Program –SF-PS-140 B
Report sent to the Ohio Department of Education for reimbursement of Post Secondary Student Expenses
Mrs. Judy DeVolldX-4541
Ohio Department of Education
June 1 May 31, 2009
Ohio Department of Education
Gramm-Leach-Bliley Act (GLB) onInformation Security Program
Students’ accounts and financial data must be kept private and confidential—not shared outside student accounts. Student, parent, and vendor information should be properly secured or discarded. Only those with the “right to know” should receive it. Donor information should remain in University Advancement. MVNU has a protection plan for student accounts, parents’ financial data, and vendor and donor information.
Computer security: Mr.
Steve DoengesX-4421
Financial Aid: Mr. Steve
TrachtX-4520Student
Accounts: Mrs. Judy DeVolld
X-4541Donor
Accounts: Mrs. Sandy Helman
X-4331
MVNU May 2003 Policy available on
K: 0 Employee Read OnlyInstitutional
Policies
Revised on 3-5-10 26
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Student Refund Policy
Schedule of percentages/amounts refunded for various fees for students who withdraw from MVNU or change status (i.e., Drop to part-time or move off campus)
Mrs. Judy DeVolldX-4541
Annually Published in the Catalog
Student Loan Interest (Perkins)
Perkins Interest Form 1098-E sent by Campus Partners to Perkins borrowers
Mrs. Sandy BraytonX-4545
U.S. Department of Education
January 31 January 2009
Campus Partners
PO Box 1830Winston
Salem, NC 27102
Student Loan Interest (Perkins)
Electronic file sent to IRS of 1098-E information provided to borrowers
Mrs. Sandy BraytonX-4545
U.S. Department of Education
February 28 January2009
Campus Partners
PO Box 1830Winston
Salem, NC 27102
Student Financial AidFed., State, Local, Private, & MVNU Financial Assistance
General consumer information.
The institution must publish and make readily available to current and prospective students information on the entire Federal, State, local, private and institutional financial assistance programs available to students who enroll at the institution. Institutional information must also be made available as well. http://studentaid.ed.gov/PORTALSWebApp/students/english/funding.jsp?tab=funding
Mr. Steve TrachtX-4520
MVNU Catalog/Web
Sept 1 Sept 1 MVNU Catalog & Website
FISAP (Fiscal Operations and Application to Participate) report
Report filed with Dept of Ed to report expenditures and apply for funding for Campus-based financial aid programs (Perkins Loan, Work Study, & Federal Supplemental Educational Opportunity Grant)
Mr. Steve TrachtX-4520
DOE Oct 1 Sept.2008
Paper copies in SFP Office
Revised on 3-5-10 27
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Ohio Foundation of Independent Colleges scholarship nominations
Request sent out late Dec, early Jan for MVNU submission of students to be considered for scholarships
Mr. Steve TrachtX-4520
OFIC Last Friday in Feb
Feb Paper copies in SFP Office beginning in
2005
Ohio Student Choice Grant roster
Roster submission from 15 days after beginning of term to end of term (via web)
Mr. Steve TrachtX-4520
Ohio Board of Regents
End of FA & SP term
FallCompleted
In SFP Office
Ohio Instructional Grant roster
Roster submission from 15 days after beginning of term to end of term (via web)
Mr. Steve TrachtX-4520
Ohio Board of Regents
End of FA & SP term
Fall Completed
In SFP Office
Ohio Part-time Instructional Grant roster
Roster submission and summary report due 30 days after end of Spring term (via diskette and paper)
Mr. Steve TrachtX-4520
Ohio Board of Regents
30 days after SP term
30 days after spring
term
In SFP Office
Ohio Academic Scholarship roster
Roster submission (via web) Mrs. Becky RockwellX-4524
Ohio Board of Regents
End of FA & SP term
FallCompleted
In SFP Office
Ohio War Orphans Scholarship roster
Roster submission (via web) Mrs. Becky RockwellX-4524
Ohio Board of Regents
End of FA & SP term
FallCompleted
In SFP Office
Ohio National Guard Scholarship roster
Roster submission (via web) Mrs. Becky RockwellX-4524
Ohio Board of Regents
15 day s after each term
begins
FallCompleted
In SFP Office
PHEAA Degree Educational Cost form
Upcoming tuition, room & board costs communicated to Pennsylvania Higher Ed Assistance Agency
Mr. Steve TrachtX-4520
PHEAA Mar 31 March Paper copies in Student Financial Planning
OfficePennsylvania Grant roster
Roster submission (via web) Mrs. Becky RockwellX-4524
PHEAA 45 days after each term
begins
FallCompleted
IPEDS Financial Aid Info
Reporting of financial aid date Mr. Steve TrachtX-4523
National Center for Education Statistics
Apr 21 April Paper copies in SFP,
beginning in 2005
Revised on 3-5-10 28
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Student Default Rates
Title IV of the Higher Education Reauthorization Act requires that institutions report and track their student loan default rates
Mr. Steve TrachtX-4520
Annual Report to
Senior Administrator
s
Financial Aid Office
Student Refund Policy
Title IV, Section 493A of the Higher Education Reauthorization Act requires institutions to publish general consumer information on student refund policies.
Mr. Steve TrachtX-4520
Dept of DOE Catalog due date
MVNU Catalog & Website
NAIA Institutional Financial Aid Report for Independent Universities
Financial Aid reporting for athletes participating in varsity sports
Mr. Steve TrachtX-4520
NAIA Aug 31 August 2008
Student Financial Planning
Office
TechnologyDisaster Recovery of Documents
MVNU key electronic data is protected in a secure off-site location.(See Electronic Data Off-Site Protection Policy, adopted 4-06.)
Attorney Kim Rose
397-4040
MVNU Back-up files stored
at least every 7
days
Policy: K: 0 Employee Read-Only/ Institutional
Policies
Office of University President
AccreditationHLC/NCAAnnual Report
As a continuing accreditation requirement, MVNU must complete an online annual report each June or July.
Dr. Margie Bennett, Dir. Institutional Research & University
Compliance Officer X-4121
HLCwww.ncahigherlearningcommission.org/annualreport
Apr. 6 Mar. 17, 2009
Copies of HLC Annual Reports in
Dr. Bennett’s Office.
MVNU 2008-09 Self-Study Report
10-year comprehensive self-study report and appendices, written for on-site self-study visit by HLC team in Spring 2009.
Dr. Henry Spaulding
X-4201
HLC/NCA Housed inVPAA’sOffice
Revised on 3-5-10 29
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Board of TrusteesArticles of Incorporation MVNU
The policy and procedure manual for the MVNU Board of Trustees. The manual has four sections: (1) Vision/Mission/Values/Principles; (2) Governance Policies; (3) Board/President Relations; (4) Specific Policies.
Mrs. Laura Short
X-4302
MVNU Files Housed in President’s
Office
Board Standing Policy Manual
The legal framework for government recognition of Mount Vernon Nazarene University as a 501(c)3 not for profit corporation
Housed in President’s
Office
BylawsHoused in President’s
OfficeMVNU Mission The “why” of the existence of Mount Vernon
Nazarene University.MVNU Post Housed in
Faculty, Staff & Student
HandbooksVision The “where” it is that Mount Vernon Nazarene
University seeks to goMVNU Post Housed in
Faculty, Staff & Student
HandbooksValues The “what” it is that characterizes MVNU of our
best; convicts us at our worstBased in
Board Standing Policies Manual
Strategic Plan The “how” of the process by which Mount Vernon Nazarene University moves from where it is presently to where the institution must move if the MVNU mission and vision are realized.
MVNU Post Based in President’s
Office
Revised on 3-5-10 30
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Church of the NazareneAnnual Reports The International Board of the Church of the
Nazarene requires that its institutions file annual reports on academics, compensation of administrative officers, enrollment characteristics, opening fall enrollment, Nazarene enrollment by state and world areas, and degree completions (graduates of the prior year).
Mrs. LauraShort
X-4100
October 31 – Dec. 14
October 20 – Dec. 1
MVNU files housed in the President’s
Office
Conflict of InterestConflict of Interest Audit
The Chair of the Financial Affairs Council and his designees shall conduct an annual audit of all university contracts valued at $50,000 or more to determine and appropriately follow-up on any potential conflicts of interest that may exist between MVNU and its affiliated trustees or employees. The annual reviews will be conducted before September 1st for contracts entered into during the prior fiscal year.
Mr. Jeff SpearX-4400
Attorney Kim Rose,
University Counsel
397-4040
MVNU Sept. 1 Aug. 21, 08(University contracts exceeding $10,000
were reviewed
by the Assistant Controller and former Compliance Officer.)
Documented informal
inquiries and minutes of appropriate investigative committees
filed with university counsel
Faculty and StaffCommunity Service Acknowledge-ment Letters
In order for employees, who represent MVNU by serving on community organizations, to be covered by MVNU's liability insurance, it is necessary to have a letter on file from their supervisor, acknowledging their involvement in the organization and including the title of the organization. A template is available to insure a standardized format.
After you have written and distributed the employee letters, each supervisor should send an electronic file to Margie Bennett for MVNU records.
All Senior Leadership
Team Members
Dr. Margie Bennett, Director,
Institutional ResearchX-4121
MVNU Sep. 15 and
Jan. 15
Filed in Institutional Research
Office
Revised on 3-5-10 31
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Fund-raisingDonor Gift Acceptance Policies
Gift Acceptance Policies(internally monitored)
Mrs. Sandy Helmanx-4331
MVNU Policy Reviewed annually in
July
Dev.Office
http://www.mvnu.edu/univadv/GiftAcceptance.pdf
Foreign Gifts Report(Higher Education Act of 1965 & Higher Ed Amendments of 1998)
http://www.ssbb.com/taxadvis2.html
No foreign gifts reported in 2008 – 09.
Mrs. Sandy HelmanX-4331
US DOE Jan 31/Jul 31
Accounting Office;
Gift Receipts and Records
Government & Other Grants(e.g., GAR Foundation Grant)
Annual reporting to Federal Gov’t agencies and private foundations
Mrs. Sandy Helmanx-4331
Ongoing;Varies per agency or foundation guidelines
Dev.Office
Mission & Ministry Donations Policies(internally monitored)
Mrs. Sandy HelmanX-4331
MVNU Policy Reviewed annually in
July
Dev. OfficeFile location:
K: 0 Employee
SharedDevelopment,
policies,Policy for Mission
Ministry Trip gifts
Revised on 3-5-10 32
MASTER DOCUMENTMVNU Compliance Reporting Schedule by Divisional Areas of Responsibility for 2009-2010
Administrative Area
Title of Requirement
Definitions/Regulations MVNU ContactInformation
Oversight Agency/ Organiz.
When the Report is
Due
Date Filed orUpdated
StoredLocation
Voluntary survey participationof contributions to the university
Mrs. Sandy HelmanX-4331
Council for Aid to
Education
October 1 September of each year
Hard copy file:Gifts
Receipts & Records
StudentsStudent Complaint File
Senior administrators are required to keep a personal student complaint file in their offices.
Dr. Dan MartinX-4100
HLC/NCA To be available to accrediting agencies and
during site visits.
President’s Office
Long-Term Trips
See academics/ Off Campus Study Committee and chaplain/
UNIVERSITY CHAPLAIN
Campus MinistriesStudent Complaint File
Senior administrators are required to keep a personal student complaint file in their offices.
Rev. Scott PetersonX-4131
HLC/NCA To be available to accrediting agencies
and during site visits.
Chaplain’s Office
Student Mission Trips
Policies available: Assumption of Risk International Trips 05, Assumption of Risk US Trips 05, Campus Ministry Compliance Schedule,Sexual Harassment Training, Compliance Trip Protocol, Consular Signature Sheet, Immunizations, Medical Release Form 05, Policy for Groups Traveling Off-Campus, Protocol for Go No Go Decision for Traveling Abroad
Rev. Joe NoonenX-4136
Policy(Global
Mission Com)
Policies available
online
Reviewed Annually
K: 0 Employee Read Only Chaplain,
Compliance
Revised on 3-5-10 33
2008-20010 EXTERNAL DATA AND SURVEY REPORTING*MOUNT VERNON NAZARENE UNIVERSITY
Margie Bennett, Director for Institutional Research Government Report
TitleAvailable
Begin DateDeadline
DateCompletion
Date
1 Academic Libraries Survey – ALS Online Report (Interim Library Director, Paul Nixon).Assn. of College & Research Libraries (ACRL) 2007 Trends and Statistics Survey
Nov. 22 Mar. 22 Feb. 24, 2009
Mar. 26, 20082 Annual Campus Crime Statistics Report
(Rick Johnson, Campus Safety Coordinator)Sep. 5 Oct. 15 Oct. 14, 2009
3 Equity in Athletics Disclosure Act(Coordinator: Scott Flemming) web site: http://ope.ed.gov/athletics
Sept. 12 Oct. 31 Oct. 9, 2009
4 IPEDS Fall 2009 Data Collection Online Survey12-Month Enrollment Data Institutional Characteristics (Ed. Offerings, Organization & Accreditation, Admission Requirements and Services)Institutional Completions (Graduates by type of degree/major/ethnicity/gender)Institutional Identification Updated
Sep. 3Sep. 3
Sep. 3Sep. 3
Oct. 15Oct. 15
Oct. 15Oct. 15
Oct. 1, 2009Oct. 1, 2009
Oct. 1, 2009Sep. 3, 2009
5 IPEDS Winter 2009-10 Data Collection Online SurveyHuman ResourcesFinance ReportFall EnrollmentFall Enrollment Verification
Dec. 3Dec. 3Dec. 3
Jan. 14Jan. 14Jan. 14Apr. 1
Jan. 11, 2010Jan. 11, 2010Dec. 8, 2009Apr. 9, 2009
6 IPEDS Winter/Spring 2010 Data Collection Online SurveyGraduation Rates Cohort 2003Graduation Rate 200% Cohort 2001Student Financial AidStudent Financial VerificationSpring SupplementUpdate Comparison Group
Dec. 3Dec. 3May 19Mar. 4May 12
Apr. 14Apr. 14Apr. 14May 29Apr. 14June 30
Dec. 15, 2009Dec. 15, 2009Mar. 31, 2009May 20, 2009Apr. 9, 2009June 15, 2009
7 Follow-up Report: Title II—2005-06 Cohort to Educational Testing Service (ETS) – Sonja Smith
Apr. 10 Oct. 9 Oct. 5, 2009
8 Title II Completer Data—2008-09 Cohort to Educational Testing Service (ETS) – Sonja Smith (Kathy Griffith)
Sep. 8 Dec. 11 Oct. 5, 2009
9 Weekly Matches—2008-09 to Educational Testing Service (ETS) – Sonja Smith Sep. 21 Dec. 11 Oct. 5, 200910 Title II Professional Education Data System (PEDS) for the American Association of
Colleges of Teacher Education (AACTE) – Sonja SmithOct. 15 Jan 15 Dec..14, 2009
11 Title II: Ohio Reporting System 2007-08--Ohio Dept. of Ed. (ODE) – Sonja Smith Feb. 17 Apr. 7 Apr. 1, 200912 MVNU Report on Teacher Quality 2007-08--Ed. Testing Service (ETS) and Public –
Sonja SmithFeb. 17 Apr. 7 Apr. 1 2009
13 U.S. Dept. of Education National Center for Education Statistics (NCES) Distance Education at Higher Education Institutions: 2008-09 National Postsecondary Student Aid Study (NPSAS) mandatory participation
Institution Registration Online Survey
Feb.
Oct.
N/A
ASAP
N/A
Nov. 7, 2007Revised on 3-5-10 34
2008-20010 EXTERNAL DATA AND SURVEY REPORTING*MOUNT VERNON NAZARENE UNIVERSITY
Margie Bennett, Director for Institutional Research Government Report
TitleAvailable
Begin DateDeadline
DateCompletion
Date
Student Data File SubmissionSampled Students Data Fields
NCES Postsecondary Education Transcript Study (PETS:09)Institutional Registration OnlineTranscripts faxed by the MVNU Registrar’s OfficeTransfer-out Student Survey Online
SpringFeb. 29Dec. 10
Feb. 26, 09
Feb. 22Mar. 21Jan. 13
Not given
Feb. 20, 2008Mar. 17, 2008
Dec. 10, 2008Jan. 9, 2009Feb. 26, 2009
14 U.S. Dept. of Education (PEQIS)—Educational Technology in Teacher Education Programs for Initial Licensure. (Sonja Smith)
U.S. Dept. of Education (PEQIS)—Distance Education at Postsecondary InstitutionsNational Student Financial Aid Study (MVNU randomly selected to participate in ’08)
Via online software, MVNU must send a list of its spring-term-enrolled students.ED selected student sample (35) and requested student record abstraction (CADE)Students with Disabilities
June 1
Sep. 1
Nov. 27Mar 11Dec. 1
June 21
Sep. 30
Feb 22,08Mar. 21Dec. 20
June 13, 2006
Dec. 14, 2007
Feb. 20, 2008Mar. 17, 2008Dec. 7, 2009
Non-Government ReportTitle
AvailableBegin Date
DeadlineDate
CompletionDate
15 AICUO Annual Online Survey: Fall Preliminary Headcount Survey (Email) Transfers from 2-years who graduated from MVNU in May 2009 Annual Report (Apps, New Transfers & Degrees Earned, FTE Enrollment/
Enrollment, Enrollment by Residence, FTE and Student-to-Faculty Ratio, Alumni/ae Residence, & Faculty, Student Housing)
Off-campus degree programs Admissions Survey (Timothy Eades or Kathy Hendrixson) Annual Tuition and Fees Distance Learning Post-secondary Survey--Early College Enrollment Survey Data file of all MVNU fall 2008 students and employees by address, zip code, and
f-t/p-t status for the purpose of political and demographic analysis by AICUO of its member institutions' students and employees
Sep. 21Sep. 21Sep. 21Sep. 21Sep. 21May 4 Sep. 21Feb. 29Feb. 9
Oct. 27Oct. 27Oct. 27Oct. 27Oct. 27May 15Oct. 21Oct. 27Feb. 23
Oct. 27, 2009Oct. 27, 2009Oct. 27, 2009Oct. 27, 2009Oct. 27, 2009May 4, 2009Oct. 27, 2008Feb. 29, 2008Feb. 18, 2009
16 Alfred P. Sloan Foundation National Study of Online Learning in US Education (Damon Osborne)
Sep. 30 ASAP Oct. 1, 2008
17 American Association of University Professors (AAUP) Faculty Compensation Survey 2010 Edition (2009-10 data) Revised and proofread final report.
Jan. 24 Jan. 31 Dec. 16, 2009
18 American Council on Education (ACE) Adult Education American Universities and Colleges, 17th Edition (ACE and Praeger Publishers) Oct. 5 Jan. 15 Jan. 12, 2007
19 Barron’s Guide Profiles of American Colleges, 28th EditionAnnual ReportURL of MVNU Catalog
Oct. 3Aug. 15
Nov. 9ASAP
Nov. 6, 2009Aug. 29, 2007
20 C.E.O. Leaderboard Survey C.E.O. Magazine July 18 Aug. 8 Aug. 6, 200721 CCCU Faculty Salary Survey (Not received for 2008-09) May 7 June
Revised on 3-5-10 35
2008-20010 EXTERNAL DATA AND SURVEY REPORTING*MOUNT VERNON NAZARENE UNIVERSITY
Margie Bennett, Director for Institutional Research Government Report
TitleAvailable
Begin DateDeadline
DateCompletion
Date
22 CCCU Retention/Graduation RatesCCCU Student Enrollment/Student Profile Data-OnlineCCCU Salary Survey
Nov. 1Aug. 22July 3
Nov. 30
July 21
Nov. 24, 2009Aug. 22, 2005July 4, 2006
23 CIC (Council of Independent Colleges) Database UpdateFTE Enrollment ReportInstitutional Advancement Survey
Aug. 28Apr. 4Jan. 12
Sept 29Jul. 31Feb. 28
Sept. 5, 2006April 11, 2006Feb. 23, 2006
24 College Board Online Annual Online Survey of CollegesFreshman Cost Information UpdateCorrection submittedFinal edited copy proofed
Oct. 6Oct. 6
Dec. 15Dec. 15
Dec. 10, 2009Dec. 10, 2009Feb. 7, 2008Apr. 11, 2007
25 Common Data Set (CDS) (Online)--Posted on MVNU Intranet*CDS UpdatedReview Data Set RDS (Online)
Dec. 12Jan. 15Jan. 15
Feb 15Feb. 3Feb. 15
Jan. 21, 2010Jan. 30, 2009Feb. 18, 2010
26 Education Network College-Bound Parents & Students Information July 10 ASAP27 Falcon Management Group (FMG) (Fax completed survey)
College Admissions Data Handbook, Guidance InformationApr. 4, 2006 June 30 Apr. 10, 2006
Apr. 13, 200628 HEP (Higher Education Directory) Annual Update. Jun 12 June 30 Jun 14, 200629 HLC/NCA (Higher Learning Commission) Annual Report (Online Survey)
Update and confirmation of SAS & Organizational Profile for public web displayAnnual dues online assessment form
Mar. 3Nov 1Apr. 10
Apr. 6Nov 15Apr. 23
Mar. 17, 2009Nov 5, 2004Mar. 17, 2009
30 International Board of Education Church of the Nazarene (IBOE) Enrollment Statistics (Mel Severns) Enrollment Characteristics (Margie Bennett) Annual Academic Dean’s Report (Henry Spaulding) Compensation of Administrative Officers (Pat Rhoton sent independently.) Fall Enrollment Report 2008 (Margie Bennett) Nazarene Enrollment by State & World Areas (Margie Bennett) Completions Survey—IPEDS C-1 (Margie Bennett) Salaries and Fringe Benefits of F-T Instructional Faculty by Gender (S. Sanders) Assets, Liabilities And Net Worth Report (Jeff Spear sent hard copy.) Educational Budgets (Sandy Helman) World Mission Department Annual Report (Jeanne Serrao, Randie, Jeff, Mel) Copy of Audit Report (Jeff Spear sent hard copy.) MVNU Highlights (Carrie Crouch)
Sep. 4Oct. 20Oct. 30Oct. 31Oct. 31Dec. 18Dec. 18Dec. 18Dec. 18Oct. 15Nov. 15Oct. 15Dec. 20Dec. 1
Oct. 20, 2009Oct. 15, 2009Oct. 15, 2009Oct. 31, 2009Nov. 20, 2009Nov. 6, 2009Oct. 20, 2009Nov. 10, 2009Sep. 22, 2009Nov. 13, 2009Dec. 1, 2009Sep. 22, 2009Nov. 17, 2009
31 MDR (Market Data Retrieval) College/University Technology Survey May 10, 05 Jun 9 May 10, 200532 Mount Vernon-Knox County Chamber of Commerce Employee Survey
Knox County Business Education Consortium (BEC) Training Needs Sep. 11May 1
Oct. 2May 5
Sep. 30, 2005May 4, 2004
33 NAICU Tuition Remission Survey May 25 May 31 May 25, 200734 National Student Clearinghouse FTP student data file transfer by Mel Severns Oct. 1 NA Summer 2009
Revised on 3-5-10 36
2008-20010 EXTERNAL DATA AND SURVEY REPORTING*MOUNT VERNON NAZARENE UNIVERSITY
Margie Bennett, Director for Institutional Research Government Report
TitleAvailable
Begin DateDeadline
DateCompletion
Date
(Traditional Students) and John Walchle (AGS Students)35 Nazarene IT Summit Enrollment Counts Oct 23 Oct 25 NA36 OFIC Enrollment Survey (Faxed Survey)
Confirmation of survey numbers for OFIC Distribution and AssessmentDec. 9May 19
Dec. 15May 31
Dec. 9, 2009Apr. 11, 2007
37 The Ohio College AssociationOhio College Access: Updated Academic Majors, Tuition & Fees, Enrollment July 1 July 27
Jan. 30, 2007July 22, 2008
38 Peterson’s Thomson Learning Annual Survey of Undergraduate Institutions Updated with distance education increases. Peterson’s Tuition and Application Update
Dec. 13
July 127
Feb. 10
Aug 19
Jan. 20, 2010Jan. 26, 2009Aug. 17, 2009
39 Prior Learning Online Survey for The Council for Adult & Experiential Learning (CAEL) (completed with assistance from Randall Wells)
Oct. 28 Nov. 18 Oct. 31, 2005
40 The Princeton Review Annual Survey Common Data Set (CDS) Review Data Set (RDS) National Survey of Environmental Management and Sustainability on College and
University Campuses Admissions Selectivity, Academic, and Financial Aid Ratings The Princeton Review: Best Midwestern Colleges The Midwestern Colleges Proof & Update
Dec. 12Jan. 15
Jan. 24Feb. 12June 12April 25
Feb. 3Feb. 15
N/AMar. 5July 71 week
Jan. 30, 2009Feb. 18, 2010
Feb. 11, 2008Mar. 16, 2005
April 30, 200841 U.S. News & World Report America’s Best Colleges Main Survey
1st Data Verification (Assessment) 2nd Data Verification Financial Aid Data Financial Aid Final Verification of Assessment College Admissions Data Handbook, Guidance Information Graduate Survey (Online Survey) Final Verification Report of Graduate Education Distance Education–Online (Damon Osborne)
Mar. 17Apr. 13May 14Mar 17Apr. 20Oct. 27Nov. 1Apr. 25May 26
Arp. 131 week3 daysApr 271 weekNov. 17Dec. 81 weekJune 15
Apr. 9, 2009Apr. 14, 2009May 14, 2008Apr 20, 2009April 27, 2009
42 Wintergreen-Orchard House (Update of MVNU majors and degrees offered.) Mar. 2 Apr. 10 Apr. 7, 2009
Revised on 3-5-10 37