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OLD DOMINION UNIVERSITY |
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Compliance Calendar - October |
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| Due date (Month or Various) |
Due Date |
Compliance Activity |
Description |
Statute(s) |
VP Area |
Responsible Office |
Responsible Position Number and Title |
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Hazard Communications Training |
One-time training offered to affected employees |
OSHA; 29 CFR 1910.1200 |
Administration & Finance |
Environmental Health & Safety |
Director, EH&S, FA734A (D. Alexander) |
| October |
31-Oct |
Sealed Source Leak Tests |
Wipe/area surveys of sealed sources |
NRC |
Administration & Finance |
Environmental Health & Safety |
Radiation Safety Officer, 00437A (S. Vann) |
| October |
31-Oct |
Periodic Surveillance |
Visual inspection of abestos containing building materials - Gresham, HR I & II, Koch |
AHERA |
Administration & Finance |
Environmental Health & Safety |
Asbestos & Lead Prog Coord, 00471A (F. Dzupinka) |
| October |
1-Oct |
Fiscal Operations Report and Application to Participate (FISAP) Perkins Loan |
As part of the program participation agreements signed in connection with financial aid, the institution must complete the report for campus based programs and Federal Perkin Loans as designated by the U.S Department of Education in a timely manner. Filing the required FISAP reports also fulfills certain reporting requirements under Title IV programs. |
(34 CFR 673.3) (20 U.S.C 1087bb), (34 CFR 674.19, FWS (34 CFR 673.3) (42 U.S.C 2752), (34 CFR 675.19) and FSEOG (34 CFR 673.3) (20 U.S.C 1070b-3 (34 CFR 676.19), (20 U.S.C 1094). |
Administration & Finance |
General Accounting, Office of Finance (Report is submitted online by Office of Financial Aid) |
Financial Accounting Supervisor (tuition and fees), 00082A; Financial Reporting Supervisor (campus based programs), 00828A; Reconcilation Accountant (Federal Perkins Loan), 00810A |
| October |
1-Oct |
Executive Order 52, 109 Reports |
Injury/illness stats and efforts to reduce/HR Return to Work Report |
Governor Mandate - Executive Order 52, 109 |
Administration & Finance |
Environmental Health & Safety/Human Resources |
Director, EH&S, FA734A (D. Alexander) |
| October |
1-Oct |
Six Year Financial Plan |
SCHEV |
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Administration & Finance |
Budget Office |
Assoc. VP for Admin & Finance, FA202 |
| October |
1-Oct |
Previous Fiscal Year's IT Expenditures |
By October 1 of each year, the President, acting through the appropriate designee, shall make available to the State CIO and the Information Technology Investment Board a report on the previous fiscal year's IT expenditures. |
Level II |
Administration & Finance |
OCCS |
Assistant VP for Admin and Finance, FA 140A |
| October |
10-Oct |
Child Studies UST Remediation Quarterly Report |
Data for July-September timeframe |
DEQ - UST CAP Implementation |
Administration & Finance |
Environmental Health & Safety |
Director, EH&S, FA734A (D. Alexander) |
| October |
24-Oct |
DMBE SWAM Report |
Identify quarterly payments to DMBE certified small, woman and minority owned businesses in comparison to total discretionary payments. Calculate percentages to paid SWAM vendors by category. |
Executive Order 33 - Enhancing Opportunities for Small, Woman and Minority Owned Businesses |
Administration & Finance |
Procurement Services |
Procurement Program Manager, 00218A (E. Henry) |
| October |
31-Oct |
Conduct Fit Testing |
Fit Test Report -ESHO |
Respiratory Protection |
Administration & Finance |
Environmental Health & Safety |
EH&S Officer, 00969 (S. Sarauw) |
| October |
Monthly |
DMBE Minority Effort Report |
Prepared for President Broderick for submission to the Governor's Office by the first Wednesday each month. Report highlights monthly list of procurement activities which support the SWAM initiative, purchase orders issued to certified SWAM vendors, and upcoming procurement opportunities. |
Executive Order 33 - Enhancing Opportunities for Small, Woman & Minority Owned Businesses |
Administration & Finance |
Procurement Services |
Procurement Program Manager, 00218A (E. Henry) |
| October |
Quarterly |
Fume Hood Evaluations - OCNPS, PERI, WQL |
Only report deficiencies to Work Management |
Chemical Hygiene |
Administration & Finance |
Environmental Health & Safety |
EH&S Officer, 00969 (S. Sarauw) |
| October |
Quarterly |
Internal Revenue Code: Form 941 - Federal |
By Oct 31 or Nov 10th, if all tax deposits made timely, Employers are required to file with the Internal Revenue Service Form 941 "Employers Quarterly Tax Return" for the prior quarter. |
26 CFR §1.6011 |
Administration & Finance |
Payroll, Office of Finance |
Payroll Accountant, 00785A |
| October |
Quarterly |
Virginia Employment Commission - Quarterly Reporting |
By Oct 31, file Form VEC FC-20 for the prior quarter reportable wages for all reportable employees covered under the Virginia Unemployment Compensation Act. |
VA Code §60.2-512 |
Administration & Finance |
Payroll, Office of Finance |
Payroll Manager, 00146A |
| October |
Quarterly |
Virginia Department of Taxation: Form VA-16 - State |
By Oct 31 of the year succeeding the calendar year in which wages were paid to an employee, the employer must file information returns for quarterly state tax reporting for the prior "fourth" quarter. |
VA Code §58.1-472 |
Administration & Finance |
Payroll, Office of Finance |
Payroll Accountant, 00785A and Payroll Manager, 00146A |
| October |
Quarterly |
Data Collection - Boiler Throughputs (Natural Gas and Fueld Oil) & Pathological Incinerator Amounts |
Data for July-September timeframe |
ODU Air Permit |
Administration & Finance |
Environmental Health & Safety |
Director, EH&S, FA734A (D. Alexander) |
| October |
Quarterly |
Financial Reports to Auditor of Public Accounts |
Transmit FTMFSYR, Fiscal Calendar, and FTMCTRL, System Ledger Control Report, to Auditor of Public Accounts, Department of Accounts at end of each quarter (sent by the end of the following month). Data is used by Department of Accounts for the Commonwealth Data Point website (ref SB934 memorandum. |
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Administration & Finance |
Data Control, Office of Finance |
Finance Systems Manager, 00290A |
| October |
Monthly |
Department of Human Resource Management |
By the 8th working day of the month, report to DHRM employee position data required in the EPR IV-C. DHRM has the responsibility for reporting the labor force utilization of State agencies to the Governor and the General Assembly. ODU reports monthly employment counts to DHRM on the EPR IV-C so that DHRM can meet its labor reporting responsibility to the Governor. |
Employers Position Report IV-C |
Administration & Finance |
Payroll, Office of Finance |
Payroll Accountant, 00785A |
| October |
Quarterly |
Prompt Pay Reporting |
By the 10th working day of the quarter, report to Department of Accounts for the prior quarter's payments, # late payments, total # payments with dues dates, $ amount of late payments and $ amount of total payments with due dates for inclusion in the Statewide Report on Financial Management and Compliance. |
VA Code §2.2-4347 - §2.2-4356 & §2.2-5004 |
Administration & Finance |
Accounts Payable, Office of Finance |
Financial Services Manager I, 01133A |
| October |
Monthly |
Capital Bond Drawdown Submissions - 0811, 0813, 0815, 0817 |
Virginia Department of Treasury and Bank of New York |
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Administration & Finance |
Budget Office |
Capital Accountant (Financial Services Specialist II), 00815 |
| October |
Monthly |
0300 & 0306 Daily Cash Balance Analysis |
Transmit Banner 0300 & 0306 daily cash balances to General Accounting, Department of Accounts by 5th working day of each month. This is a requirement set forth by Department of Accounts in our Decentralization Memorandum of Understanding. DOA uses this data to calculate our Auxiliary interest earnings and E&G reporting as required by the General Assembly staff. |
Decentralization Memorandum of Understanding |
Administration & Finance |
General Accounting, Office of Finance |
Manager of Accounting and Reporting, 00830A |
| October |
Monthly |
Local Auxiliary Analysis |
Prepare Banner revenue analysis for all local accounts and prepare ATV to CARS to record revenue and expense for this activity. It is a SCHEV requirement for agencies to submit this data to Department of Accounts by the 15th of each month.. |
SCHEV requirement |
Administration & Finance |
Data Control, Office of Finance |
Data Control Fiscal Technician, 00016A |
| October |
Monthly |
Confirmation of Agency Reconciliation and Exception Register |
As part of the statewide reporting, the institution must submit a signed confirmation form electronically to the Department of Accounts. The form is due before 30th of each month. |
Code of Virginia §2.2-802-803, §2.2-809 |
Administration & Finance |
General Accounting, Office of Finance |
Reconciliation Accountant, 00070A, |
| October |
Monthly |
eVA Dashboard |
Report of procurement transactions conducted outside of the eVA e-Procurement system which are in violation of the eVA Business Plan. |
eVA Business Plan effective July 1, 2004 |
Administration & Finance |
Procurement Services |
Office Manager, 00919A (J. Hall) |
| October |
Monthly |
Small Purchase Charge Card |
Monthly New Cardholder Agency Training |
CAPP Manual Topic 20355 |
Administration & Finance |
Procurement Services |
PCard Program Administrator, 00242A (A. Barcliff) |
| October |
Semi-Monthly |
Virginia New Hire Reporting Center |
Within 10 days of hire, report all new hires to the Virginia New Hire Reporting Center. |
VA Code §60.2-114(D) |
Administration & Finance |
Payroll, Office of Finance |
Payroll Benefits Supervisor, 01047A |
| October |
31-Oct |
The Energy Policy Act of 1992 (EPAct) |
By October 31 of each year, must file a report on all qualifying (excludes emergency vehicles and any vehicle with a GVWR of 8,500 lbs or higher) vehicle purchases for the Agency for the prior model year (September 1 - August 31). Requirement is that ¾ of qualifying vehicles purchased be alternatively fueled capable or that an appropriate number of Alt. fuel credits be purchased. |
Public Law 102-486, 10CFR Part 490 |
Administration & Finance |
Facilities Management |
Associate Director, Facilities Management 00420 |
| October |
1-Oct |
Institutional Information File UPDATES ONLY (SCHEV-II ) |
Academic program inventory information. |
Section 23-9.6:1 (SCHEV Duty 9) |
Academic Affairs |
Institutional Research & Assessment |
FP 373 Institutional Research Manager |
| October |
10/1 Odd Years |
Higher Education Restructuring Act - Biennium Academic Plan |
University academic planning aligned with the goals of the Higher Education Restructuring Act |
Section 23-38.88 of the Virginia Code. |
Finance & Administration with input from Academic Affairs |
Budget Office & Governmental Relations |
Budget Office & Governmental Relations |
| October |
10/1 Odd Years |
Higher Education Restructuring Act - Financial Plan |
Provides a summary of the resource needs associated with the Higher Education Restructuring Act Academic Plan. Overview of revenue requirements and tuition revenue scenarios. |
Section 23-38.88 of the Virginia Code. |
Finance & Administration with input from Academic Affairs |
Budget Office & Governmental Relations |
Budget Office & Governmental Relations |
| October |
9-Oct |
Consolidated Year-End Certificate for Financial Aid Programs and Unfunded Scholarships, 2006-07 (Public-Four only) (SCHEV-S1S2_PUB4) |
By October 9 of each calendar year, submit to SCHEV a hard copy report of state financial aid expenditures and tuition waivers. This summary data is provided for each state program exclusive of student specific data. T |
Section 23-9.6:1 (SCHEV Duty 9) |
Academic Affairs |
Institutional Research & Assessment |
00159 Assistant Director of Financial Aid for Technical Operations |
| October |
12-Oct |
Financial Aid Data File, 2006-07 (SCHEV-FA ) |
By October 12 of each calendar year, sumit via the secure web process an electronic, all inclusive data file for each financial aid recipient. This file incorporates data from the annual course enrollment file. |
Section 23-9.6:1 (SCHEV Duty 9) |
Academic Affairs |
Institutional Research & Assessment |
00159 Assistant Director of Financial Aid for Technical Operations |
| October |
17-Oct |
IPEDS - Institutional Characteristics |
Institutional description and offerings. Enrollment and admissions requirements, characteristics of entering class, undergraduate and graduate student charges. Price of attendance, athletic teams, |
The completion of the surveys is mandated by 20 U.S.C. 1094, Section 487(a)(17). The collection of racial/ethnic data in vocational programs is mandated by Section 421(a)(1) of the Carl D. Perkins Vocational Education Act. |
Academic Affairs |
Institutional Research & Assessment |
00258 Planning and Accountability Analyst |
| October |
17-Oct |
IPEDS - Completions |
Degrees conferred by level, area of study, race/ethnicity and gender. |
The completion of the surveys is mandated by 20 U.S.C. 1094, Section 487(a)(17). The collection of racial/ethnic data in vocational programs is mandated by Section 421(a)(1) of the Carl D. Perkins Vocational Education Act. |
Academic Affairs |
Institutional Research & Assessment |
FP 373 Institutional Research Manager |
| October |
17-Oct |
IPEDS - 12-month Enrollment |
Unduplicated Headcount, three semesters by gender, ethniciyt/race, and level, credit hour activity, |
The completion of the surveys is mandated by 20 U.S.C. 1094, Section 487(a)(17). The collection of racial/ethnic data in vocational programs is mandated by Section 421(a)(1) of the Carl D. Perkins Vocational Education Act. |
Academic Affairs |
Institutional Research & Assessment |
FP 373 Institutional Research Manager |
| October |
AYR - Oct |
S-1, S-2 Report |
Overall review of state fund activity for both graduate and undergraduate students for an award year. |
SCHEV Appropriations Reporting |
Student Engagement & Enrollment Services |
Student Financial Aid |
00159/Pol/Plan Spec. II |
| October |
AYR - Oct |
Financial Aid Data File (S-8) |
Report of all aid recipients of both state and federal funds for an award year. |
SCHEV Appropriations Reporting |
Student Engagement & Enrollment Services |
Student Financial Aid |
00159/Pol/Plan Spec. II |
| October |
1-Oct |
Fiscal Operations Report and Application to Participate (FISAP) Perkins Loan |
As part of the program participation agreements signed in connection with financial aid, the institution must complete the report for campus based programs and Federal Perkin Loans as designated by the U.S Department of Education in a timely manner. Filing the required FISAP reports also fulfills certain reporting requirements under Title IV programs. |
(34 CFR 673.3) (20 U.S.C 1087bb), (34 CFR 674.19, FWS (34 CFR 673.3) (42 U.S.C 2752), (34 CFR 675.19) and FSEOG (34 CFR 673.3) (20 U.S.C 1070b-3 (34 CFR 676.19), (20 U.S.C 1094). |
Student Engagement & Enrollment Services |
Report is submitted online by Office of Financial Aid) |
FA005/Assoc. Director |
| October |
1-Oct |
The Drug-Free Schools and Communities Act Amendments of 1989 |
Annual distribution to students and employees the institution's standards of conduct with respect to illegal drugs and alcohol, a description of the applicable legal sanctions and health risks; as well as availability of drug and alcohol counseling available to employees and students. Must also include a statement on sanctions the institution will impose for violation of the standards of conduct. The law does not mandate a particular date for distribution, but suggested distribution is to make this information part of the Annual Security Report distribution of which is required by October 1st of each year. |
20 U.S.C. § 1011i and 34 C.F.R. § 86.100 |
Student Engagement & Enrollment Services |
Student Health Center |
GA711A Director |
| October |
Quarterly |
Common Origination and Disbursement (COD) Monitoring (as required; determined by Dept. of Education) |
This report is not completed by the institution but is used as a monitoring took for the Federal Pell Grant and Federal Direct Loan programs. It is sent to the institution by COD providing information on unsubstantiated cash, unbooked direct loans, and potential overaward situation for Pell in order that appropriate action may be performed by the institution to ensure the accuracy of these funds between COD and the institution. |
Higher Education Act of 1965 and Higher Education Amendments of 1998 |
Student Engagement & Enrollment Services |
Student Financial Aid |
00859 /Fin & Audit Sv. Pract I & 00728/ Direct Loan Spec |
| October |
1-Oct |
The Drug-Free Schools and Communities Act Amendments of 1989 |
Annual distribution to students and employees the institution's standards of conduct with respect to illegal drugs and alcohol, a description of the applicable legal sanctions and health risks; as well as availability of drug and alcohol counseling available to employees and students. Must also include a statement on sanctions the institution will impose for violation of the standards of conduct. The law does not mandate a particular date for distribution, but suggested distribution is to make this information part of the Annual Security Report distribution of which is required by October 1st of each year. |
20 U.S.C. § 1011i and 34 C.F.R. § 86.100 |
Human Resources |
Human Resources for Employee Notification |
00856A Interim Director of HR |
| October |
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NCAA Academic Progress Report |
part of NCAA Academic Performance Program. Data includes reporting on the eligibility and retention of student-athletes on athletic scholarship. Report is due no later than 6 weeks after the first day of classes for the fall semester. |
NCAA Bylaw 3.2.4.4, 23.01.3.1 & 23.01.3.2 |
Intercollegiate Athletics |
Athletics |
Sandra Niedergall, Associate Athletic Director for Compliance and Student-Athelte Welfare (GP036) |
| October |
15-Oct |
Equity in Athletics Disclosure Act of 1994 |
Each coed institution of high learning that participates in Title IV programs , and has an intercollegiate athletic program, must make available on request to enrolled students, prospective students, and the public, the report required to be produced under this law. Online registration and passcodes are mailed from the Dept. of Education in September. Online survey can be updated and adjusted through October 31st. |
20 U.S.C. § 1092g; 34 C.F.R. §§ 668.41 and 47 CAA Article 3.01 B |
Intercollegiate Athletics |
Athletics |
Ken Brown, Senior Associate Athletics Director for Internal Operations (GA014) |
| October |
October |
NLI Commitment Form |
Yearly form submitted to conference office (CAA) declaring commitment and participation in the next cycle of the National Letter of Intent Program |
www.national-letter.org |
Intercollegiate Athletics |
Athletics |
Sandra Niedergall, Associate Athletic Director for Compliance and Student-Athelte Welfare (GP036) |
| October |
Annually |
Affirmative Action Plan |
Required analysis of ODU workforce compostion/utilization in comparison to the composition of the relevant labor pool since the University is a federal contractor. |
E.O. 11246; 41 C.F.R. § 60.1 |
President's Office |
Equity and Diversity |
Assistant Vice President Office of Institutional Equity and Diversity/FA489 and Acting Vice President for Human Resources/FA307 |
| October |
1-Oct |
Campus Sex Crimes Prevention Act |
This law was signed on October 28, 2000, and becomes effective on October 27, 2002. Notification may be accomplished by adding the statement to the Annual Security Report required by the Campus Security Act. Suggested deadline of Oct. 1 of each year to coincide with annual security reporting. |
Pub. L. No. 106-386 and 42 U.S.C. § 14071j and 20 U.S.C. § 1092(f)(1)(I) |
COO |
Public Safety |
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| October |
1-Oct |
Campus Security Act of 1990 |
The Campus Security Act requires colleges to report campus crime statistics and security measures to all students and employees by October 1 of each year. The annual security report must also be submitted to the Secretary of Education (over the internet). ODU's Public Safety office updates its website to make available the ODUPD Campus Security Newletter, with the previous years' statistics (i.e. 2006 statistics, in the 2007 issue of the Newsletter). By completing this project, this way, it allows the department enough time, to show compliance for the Campus Security Act of 1990, by October 1 of each year. |
20 U.S.C. § 1092(a)(1) (O ) and § 1092 (f) (5) and 34 C.F.R. § 668.46 and § 668.41 |
COO |
Public Safety |
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