Old Dominion University
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Office of the University Auditor


Of Special Interest...



Compliance Calendar - Various Deadlines

Due date (Month or Various) Due Date Compliance Activity Description Statute(s) VP Area Responsible Office Responsible Position Number and Title
As Needed
College Accreditation Reviews - Financial Trends Various External Accreditation Agencies   Administration & Finance Budget Office Assoc. VP for Admin & Finance, FA202
Various As Needed Status of IT Projects Valued at over $2M On a quarterly basis, the President, acting through the appropriate designee, shall report to the Information Technology Investment Board on the budget, schedule and overall status of the Institution's major IT projects.  This requirement shall not apply to research projects, research initiatives or instructional programs.  Level II Administration & Finance OCCS Assistant VP for Admin and Finance, FA 140A
Various Required annual notice is posted to the University Registrar's Office website, appearing daily. The Family Educational Rights and Privacy Act of 1974 (FERPA) Each educational agency or institution shall annually notify students currently in attendance, of their rights under FERPA.  Notification of these rights concurrent with fall registration is suggested, as the student needs to be told what information the student needs to be told what information the student has identified as directory information and notified of his/her opportunity to place a hold on release of directory information. 20 U.S.C. § 1232g(e); 34 CFR § 99.7   and distribution also referred to in 20 U.S.C. § 1092(a) SEES University Registrar FA026A1 University Registrar
Various 120 days before voter registration deadline. Required notice is posted to the University Registrar's Office website, appearing daily, with online link to Virginia and other voter registration websites. Voter registration provision in the Higher Education Act Amendments of 1998. This law does not apply in states without a voter registration requirement, or if the voter can register at the time of voting. For all other states, the institution must request voter registration forms from the state 120 days prior to the deadline for registering to vote and make the forms "widely available" to each student enrolled in a degree or certificate program and physically in attendance at the institution. Many states have voter registration forms online, which makes compliance easier and the timeline less onerous, as links can be posted in September for November elections covered under the law. Pub. L. No. 105-244, 112 Stat, 1581 (1998) and 20 U.S.C. §. 1094(a)(23)(A) SEES University Registrar FA026A1 University Registrar
Various Varies each year Clinical Laboratory Improvement Amendments (CLIA) of 1988 All clinical laboratories must be registered with the Centers for Mediicare and Medicaid, to participte in proficiency testing (identifiication of unknown test results with at least 80% accuracy), and to be inspected every 2 years. CLIA(Clinical Laboratory Improvement Amendents of 1988) Public Law 100-578:Section 353 of the Public Health Service Act (42 U.S.C. 263a Code of Federal Regulations, Part 493 (42 C.F.R. 493) Student Engagement & Enrollment Services Student Health Center GA711A Director
Various Minimimum of 3 times per term, pursuant to Federal regulations Return to Title IV Process (45 Day Cycle) Process that determines the amount of federal funds (if any) that must be returned to the appropriate accounts per student withdrawal activity. Higher Education Act of 1965 and Higher Education Amendments of 1998 Student Engagement & Enrollment Services Student Financial Aid 00478/Admin. & Prog Spc III
Various Every 3 years (next: 3/29/2017) Federalwide Assurance renewal Required to conduct federally-funded, non-exempt human subjects research. Renewal contains institutional identification, components over which the institution has legal authority, statement of ethical principals, information on how the institution applies the federal policies, designation of IRB(s) that can review research that takes place at the institution, and identification of the Human Protections Administrator and Signatory Official. 45 C.F.R. § 46 Research Office of Research FP324 - Director of Research Compliance
Various At least every 3 years or whenever there is a change in IRB membership Institutional Review Board (IRB) Registration Linked with the Federalwide Assurance. Provides information on the organization operating the IRB, the Signatory Official of the organization, name of the person providing the renewal information, information on how the IRB functions and the IRB roster. 45 C.F.R. § 46 Research Office of Research FP324 - Director of Research Compliance
Various Every 5 years (next: January 2017; submitted at the invitation of OLAW)) Office of Laboratory Animal Welfare (OLAW) Assurance renewal Agreement with the federal government to allow the conduct of animal subjects research. Renewal entails the submission of the Program of Animal Use and Care and supporting documents for detailed review by OLAW. PHS Policy, Animal Welfare Act, U.S. Government Principles for the Utilization and Care of Vertibrate Animals Used in Testing, Research, and Training Research Office of Research FP324 - Director of Research Compliance
Various As needed, within five days of request The Virginia Freedom of Information Act         ( FOIA) Guarantees citizens of the Commonwealth and representatives of the media access to public records held by public bodies, public officials, and public employees. § 2.2-3700 et. seq. of the Code of Virginia University Advancement University Advancement Son Nguyen, 00550A
Various As Needed Posting of Minutes - Board of Visitors All boards, commissions, councils, and other public bodies created in the executive branch of state government and subject to the provisions of this chapter shall post minutes of their meetings on such body's website, if any, and on the electronic calendar maintained by the Virginia Information Technologies Agency commonly known as the Commonwealth Calendar. Draft minutes of meetings shall be posted as soon as possible but no later than ten working days after the conclusion of the meeting. Final approved meeting minutes shall be posted within three working days of final approval of the minutes. Va. Code §2.2-3701.1 President's Office Board of Visitors Office University Policy Manager and
Executive Secretary to the Board of Visitors/FP167