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OLD DOMINION UNIVERSITY |
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Compliance Calendar - September |
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Due Date |
Compliance Activity |
Description |
Statute(s) |
VP Area |
Responsible Office |
| ?? |
Laboratory Safety Training |
One-time for new employees |
OSHA |
Administration & Finance |
Environmental Health & Safety |
| 9/1 |
University's SWAM Plan |
A plan that reviews practices, procedures and proposed criteria that identifies and removes barriers to allow increased SWAM participation. |
Executive Order 33 - Enhancing Opportunities for Small, Woman & Minority Owned Businesses |
Administration & Finance |
Materiel Management |
| 9/7 |
Early Enrollment Estimate, Fall 2007 (SCHEV-EEE ) |
By the date specified by SCHEV (normally between first and second week of fall semester), submit to SCHEV estimated numbers of enrollment for the fall semester, together with certain first-time freshmen information. |
Section 23-9.6:1 (SCHEV Duty 4) |
Academic Affairs |
Institutional Research & Assessment |
| 9/14 |
Institutional Catalog(s) Survey (Catalog ) |
Print version of undergraduate and graduate catalogs plus links to online versions. |
SCHEV Guidelines for Reporting |
Academic Affairs |
Institutional Research & Assessment |
| 9/15 |
Teacher Education and Licensure II (SCHEV-VITAL ) |
By the date specified by SCHEV (normally around Sep - Oct), submit to SCHEV beginning cohort of students enrolled in Teacher Education and Licenture Program in the previous summer, and continuing cohort of students who were reported as beginning students in previous VITAL sessions who were not exited before, and exiting cohort of students who exit before summer semester. |
Section 23-9.6:1 (SCHEV Duty 9) |
Academic Affairs |
College of Education |
| 9/15 |
Tuition Payment Credit Reporting Requirements |
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Administration & Finance |
Human Resources provides information to Payroll for computing taxable educational aid. |
| Mid-September |
Capital Initiatives Financial Feasibility Studies |
Virginia Department of Treasury |
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Administration & Finance |
Budget Office |
| Mid-September |
Equipment Trust Fund Submissions |
SCHEV |
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Administration & Finance |
Budget Office |
| Mid-September Thru October |
Activity Base Budget Submission |
Virginia Department of Planning and Budget |
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Administration & Finance |
Budget Office |
| 9/21 |
Admission Requirements, Fall 2007 (SCHEV-B10 ) |
Admissions requirements, entering student SAT and High School GPA profile, advanced placement scores for credit. |
Section 23-9.6:1 (SCHEV Duty 9) |
Academic Affairs |
Institutional Research & Assessment |
| 9/30 |
The Veterans' Readjustment Benefits Act (VETS 100) |
Required annual report on the number of veterans and disabled veterans that are ODU employees since the University is a federal contractor. |
41 C.F.R. § 61-250.10 |
Administration & Finance |
Human Resources provides data & EEO files the report |
| 9/30 |
Conduct Fit Testing |
Fit Test Report - Report to Work Management |
Respiratory Protection |
Administration & Finance |
Environmental Health & Safety |
| 9/30 |
Radiation Safety Committee Meeting |
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NRC License |
Administration & Finance |
Environmental Health & Safety |
| 9/30 |
Semi-annual Radioactive Materielas Inventory |
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NRC License |
Administration & Finance |
Environmental Health & Safety |
| 9/30 |
Radiation Lab Surveys |
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NRC License |
Administration & Finance |
Environmental Health & Safety |
| 9/30 |
Pell Grant Program |
Final Closing Deadline |
Higher Education Act of 1965 and Higher Education Amendments of 1998 |
Institutional Advancement |
Student Financial Aid |
| 9/30; every 5 yr cycle |
Program Participation Application Agreement |
Reapplication to continue participation in Federal financial aid programs (every five years) |
Higher Education Act of 1965 and Higher Education Amendments of 1998 |
Institutional Advancement |
Student Financial Aid |
| Late September |
Auxiliary Fund Balances Report |
SCHEV |
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Administration & Finance |
Budget Office |
| Monthly |
DMBE Minority Effort Report |
Prepared for President Broderick for submission to the Governor's Office by the first Wednesday of 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 |
Materiel Management |
| 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 |
| Quarterly |
Fume Hood Evaluations - KDH, MGB, Spong |
Only report deficiencies to Work Management |
Chemical Hygiene |
Administration & Finance |
Environmental Health & Safety |
| Quarterly |
Reporting IT Security Audit Results to VITA |
At least once each quarter, each Agency Head or designee shall submit to the CISO a report containing the following information: A record of all IT Security Audits conducted by or on behalf of the Agency during that quarter, including all findings, whether the Agency concurs or does not concur with each, and the status of outstanding corrective actions for all IT Security Audits conducted by or on behalf of the Agency previously.
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SEC502 section 2.5.4 |
Administration & Finance |
Report prepared by Internal Audit Office Signed and submitted by VP, Administration & Finance |
| 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 |
Institutional Advancement |
Student Financial Aid |
| 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 |
Disbursements, Office of Finance |
| Monthly |
Prompt Pay Reporting |
By the 10th working day of the month, report to Department of Accounts for the prior months 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 |
Disbursements, Office of Finance |
| Monthly |
Capital Bond Drawdown Submissions - 0811, 0817 |
Virginia Department of Treasury |
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Administration & Finance |
Budget Office |
| Monthly |
0306 Daily Cash Balance Analysis |
Transmit Banner 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. |
Decentralization Memorandum of Understanding |
Administration & Finance |
Data Control, Office of Finance |
| 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 |
| 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 |
| 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 |
Materiel Management |
| Monthly |
Small Purchase Charge Card |
Monthly New Cardholder Agency Training |
CAPP Manual Topic 20355 |
Administration & Finance |
Materiel Management |
| 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 |
Disbursements, Office of Finance |
| September |
Health Histories Required: immunizations |
Requires new full-time students to submit health history and documentation of immunizations according to the guidelines of the American College Health Associations. Student Health Services blocks the 2nd registrations for those students not meeting the requirements for both fall and spring semester. |
State of Virginia 23-7.5 Code of Virginia |
Student Affairs |
Student Health Center |
