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OLD DOMINION UNIVERSITY |
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Compliance Calendar - Varying Deadlines |
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Due Date |
Compliance Activity |
Description |
Statute(s) |
VP Area |
Responsible Office |
| 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 Services |
Student Health Center |
| 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 |
Institutional Advancement |
Institutional Advancement |
| 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 |
Institutional Advancement |
Student Financial Aid |
| As Needed |
College Accreditation Reviews - Financial Trends |
Various External Accreditation Agencies |
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Administration & Finance |
Budget Office |
| 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 |
| Every 3 years (next: 8/18/2008) |
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 |
| 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 |
| Every 5 years (next: January 2012; 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 |
| 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) |
Academic Affairs |
University Registrar |
| 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) |
Academic Affairs |
University Registrar |
