Academic Standards

(Note: Changes in the following standards and policies may go into effect periodically.)

The following are policies that apply specifically to graduate students; however, additional Hamline University policies apply as well. Visit www.hamline.edu/policies for more information.

Dishonesty of any kind in relation to academic work threatens the integrity of the academic enterprise and is prohibited at Hamline University. Such dishonesty includes plagiarism, ghost writing, and falsifying official information concerning one’s academic background or status.

Plagiarism is the unacknowledged use of another person’s work or ideas. Any passage copied verbatim, with small changes, or in paraphrase must be acknowledged with a citation. Ghost writing is preparing work for another or having another prepare one’s own work.

When a student is found to be in violation of the academic integrity policy, academic penalties may be prescribed by the instructor of the course in question including, but not restricted to, the requirement of additional work, an assignment of a failing grade on the work in question, or a failing grade for the entire course. When a student is found to have falsified official information, the administrative official responsible will determine whether the violation merits suspension from the university.

The student has the right to appeal the instructor’s or administrator’s decision to the appropriate graduate school dean, and if still dissatisfied, to the Vice President for Academic and Student Affairs. In the case where the dean is the instructor or administrator, a second member of the school/program faculty will be asked to perform an independent investigation and make a recommendation. The decision of the Vice President for Academic and Student Affairs is final.

Students must make satisfactory progress toward their degree or license. Students who, for example, have poor class attendance records, fail to complete several courses, or have a consistently low GPA may be suspended at the discretion of the program dean/ director and the faculty advisory committee.

Hamline University is committed to ensuring all qualified students equal access to academic and extracurricular activities. The goal of Disabilities Services is to enable students with disabilities to maximize their educational potential and to develop independence and self-advocacy skills to the fullest extent possible within the standard university curriculum.

Both Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990 governs Hamline University. Section 504 of the Rehabilitation Act of 1973 prohibits discrimination on the basis of disability against people in programs or activities receiving or benefiting from federal financial assistance. The ADA of 1990 is a federal civil rights law that guarantees equal opportunity for individuals with disabilities in state and local government services, public accommodations, employment, transportation, and telecommunications. It upholds and extends the standards for compliance set forth in section 504 to include all policies, procedures, and practices that impact the treatment of students with disabilities.

Hamline requires:

• Recent and appropriate documentation from a qualified professional to verify the need for accommodations, adjustment, and/or services
  
• Current documentation, including testing and diagnosis information, that has occurred within the past three years
  
  
• Consultation with the student in determining appropriate accommodations, adjustments, and/or services timely requests for all accommodations, especially testing
   
• Advance notice for any requests for alternate format materials. These materials can take up to six to eight weeks to obtain
  
• A meeting with Disability Services at the beginning of each semester to review accommodations and to keep professors updated

Services and support provided may include, but are not limited to:

• Alternate format reading materials
  
• Books on tape
  
• Braille
  
• Large print
  
• Assistive technology in accommodations room
  
• Classroom note takers
  
• Strategies for studying
  
• Sign language interpreters
  
• Testing services
  
  
  • Extended time
    
  • Reader
    
  • Reduced distraction room
    
• Advocacy and tools for self-advocacy
  
• Assistance with accessibility issues
  
• Disability information for the University
  
• Meetings with prospective students
  
• Referrals for assessments
  
• Priority registration if needed
  
• Individual meetings
  
• Community links
  
• Liaisons to faculty, staff, and other university services

Undergraduate and graduate students who need accommodations should contact Kathryn Rainbolt, director of disability services, at 651-523-2521. If any student feels that the provisions in the above policy are not being met, they should contact Alan Sickbert, dean of students and grievance coordinator, located in Dean of Students Office, Old Main 112, or by telephone at 651-523-2134.

Students are not permitted to attend classes for which they are not registered.

Students are expected to attend all course meetings and to turn in all course work as assigned. Students who are unable to attend a class or submit an assignment in a timely manner should inform their instructor in advance. Academic penalties, including failure of a course, may be imposed for missing class meetings or late assignments. Expectations for online courses are handled on a course-by-course basis.

Students who miss class to observe religious holidays or to attend political caucuses will not be penalized if arrangements are made with the instructor in advance.

If class assignments include group work, each student in the group must contribute his or her fair and proportionate share to the project.

Students may not submit substantially similar work or material for more than one course unless they obtain permission from the instructors of all applicable courses. This applies to courses taken simultaneously or in different terms.

In the unlikely event that course enrollment does not reach the minimum, the course will be canceled. Students are notified seven days in advance.

Graduates are honored at the annual commencement ceremony held at the end of each spring term. Clearance of all financial obligations is essential in order to receive a diploma. Diplomas are distributed within six to eight weeks following commencement. The transcript degree conferral date is the date when final requirements are met or the term end date (when earlier).

Students are expected to evaluate their current courses and quality of instruction at the conclusion of every course. If a student has a concern outside the evaluation process, it is recommended that the student first address the instructor. If unable to resolve the concern, the student should consult with the program dean to discuss both informal and formal processes for dealing with the concern. In a case where the instructor is the dean, the student should consult with the Vice President for Academic and Student Affairs.

The fundamental principle underlying this policy is that an academic community must be open to discourse and full participation by each of its members. Discrimination or harassment designed to silence, stigmatize, marginalize, or exclude any individual is not only unjust and unfair, but also is incompatible with the university mission to educate and to seek truth.

Hamline University will not tolerate harassment or discrimination based on race, color, gender, ethnic background, national origin, sexual orientation, marital or parental status, disability, religion, age, or veteran status in its employment or educational opportunities. This policy is intended to prevent such discrimination or harassment, if possible, and to remedy any discrimination or harassment that does occur firmly, fairly, and promptly. All students, faculty, staff, and employees must comply with this policy. Independent contractors against another independent contractor or an employee of an independent contractor shall not interpret this policy to allow complaints. In addition, if Hamline cannot apply this grievance procedure, Hamline reserves the right to pursue any other avenue of redress available.

Retaliation for bringing or participating in any investigation or proceeding under this policy will not be tolerated and will be independent grounds for discipline. Nothing contained in this policy limits any rights of Hamline University or in any way restricts Hamline University from investigating or taking appropriate remedial action.

Where harassment conduct may also constitute sexual violence, the university’s Sexual Violence Policy may also apply and should be reviewed. Among other things, an assault should be reported to the Dean of Students office, Safety and Security, and/or the Saint Paul Police Department; a grievance may be initiated under this policy; criminal proceedings may be initiated and may be pursued concurrently with, and/or in addition to, proceedings under this policy and/ or any other university investigation or proceeding. The university reserves the right to advise criminal authorities under any circumstances it deems appropriate.

The Board of Trustees approved this policy on May 4, 1993.

Discrimination Defined and Prohibited

It shall be a violation of Hamline University employment policies and academic rules, punishable as set forth below, for any Hamline employee or student to discriminate against any member of the Hamline community with respect to any employment or educational opportunity on the basis of race, color, gender, ethnic background, national origin, sexual orientation, marital or parental status, disability, religion, age, or veteran status.

Harassment Defined and Prohibited

It shall be a violation of Hamline University employment policies and academic rules for any Hamline employee or student to harass any member of the Hamline community on account of race, color, gender, ethnic background, national origin, sexual orientation, marital or parental status, disability, religion, age, or veteran status. Hamline will not tolerate any such harassment and will take appropriate remedial action, including discipline. There are two types of harassment: sexual harassment and harassment by personal vilification.

1. Sexual Harassment - Sexual harassment includes unwelcome sexual advances, requests for sexual favors, sexually motivated physical contact and other verbal or physical conduct or communication of a sexual nature (1) when submission is made a term or condition, explicitly or implicitly, of obtaining employment or education; (2) submission or rejection is used as a factor in decisions affecting the individual’s employment or education; or (3) which has the purpose or effect of substantially interfering with an individual’s employment or education or creating an intimidating, hostile, or offensive employment or educational environment.
   
2. Harassment by Personal Vilification - Harassment by personal vilification includes oral remarks, written remarks, or conduct which (1) are based upon any perceived or actual personal characteristic (race, gender, etc., as listed in 2.01, above), and (2) are used to create an intimidating or hostile working, learning, or living environment for any individual or group of employees or students.

Procedures

The university will attempt to promptly resolve all complaints of harassment, but reserves the right in its sole discretion to alter the time limits set forth in these procedures in accordance with the academic schedule or otherwise. Among others, the grievance representative, grievance mediators, and investigators, are authorized to extend deadlines.

The President has designated to the Dean of Students in Student Affairs division, the responsibility for the selection, training, and coordination of the grievance representative, mediators, investigators, and hearing committee. In all appointments the Dean of Students will consult with the deans of the College of Liberal Arts, Graduate School of Education, Graduate School of Liberal Studies, Graduate School of Management, and School of Law, and the student government leaders of the College of Liberal Arts and the School of Law.

The grievance representative’s role is to receive complaints under this policy and initiate grievance proceedings. Copies of reports from all levels shall be sent to the grievance representative. The name of the grievance representative may be obtained from the Dean of Students office, the academic deans’ offices, Human Resources, or Bush Library.

The grievance mediator’s role is to seek a mutually agreeable resolution to a grievance. A list of approved mediators for the discrimination and harassment complaints will be kept in the offices of the grievance representative, Dean of Students, and the academic deans.

No one shall be permitted to serve on a grievance committee if a complaint is made against them. If accusations are made against the President, the chair of the Board of Trustees, or a Board member as assigned, will make the final decision.

After a complaint is initiated, the following steps can occur:

• Level I Mediation, in which both parties attempt to arrive at a mutually satisfactory resolution with the aid of a trained mediator. If mediation does not resolve the grievance, it goes on to:
  
• Level II Investigation
  
• Level III Hearing

Designated Official

The mediated resolutions, investigator’s findings, or recommendations of the hearing committee will be forwarded for review and approval to the university official the Dean of Students designates.

Definition of Policy Terms

1. “Complainant” means a person (or persons) who alleges discrimination or harassment.
   
2. “Respondent” means a person (or persons) against whom discrimination or harassment is alleged.
   
3. The word “days” when used in a relationship to time limits herein means working days (not calendar days).

Complaint Initiation

An individual may confidentially meet with the grievance representative to review the options available. Upon receipt of a written complaint, which is signed and dated, the grievance representative will either select a mediator and forward the complaint to Level I mediation, or bypass the mediation process and forward the complaint to Level II Investigation. The mediator has similar discretion to proceed under Level II rather than Level I, if s/he deems it appropriate. The grievance representative will notify the respondent and provide a copy of the complaint.

If the complaint is assigned to a Level I mediation, the selection process of the mediator will be completed within five (5) days. The complainant and respondent will each be allowed to reject one mediator in which case another mediator will be selected.

The grievance representative will inform the Dean of Students that a complaint has been filed. The Dean of Students will check with the files to determine whether any previous charges have been recorded. Confidentiality will be maintained as reasonable/appropriate, but cannot be guaranteed.

Level I Mediation

Level I is a phase in which the selected mediator will mediate for the complainant and the respondent. The mediator’s sole authority is to advise both parties in an attempt to seek a mutually agreeable resolution if possible.

The mediator’s duties shall be to:

• Confidentially advise and assist both the complainant and the respondent in regard to proper procedures to seek resolution of the conflict.
  
• Attempt to a) secure a mutually acceptable resolution of the issue or b) to declare the issue at an impasse and advise the complainant on the Level II and Level III procedures.
  
• If the matter is resolved the mediator will report the case to the grievance representative and the designated official including the nature of allegations and the mediated resolution of the dispute. The mediated solution will be the official resolution of the case only upon review and approval by the designated university official.
  
• If the issue is not resolved to the satisfaction of both parties within ten (10) days after the selection of the mediator or if the alleged harassing behavior continues, the mediator will declare the dispute at an impasse and the grievance will proceed to Level II.
  
• If the matter moves to Level II or Level III, the mediator will forward the name of the complainant and respondent, the complainant’s written statement, information gathered during mediation and a summary of the mediation process.

Level II Investigation

The following is the customary procedure for investigation at Level II.

1. The Dean of Students in the Student Affairs division will establish a list of investigators. The grievance representative will assign an investigator. The names of the complainant and the respondent, the complainant’s written statement, information gathered during mediation, and a summary of the mediation process will be provided to the investigator.
   
2. The investigator will investigate the charges and make a determination within ten (10) days.
   
3. The investigator will use reasonable means to preserve confidentiality, but confidentiality cannot be guaranteed and disclosure of information may be necessary.
   
4. Based on his/her investigation the investigator will issue a written determination of whether or not there is probable cause to believe the policy was violated. The determination shall summarize the allegations, the evidence and the findings. The determination will be sent to the complainant, the respondent, and the grievance representative. In addition, a determination of probable cause will be sent to the Dean of Students and to the appropriate vice president (if a staff member is involved) or to the faculty member’s dean (if a faculty member is involved) and a determination of no probable cause will be sent to the designated official.
   
5. The respondent shall have ten (10) days after a determination of probable cause is sent to respond in writing to the grievance representative; a request for a hearing must be included in the response and made within that time period or a hearing shall be waived. If the respondent fails to timely respond, the determination may be deemed admitted and the Hearing Committee will review the determination and suggest sanctions to the designated official who shall then issue the final decision (including remedial measures), which shall not be subject to further review or appeal. If a timely request for hearing is made, the grievance representative will begin the hearing procedures.
   
6. If there is a determination of no probable cause, the complainant may appeal by making a request for hearing to the grievance representative in writing within ten (10) days after the determination is sent. If no timely request for hearing is made, the designated official shall review the determination and issue his/her decision. If the designated official agrees with the determination of no probable cause, his/her decision shall be final and binding. If the designated official determines that there is probable cause, s/he shall issue a written determination summarizing his/her decision, which shall then be treated as a finding of probable cause by the investigator, and Steps 4 and 5 above shall then apply.
   
7. In appropriate circumstances, the grievance representative may extend any deadline(s).
   
8. The office of the Dean of Students in the Student Affairs division will maintain files of all proceedings including mediated settlements and investigations resulting in a no probable cause determination. These files will be kept separate from regular student and employment files. These files will be available to mediators and investigators in any future case involving any of the same parties.

Level III Hearing

Upon initiation of the hearing procedures the grievance representative will convene the Hearing Committee. The Hearing Committee will be convened as soon as reasonably possible after receipt of a timely request for hearing.

The Hearing Committee will consist of the following:

• One undergraduate, law, or graduate faculty member from each academic unit represented,
  
• One exempt staff member,
  
• One nonexempt staff member,
  
• One undergraduate, law, or graduate student from the academic unit where the complainant and/or respondent is enrolled,
  
• One floating representative dean, associate or assistant dean from the area (undergraduate, law, or graduate school) where the complaint originates, or in cases where the complaint originates from the administrative staff, the vice president, chief officer or dean from that administrative area. The selection and representation of the Hearing Committee should be sensitive to the nature of the case. A new committee will be established bi-annually to hear cases for each academic year. The grievance representative in specific cases may remove committee members if there is a conflict of interest. If a committee member is so removed, the grievance representative will replace that individual with an individual of the same status.

1. The respondent and the complainant may review the investigation files. Court rules of evidence will not apply, nor will court rules of civil procedure apply. Fair and efficient resolution of the dispute will be the goal.
   
2. The respondent and complainant may be accompanied by an advocate for support but the advocate may not participate in the proceedings.
   
3. The hearing committee will meet and select its own chair and secretary to record the proceedings. The committee will review the case to determine (1) whether the facts, as alleged, are true, (2) whether the facts found to be true constitute discrimination or harassment under this policy and (3) make recommended sanctions. The committee may call individuals before it to inquire about the allegations.
   
4. Within ten (10) days after the hearing, the committee will meet with the designated representative to review its decision on the matter, including its recommended sanctions. These sanctions may include, depending on the severity of the offense and past history, one or more of the following:
   
   
   • Reprimand, public or private;
     
   • Appropriate community service;
     
   • Continued employment or attendance at the university being subjected to certain conditions;
     
   • Denial of salary increases;
     
   • Demotion or reassignment of teaching or supervisory responsibilities;
     
   • Suspension from attendance at the university for a specific period, or suspension without compensation for a specified period;
     
   • Dismissal from employment or expulsion from attendance at the university. Any sanction may be accompanied by required corrective action, such as treatment and/or counseling. As part of its recommendation the committee will include a suggested course for future assessment as it relates to faculty or staff review.
     
5. The designated representative will review each decision including the recommended sanction, and will, within ten (10) days, accept, reject, or modify the committee’s decision and/or sanction with a statement of reasons. The designated representative will send written notice of the decision and the action to be taken to the parties, the respondent’s supervisor and the grievance representative within this allotted time period. The respondent’s supervisor shall be responsible for implementation of any action specified in the final disposition. In the case of a student respondent, the Dean of Students shall be responsible for implementation.
   
6. A copy of the investigator’s files, answer, hearing committee decision and the designated representative’s decision will be kept in the Dean of Students office for ten (10) years. Investigators in subsequent investigations of other cases under this policy may obtain these records. Sanctions under this policy will not preclude other actions or disciplinary procedures. The university affirms its right to use these records in any kind of administrative, governmental or judicial proceedings outside Hamline in which they are relevant or necessary.

Grade Appeal: Students wishing to appeal a grade should first contact the instructor. If the matter remains unresolved, the student may appeal to the program dean and, if still dissatisfied, to the Vice President for Academic and Student Affairs. In the case where the instructor is the program dean, first appeal will be to the instructor, and the second appeal will be directly to the Vice President for Academic and Student Affairs. The decision of the Vice President for Academic and Student Affairs is final.

Grade Changes: Grade changes may be applied for up to a year after the grade was officially recorded in the Registrar’s office. An Incomplete (I) grade may be updated to a final grade up to four months after the end of the registration term; otherwise, the I will convert to an N grade. (See Time Limits below;)

Grades: The following grades may be assigned:

Grade		Value/Definition
A		4.00
A		3.70
B+		3.30
B		3.00
B-		2.70
C+		2.30
C		2.00
C		1.70
D+		1.30
D		1.00
D		.70
F		0.00
AU		Audit-no credit given-attended class
EX		Registration extended to following term
I		Incomplete
N		No credit
P		Pass-credit awarded
W		Withdrawn

Students may occasionally have the option of choosing a grading system (letter grade, pass/no pass, audit, etc.) and must identify this preference at the time of registration. To protect student identity and confidentiality, grades are not given out over the telephone or faxed, and transcripts are not released if a student’s account balance is not current. For official transcript information, call 651-523-2345 or check www.hamline.edu/transcript.

1. Audit Grades: Generally, students may audit master’s level courses on a space-available basis and with the permission of the program office. Students who audit a course will not receive academic credit for the course. Upon completion, a final grade of AU is assigned to the student’s permanent record. Auditors participate in all classroom activities, projects, and assignments but do not receive evaluation for their work. Graduate School of Liberal Studies writing courses and EdD courses may not be audited. Contact the program office for audit registration and fee information. Students intending to audit a course must submit a registration form with needed approvals to the Registration and Records office (LG 113E) no later than the last day to add or drop the course. The decision to audit is irreversible.
   
2. Grades for Degree Program and Licensure Students: For masters and doctoral students, only grades of “B” or better, or Pass, are acceptable toward graduation. Exceptions are described below. All grades appear on students’ official transcripts, but only letter grades are calculated into the GPA. Grades for courses transferred into a graduate degree program at Hamline are not calculated into students’ GPAs. Degree program and licensure students may view final grades on Piperline at www.hamline.edu/piperline approximately two weeks after the last day of class. Students without a PIN should come to the Student Administrative Services office (LG 113E) during office hours with their student ID to obtain one, or call 651-523-3000.
   
3. Grades for Graduate School of Education Students: Students in the Master of Arts in Education (MAEd) and Master of Arts in ESL programs receive a Pass/No Credit upon completion of the capstone. All education licensure advanced practica are taken Pass/No Credit (except for the Advanced Reading Practicum and Keyboarding Practicum, which are taken for a letter grade). All other education licensure course work that is to be used toward licensure must be taken for a letter grade. Education licensure students must maintain a 3.0 GPA in order to be recommended for any licensure. The practicum seminar and exit interview are taken for no credit, but a “P” is issued upon completion of the processes.
   
4. Grades for Graduate School of Liberal Studies Students: Residencies, internships, and capstone projects are graded on a Pass/No Credit basis, while all other classes are assigned a letter grade. Sampler courses may be taken by degreeseeking students for a letter grade or for Pass/No Credit. Sampler classes taken for Pass/No Credit may not be used for degree credit.
   
5. Grades for Graduate School of Management Students: Letter grades are assigned for all courses, including capstones, except for Hamline Dialogues, which are taken by degree-seeking students on a no-credit basis. Hamline Dialogues may be used to meet seminar requirements but are not used for degree credit. GPA 8992 Dissertation II and GPA 8993 Dissertation III are graded on a Pass/No Credit basis.
   
6. Repeat Grades/GPA for All Students: Students who receive a course grade of C- or below may retake the course. The original grade will remain on the transcript. The most recent course grade will be used in computing the GPA.

If your Hamline University account is in arrears, a financial hold is placed on your student account. You will be eligible to receive or request an official transcript or a diploma only after an obligation is cleared and the financial hold is removed.

An enrolled student who is an active reservist called to active duty in one of the armed military services may receive a future credit in the amount of tuition paid during the term the student withdraws. Tuition paid includes cash payments, student loans, Pell Grants, Minnesota State Grants, SEOG grants and outside scholarships paid on the student’s behalf. Hamline scholarships and grants are not included in determining the future credit.

The Financial Aid office will apply the credit to the student’s account during the term the student re-enrolls. The amount of the future credit will be determined by student accounts and Financial Aid in consultation with the Registrar’s office. A student receiving the credit will be provided with a letter at the time of withdrawal stating the terms of the credit. A copy of the letter will be filed with Financial Aid, Student Accounts, and Registrar’s office for the student’s file. The credit will be valid for no more than three years from the date the student commences the non-voluntary military leave. Students should contact the Registrar’s office with copies of all military orders.

Name change requests for current students must be made to Registration & Records (Law Grad 113E). Hamline alumni may make requests to either their respective alumni or registrar’s office.

1. Current and Former Students: All current and former students have the opportunity to change their names on institutional records upon the production of evidence showing the student name has been officially changed, accompanied by a written request from the student. A certified copy of a court order, a marriage certificate, or a dissolution decree reflecting the new name in full are examples of the evidence required to support an official name change. Diplomas are issued with the student’s legal name on file at the time of degree completion.
   
2. Gender Changes: A certified copy of a court order is required, along with a written request from the student in order to change gender and name on institutional records.
   
3. Minor Variations in Names: Minor changes in names can be made without a court order at the discretion of the Registrar (for example, spelling corrections or revisions). In these instances the student must provide documentation such as a current driver’s license with photo, Social Security card, or resident alien card.

The Hamline registration website at www.hamline.edu/registration lists registration instructions, course information, an academic calendar for the term, and registration forms for degree and licensure students. Registration closes the day before the beginning of the course. Courses involving travel or other events may have earlier deadlines.

All Hamline course offerings are available at www.hamline.edu/ classschedules and at www.hamline.edu/registrar/classes.

Contact Student Administrative Services at 651-523-3000 (Law Grad 113E) if you have questions related to registration.

1. Degree Program and Licensure Students Register for master’s and doctoral level classes on Piperline at www.hamline.edu/piperline.
   
2. Continuing Studies and Sampler Student Registration is available by mail, fax, or in person in the Student Administrative Services office (Law Grad 113E). Publications are available listing courses; however, the most current are always listed on Piperline. Early registration is recommended as classes may fill. However, students may register for classes up until the first day of class as long as the class is still open.
   
3. Special Registrations such as independent studies, internships, field experiences, capstone, advanced practicum, personal assessment, and other individual projects require specific registration forms and approvals. The appropriate forms are available online or in the program offices. Prior to submitting a special registration, students should consult their advisor or a faculty member regarding the format of the project. Students approaching their capstone projects should meet with a faculty advisor for guidance well before the registration term begins. Most special registrations require the permission of the project advisor, and sometimes that of the program dean or director. The student is responsible for obtaining all necessary permissions before submitting the registration to Student Administrative Services.
   
4. Registration Processing: Registrations for all students are processed on a first-come, first-served basis. Registrations received from students with registration holds will not be processed until the hold (financial or administrative) is released. For degree - and licensure-seeking students, a $50 late fee is charged when registrations are received on or after the day the term begins. This fee will also be charged if a registration cannot be processed by that deadline because of a registration hold (administrative or financial).
   
5. Maximum Credit Loads: The maximum credit load allowed for all degree programs (except Graduate Education MAT) is eight semester credits per term, unless permission is received from program dean, director, or faculty advisor. The maximum credit load for Graduate Education MAT students is sixteen semester credits per term.
   
6. Enrolling after the Class Start: Instructor permission is required to add a course after the class has started. Appropriate forms to add/drop are available in Student Administrative Services (Law Grad 113). MAEd learning community students should contact the program coordinator.
   
7. Enrolling after the Class Ends: Instructor permission is required to add a course after it has ended. Registration requests received up to one year after a course has ended will be processed; later requests will be denied.
   
8. Confirmation of Registration: Students can check their Piperline schedules to confirm registration at www.hamline.edu/piperline. Students may request their Piperline pin by calling Student Administrative Services at 651-523-3000.

Access to student records, which complies with the Family Educational Rights and Privacy Act of 1974 (FERPA), is described below:

1. Definitions
   

   Record: A record includes any data or information about you and related individuals, regardless of the media used to create or maintain the record.

   Education Records: Educational records include records maintained by the institution but exclude records maintained by individuals and available only to those individuals or designated substitutes (that is, “personal files”). Your educational records are located and maintained by administrators in one or more of the following offices: Admissions; Alumni Relations; Financial Aid; Registration & Records; Student Accounts, and your academic program office. Note: The Registration & Records office is the only university office authorized to issue official transcripts and certify students’ enrollment status. All requests for such documentation must be directed to that office.

   Public Information: Public information (also called “directory” information) consists of your name, address, e-mail address, phone number, dates of attendance, class standing, full-time or part-time enrollment status, previous institutions attended, major/ minor field of study, degrees and awards. Records of arrests and/or convictions are public records and thus not subject to university policy. Note: If you wish to restrict the release of your directory information, you must do so by notifying the Graduate Schools Registrar (Law Grad 113E).
   

2. Release in Emergencies: The confidentiality of all records may be broken in an emergency if deemed necessary by the severity of the emergency, the usefulness of the records, and the extent to which time is critical.
   
3. Release to You: Your records are available to you with the following exceptions: confidential letters of recommendation submitted prior to 1975; records of your parents’ financial status; records related to your student employment that are subject to other laws and are administered by the Human Resources office; medical and psychological records (which will be released only to a healthcare professional designated by you) and, if you signed a voluntary waiver of access, letters of recommendation related to admission, candidacy for awards, and candidacy for employment-these records may be used only for the purpose originally intended. You may see any of your available records within 45 days after submitting a written request to the Registration & Records office, either in person or by mail. You will receive an interpretation of the record upon request, at or after the time that access is granted.
   
4. Release to Hamline Faculty and Staff: Your records are available to members of the faculty and staff (school officials) who have a legitimate need for them, as determined by the administrator of the office responsible for maintenance of the record.
5. Release to Others: Except as specified below, your records will be released only upon completion of a consent form or letter you have signed. Any such release will include a notice that further release by the recipient is prohibited by law. A record of the release will be maintained.

   Records about you will be released without your consent to your parents if you are a dependent as defined by the Internal Revenue Service; to federal officers as prescribed by law; as required by state law; to agencies or individuals conducting educational research (provided that the administrator of the records is satisfied concerning the legitimacy of the research effort and the confidentiality to be maintained by the researcher); to agencies responsible for accreditation of the institution or its programs; in response to a lawful subpoena, after making reasonable attempts to provide prior notification and opportunity for objection by you; and to institutional security officers when necessary for a criminal investigation.
   

6. Retention of Records: Hamline University reserves the right to maintain only those records it considers useful and to set retention schedules for various categories of those records. However, the administrator responsible for each category of records will ensure that a record being challenged is not destroyed prior to resolution of the dispute.

   Transcripts and other documents submitted from other institutions or agencies are the property of Hamline University and will not be reissued to applicants, students, alumni, or any other party.

Section 484 of the Higher Education Act (HEA) requires that students maintain satisfactory academic progress (SAP) in their courses of study in order to receive financial aid under the program authorized under Title IV of the HEA. Because Hamline University is committed to ensuring that its graduate and professional students are successful in completing their degree programs, their progress is monitored on an annual basis and those not meeting SAP criteria may be placed on financial aid probation and eventually suspended from receiving financial aid. This policy applies to all institutional grants, federal and state work-study funds, federal loans, state loans and private loan programs.

1. Standards of Satisfactory Academic Progress: Financial Aid may only be granted to graduate and professional students who: 1) maintain a cumulative grade point average, after the first two terms, that is equal to or greater than the graduation standards published by their individual program; 2) successfully complete a minimum of 67 percent of all hours attempted at Hamline University; and 3) complete their programs of study within a period of satisfactory academic progress that is not more than 150 percent of the hours normally required for the degree.
2. Minimum Cumulative Grade Point Average: In order to maintain Financial Aid eligibility, graduate and professional students must maintain a cumulative GPA that is equivalent to the graduation standards published by their program.
3. Minimum Completion Rate: Financial Aid can only be disbursed to students who satisfactorily complete 67 percent of all credits attempted. Satisfactory grades are “A,” “B,” “C,” “D,” “P,” and “HP.” Unsatisfactory grades are “F,” “I,” “W,” and “N.” Failure to maintain a minimum 67 percent completion rate will result in a financial aid warning for the next term. Failure to raise the overall completion rate equal to or above the minimum 67 percent by the end of the “warning” term will result in a student being ineligible to receive financial aid, including student loans, until the student raises his/her overall completion rate to the minimum 67 percent.
4. Maximum Timeframe: As a prerequisite to receiving financial aid, graduate and professional students must complete their programs of study by attempting no more than 150 percent of the credits normally required for attainment of the degree. For example, if a degree program can normally be completed with 50 credit hours, a student’s financial aid eligibility will typically end once the student has attempted 75 credit hours, whether the student has attained the degree or not. Attempted credits include all grades of “F,” “W,” “I,” and “N.” Repeated courses are counted as attempted credits each time they are attempted. All transfer credits accepted by Hamline University count as attempted credits.
5. Monitoring Process: Every financial aid applicant’s academic progress will be monitored at the end of each year. The assessment will be based on the student’s entire academic record, including all transfer hours accepted. All of a student’s academic coursework is considered in the review process, without regard as to whether or not the student received financial aid for the term(s).
   
   Automated reviews are conducted by the Office of Financial Aid in concurrence with the Registration & Records Office at the end of each year, when program grades are anticipated. For programs that do not operate on a normal academic schedule, review dates are revised. Because grades may not be available before the next scheduled term begins, it is possible that financial aid may be disbursed before the review is conducted. In the event that a student is found to be ineligible for the financial aid that has been disbursed due to failure to meet one of the Standards, the aid that was disbursed will be canceled and returned to the appropriate program(s). If the student successfully appeals and is granted a probationary period, the aid can be reinstated for that term.
6. Financial Aid Probation and Termination: Students who do not meet the standards of the Financial Aid SAP policy at the end of their second semester will automatically be placed on financial aid probation for the following semester. At the end of the probation period, students will be removed from financial aid probation if they are determined once again to be making satisfactory progress as outlined above. However, financial aid will be terminated if a student is still not making satisfactory academic progress. Students who are academically dismissed (and not reinstated on appeal) by the dean of their program are immediately terminated from receiving financial aid, without a probation period.
7. Unsatisfactory Status: Students who are not in compliance with all aspects of the SAP policy are considered to be in an unsatisfactory status. A student whose status is determined to be unsatisfactory is not eligible to receive financial aid until the student: 1) attains the required minimum standards by successful completion of additional credits without the benefit of financial aid, or 2) is granted probationary financial aid during the appeal process, or 3) attains by the end of the probationary period the required minimum standards.
8. Appeal Process: Students who have been warned or who have had eligibility for financial aid suspended due to unsatisfactory academic progress may appeal to the Director of Financial Aid for an extension of time to meet the standards detailed in this policy. A student whose academic performance was affected by circumstances beyond his or her control including, but not limited to, personal or family accident; illness or crisis; death of a close family member; loss of employment or employment transition; or divorce, may request a review of his or her situation.
   
   To appeal the warning or denial of financial aid due to extenuating circumstances, a student must, within 15 days of notification, submit a letter detailing the circumstances that were beyond his or her control. The letter must be directed to the Financial Aid Director identifying how those circumstances affected his or her ability to meet the satisfactory progress standards. Additionally, independently verifiable supporting documentation from an identifiable third party is required in most instances.
9. Appeal Decisions and Probationary Periods: The Director of Financial Aid with the Registrar will issue a concluding opinion. A second appeal may be filed with the Vice President for Academic and Student Affairs, whose decision in all cases will be final. A student may have financial aid reinstated for an additional probationary semester under the following circumstances: 1) The student appeal is approved by the Director of Financial Aid in conjunction with the Registrar; 2) Incomplete coursework is made up, thus advancing the student’s cumulative credit standing and grade point average; and 3) The student completes required coursework at another institution during an academic leave of absence and has been officially readmitted to Hamline.
10. Reinstatement of Eligibility Upon Meeting the Standards: A student who has failed to meet the SAP Standards will be reinstated for financial aid eligibility upon the following conditions: 1) The student’s Hamline University transcript demonstrates that the student now meets all of the SAP standards and 2) The student has submitted a financial aid application for the current award year.

The following section outlines the Hamline University Student Judicial System. The sections preceding and including “Interim Suspension” apply to all undergraduate, law, and graduate students. The sections including and following “Judicial Process” through “Disciplinary Records” outline the undergraduate and graduate judicial process only. Law students should refer to the “Code of Conduct” section of the School of Law policies.

Principles of Community

Hamline University is committed to providing an environment conducive to:

• The acquisition of knowledge, and the skill and wisdom to contribute to society in constructive ways;
  
• The creation and maintenance of an honest, just, intellectual, and educational atmosphere;
  
• The promotion of a diverse community through the creation of free flowing discussion and analysis of ideas and values of many kinds; and
  
• The protection of the human rights, health, safety, welfare, and property of all members of the university, and the property of the university itself.

The university is further committed to fostering an educational environment based upon mutual respect. Such respect promotes a community in which all students feel free to pursue their education and extracurricular activities. Students are encouraged to respect the person and property of others and to listen and learn from differences rather than dismiss them. Given the geographic, racial, ethnic, and cultural diversity that exists in the Hamline community, the goal of achieving a safe, supportive, and productive educational community for all students requires mutual respect for the person and property of one another and the university, as well as adherence to the policies and rules regarding student conduct. To this end, certain basic principles of community have been developed to govern the conduct of undergraduate, graduate, and law students as members of the university community. In addition, each academic unit has its own set of policies and procedures that also governs the behavior of its respective members. Nothing in these policies is a contract. Hamline University reserves the right to change and/or replace any portion of these policies at any time. For revised policies, please see the following website: www.hamline.edu/policies.

Judicial Code

The Principles of Community outline the behavior that is expected of all students at Hamline University; the Judicial Code details behavior that is prohibited. Having voluntarily enrolled at Hamline University, all students agree to abide by the rules and regulations set forth in the Judicial Code. Each student is responsible for conforming his/her conduct to this code and all applicable federal, state and local laws.

Hamline University considers its Judicial Code as a statement of minimal expectations and seeks to foster a commitment to the highest standards of ethical behavior. The university views its judicial processes as a learning experience that is intended to result in the growth and understanding of individual responsibility on the part of all parties.

The following conduct or attempted conduct by any student or student organization, whether acting alone or with other persons, are unacceptable and shall be grounds for discipline. Students are also expected to comply with all other standards of behavior normally expected in a university whether expressly stated below or not.

1. Academic dishonesty and academic misconduct, including but not limited to plagiarism and cheating. Matters of academic integrity are referred to the academic dean of each respective unit.
   
2. Physical abuse, verbal or written threat, intimidation, harassment, coercion, sexual violence, and any conduct, which threatens or endangers the health or safety of any person.
   
3. Conduct which threatens the mental health, physical health, or safety of any person or persons including hazing, drug or alcohol abuse, and other forms of destructive behavior.
   
4. Forgery, falsification, alteration, fabrication, or misuse of identification cards, records, grades, diplomas, university documents, or documents submitted to the university or misrepresentation of any kind to a university office or official.
   
5. Intentional disruption or obstruction of lawful activities of the university or its members including their exercise of the right to assemble and to peaceful protest.
   
6. Disorderly conduct including, but not limited to public intoxication, lewd, indecent or obscene behavior, libel, slander, and illegal gambling.
   
7. Illegal purchase, use, possession, paraphernalia or distribution of alcohol, drugs, or controlled substances, or any violation of the Hamline University Alcohol Policy.
   
8. Hamline University maintains a strict policy prohibiting weapons in the University community, including legal and authorized weapons. Use of any firearm, explosive, weapon, dangerous chemicals, or biological agents on university property or at any University function is prohibited. Items, which are considered dangerous, include but are not limited to swords, pellet or BB guns, knives, paintball guns, and bows and arrows.
   
9. Unauthorized entry, use, or occupation of university facilities.
   
10. Theft of or damage to personal or university property or services (including technological services), and illegal possession or use of the same.
    
11. Failure to comply with directions of university officials or law enforcement officers acting in performance of their duties and/or failure to identify oneself to these persons when requested to do so.
    
12. Interference with or misuse of fire alarms, emergency telephones, elevators, or other safety or security equipment or programs.
    
13. Violation of published university policies, rules, or regulations including residence hall policies.
    
14. Violation of any federal, state, or local law.

Jurisdiction

Generally, university jurisdiction and discipline shall be limited to conduct which occurs on university premises or at university functions or which adversely affects the university community and/or the pursuit of its objectives. The university has the right to impose discipline for off-campus conduct, which affects students, other members of the university community, or the university.

• An allegation of a violation of academic integrity and academic progress shall be handled through the dean’s office of the academic unit in which the student accused is enrolled.
  
• An allegation of hate crime, racial or sexual harassment shall be handled pursuant to the university’s Discrimination and Harassment Policy. The discrimination/harassment grievance coordinator has the right to refer matter-involving students to the student Judicial Board.
  
• An allegation of violation of the Residential Life Policy shall be handled pursuant to the Residential Life Judicial System. Residential Life also has the right to refer matters to the student judicial system. For more information, contact the Residential Life Office at 651-523-2061 or see additional policies at www.hamline.edu/reslife.
  
• Any other allegation of a violation of the Judicial Code will be handled pursuant to the applicable academic unit’s process. When all the complainant(s) and respondent(s) are enrolled in a single academic unit, the complaint shall be subject to the judicial process of that unit. When only one student is accused and the complainant(s) and the respondent are enrolled in more than one academic unit, the complaint shall be subject to the judicial process of the academic unit in which the respondent is enrolled. Following are the academic units: College of Liberal Arts, School of Law, Graduate School of Education, Graduate School of Management, and Graduate School of Liberal Studies.
  
• In the event of any alleged violation which does not fall within one of the above categories or which falls in one or more categories or if there is more than one respondent and they are enrolled in different academic units, the Dean of Students in Student Affairs, in consultation with the appropriate academic dean(s), shall decide which process shall be used. The Dean of Students decision is final. Normally, a complaint about a particular factual allegation shall be the subject of a complaint under one and only one Hamline University disciplinary procedure and shall not be pursued under any other disciplinary procedure.
  
• Normally (except as otherwise required by applicable law), a complaint must be brought within one year after the event(s) complained about or discovery of the event(s)-whichever occurs later and, if not, the complaint will be dismissed as untimely.

Interim Suspension

In appropriate circumstances, the Dean of Students in Student Affairs, or designee, may impose a university or residence hall suspension without or prior to any hearing before a judicial body. Interim suspension may be imposed:

• To ensure the safety and well-being of members of the community or preservation of university property;
  
• To ensure the student’s own physical or emotional safety and well-being; or
  
• To minimize disruption of or interference with the normal operations of the university.
  
• Interim suspension may be imposed for any student who is charged with a felony.

During the interim suspension at the sole discretion of the Dean of Students or Director of Residential Life, students shall be denied access to the residence halls, apartments, and/or to the university (including classes) and/or other university activities or privileges for which the student might otherwise be eligible.

Judicial Process

(Important: The following sections apply to undergraduate and graduate students, not law students. Law students see the “Code of Conduct” section within the School of Law Policies section.)

• The Dean of Students in Student Affairs has authority to supervise and implement the judicial process, to appoint and train judicial and appeal board members, to impose sanctions and to modify, suspend, and apply this process.
  
• The Judicial Officer (typically the Assistant Dean of Students) is designated by and responsible to the Dean of Students in Student Affairs for the Hamline University Student Judicial System. The Judicial Officer coordinates the judicial system, conducts hearings, chairs the judicial board, coordinates inter-academic unit complaints, and apprises students of available support and advisory resources.
  
• The Judicial Officer may hear any case against student(s) and may impose sanctions up to and including university expulsion.
  
• The Judicial Officer may refer any case to the mediation or judicial board when it is appropriate at his/her discretion.
  
• The judicial board shall hear cases that are referred by the Judicial Officer. The judicial board may impose sanctions up to and including expulsion from the university. The judicial board is appointed by the Judicial Officer and selected from a pool of members from the designated academic units. The Judicial Officer, who has no vote, chairs the judicial board.
  
• The appeals board shall have the final decision in every case appealed. The appeals board, appointed by the Dean of Students in Student Affairs, is selected from the designated academic unit. The appeals board has jurisdiction to hear appeals of decisions of the Judicial Officer, or the judicial board that meet the criteria set forth in this policy. The Dean of Students chairs the appeals board and is a voting member. The decision of the appeals board will be final. If not appealed to the appeals board, the decision of the Judicial Officer or the judicial board shall be final.

Procedures

Complaint Initiation and Filing of Charges

A complaint may be made by a student, a student organization, and a member of the Hamline community, or by Hamline University. A complainant who wishes to file a complaint may meet with the Judicial Officer to review the options available. Upon receipt of a written complaint, the Judicial Officer will conduct a preliminary inquiry into the nature of the complaint and the identity of the individuals and/or organizations involved. A complaint may be made against a student(s) or a student organization(s).

Notification of Changes

The respondent(s), and/or student organization(s) will receive written notification of charges and procedures for arranging a prehearing conference. Normally, the notice will be delivered no later than three business days after the complaint was filed. The prehearing conference must be scheduled and kept within five (5) business days of the date of the letter. Failure to keep or schedule a pre-hearing conference will result in a hearing being scheduled.

Mediation

Persons who desire a mediated resolution should discuss this option with the Judicial Officer, at which time the judicial process and the student(s)’ rights and responsibilities will be fully explained. If all parties agree to mediate, the judicial officer will select a mediator. If any party rejects mediation, or mediation fails, the Judicial Officer will forward the process through the judicial system.

Pre-Hearing Conference

During this meeting the Judicial Officer will explain the charges, inform the respondent(s) of his/her rights, discuss hearing procedures, explain the list of possible sanctions, and the respondent will indicate how s/he pleads to the alleged charges.

Determination of Sanction or Hearing Body

The Judicial Officer will decide the matter, determine a sanction, or, if appropriate, will refer the case to the judicial board.

Issuance of Decision

Normally, within five (5) business days of the hearing, each party will be notified in writing of the decision reached and the resulting sanctions.

Appeal

Any party can appeal the decision of the Judicial Officer or judicial board in accordance with the requirements stated in the “Appeals” section.

Deadline

Any deadline may be modified or extended by the Judicial Officer, judicial board, or appeals board.

Rights of Complainants and Respondents

• Each party will be contacted and given written notice of the charges stating the alleged facts upon which the charges are based, the section of the Judicial Code that has allegedly been violated, and the date by which the pre-conference hearing must occur.
  
• Each party will be provided a copy of the complaint during the pre-hearing conference meeting.
  
• The respondent is not required to appear or testify against him/ herself, but failing to do so may be interpreted as evidence of guilt.
  
• Each party may present relevant evidence including any written statements, oral statements, and/or physical exhibits, may question witnesses, and may present arguments.
  
• Each party may consult with one advisor during a hearing before the Judicial Officer or judicial board. The advisor shall not question witnesses, argue, or otherwise be heard except at the request of the Judicial Officer.
  
• Each party shall have any protection afforded by the Family Education Rights and Privacy Act.
  
• Each complainant and each respondent have a right to appeal or review a hearing.

Judicial Hearing Process

The purpose of a hearing is to provide the opportunity for the complainant(s) and the respondent(s) to present all relevant testimony and evidence with regard to alleged violations of the Judicial Code. It is the responsibility of the judicial hearing bodies to impartially deliberate and evaluate all relevant testimony and evidence, to determine whether or not the respondent is responsible for the violations. When appropriate, administer sanctions. Following is the judicial process that will be used by the Judicial Officer and the judicial board:

• Judicial hearings are administrative in nature. All decisions will be made based on the preponderance of evidence.
  
• Judicial hearings are closed to parties not directly related to the case. All hearings will be tape-recorded. The record shall be the sole property of Hamline University. Hamline University will publish data related to the activity of the judicial proceedings on a periodic basis.
  
• Advisors have no standing in judicial hearings, except to provide advice to their respective parties in a quiet manner and off the record. Advisors do not represent or speak for their respective parties, except at the request of the Judicial Officer.
  
• The Judicial Officer will preside at each hearing and direct the proceedings.
  
• The order of presentation at the hearing will be as follows:
  
  1. Introductions and reading of each complaint by the Judicial Officer;
     
  2. Presentation of testimony/evidence/witnesses by the complainant(s);
     
  3. Presentation of testimony/evidence/witnesses by the respondent(s);
     
  4. Closing statement by the complainant(s);
     
  5. Closing statement by the respondent(s).

In cases where the grievance is heard by the judicial board:

• The judicial board members may ask questions at any time subject to limitations of relevance, as determined by the Judicial Officer. Each party may ask questions relevant to the charges with permission of the Judicial Officer.
  
• All deliberations of the judicial board are made in closed sessions. The decision of the judicial board shall be made by majority vote. Both parties will be orally informed of the judicial board decision as soon as possible following the hearing.

Normally, all parties will be informed of the judicial decision in writing within five (5) business days after the hearing. The decision of the Judicial Officer or judicial board, and any evidence presented, shall be treated in accordance with applicable law and shall be subject to subpoena by appropriate civil and criminal court authorities, and may be used in any administrative or judicial proceeding in which it is relevant.

Sanctions

The following sanctions may be imposed upon any student found to have violated the Judicial Code or any other university policy:

1. Warning. A verbal or written notice given to a student whose behavior is in violation of university policy. May be given in conjunction with other disciplinary sanctions.
   
2. Probation. A specified period of time in which a student must demonstrate acceptable behavior and/or comply with certain conditions in order to continue enrollment at Hamline University. Guidelines for a student’s behavior may be included as conditions of the probation. Any offense committed during the probation period or failure to comply with applicable conditions, or failure to demonstrate acceptable behavior may result in residence hall or university suspension or expulsion. Students on probation are not allowed to participate in room draw. The duration of time on probations will be determined by the hearing officer or judicial board with a minimum time of one semester (4-6 months).
   
3. Loss of Privileges. Denial of university-related activities or specific privileges for a specified period of time, including but not limited to:
   
4. Fines: Fines will be issued to students involved in drug or alcohol policy violations. A combination of sanctions totaling a monitary fine of $150.00 is the standard sanction for first offenses. Fines will double with each additional violation.

1. Ineligibility to serve as an officer or member of any university organization, to participate in intercollegiate competition, to receive any award from the university;
   
2. Restriction from using specific facilities/services
   
   
   1. Restitution. Reimbursement for loss, damage or injury. Compensation may take the form of appropriate service and/or monetary or material replacement.
      
   2. Other Sanctions. Work assignments, service to the university, community volunteer service, research reports, mandatory assessments and other assignments that fit within the educational mission of the Judicial System.
      
   3. Residence Hall Suspension. Removal of the student from the residence halls for a definite period of time, after which the student may be eligible to return. Conditions for readmission may be imposed.
      
   4. Residence Hall Expulsion. Permanent removal of the student from the residence halls.
      
   5. University Suspension. Involuntary removal of the student from the university for a definite period of time, after which the student may be eligible to return. Readmission to the university may be granted after the conditions of the suspension have been satisfactorily met. The disciplinary sanction of suspension will be recorded on the student’s official transcript.
      
   6. University Expulsion. Involuntary, permanent removal of the student from the university. The disciplinary sanction of expulsion will be recorded on the student’s official transcript.

More than one of the sanctions listed above may be imposed for any single violation. A more severe penalty may be imposed for a first offense or before any lesser penalty. Progressive discipline is not required.

Other than university suspension and expulsion, disciplinary sanctions shall not be made part of the student’s permanent academic record, but shall be incorporated into a disciplinary record for that student. (See Disciplinary Records.)

In addition to all sanctions provided above, a penalty of deactivation may be applied to any group or organization. Deactivation means loss of all privileges, including university recognition, permanently or for a specified period of time.

Prior disciplinary records may be used in determining sanctions.

Appeals

A decision reached or a sanction imposed by the Judicial Officer or any accused student or complainant to the appeals board may appeal the judicial board. The appeal must be initiated by delivering a written notice to the Dean of Students in Student Affairs within ten (10) business days after the written decision is sent to each party. Appeals must be based on one or more of the following:

1. New evidence not reasonably available at the time of the original hearing, the absence of which can be shown to have had a detrimental impact on the outcome of the hearing;
   
2. Whether the original hearing was conducted with due process;
   
3. The sanction imposed was not appropriate.

The appeals board will determine whether the grounds for appeal have been asserted and whether further process is necessary to resolve the appeal. Normally, the appeals board will make a decision based on the written submissions within ten (10) business days, or direct that further process take place.

In appropriate circumstances, the appeals board may remand cases submitted with new evidence or itself conduct a hearing on such new issue(s) and decide the specific issue(s) raised in the appeal.

The decision and/or sanction may be confirmed, overturned, altered, or dismissed. All decisions made by the appeals board are final. The Academic Vice President of Hamline University is informed of all decisions and sanctions made by the Appeals Board.

Disciplinary Records

The Dean of Students in Student Affairs retains disciplinary files of the Hamline University Student Judicial System. Access to disciplinary records is provided in accordance with the provisions of the Family Educational Rights and Privacy Act of 1974, amended. Disciplinary files are normally maintained for seven years after graduation. Disciplinary files for students who withdraw from the university, are suspended or expelled for disciplinary reasons, are maintained for an indefinite length of time depending on the circumstances.

Hamline University reserves the right to notify parents of dependent students when judicial action has resulted in a suspension, expulsion, or loss of housing privileges. In addition, parents of dependent students maybe notified of alcohol or drug violations when a student is found responsible and receives a sanction of probation.

Disciplinary and hearing records may be disclosed by Hamline University in appropriate circumstances such as, for example, in lawsuits and administrative proceedings in which they are relevant, or pursuant to subpoena or court order.

Nothing in this policy shall restrict or prohibit civil or criminal proceedings against any person, and civil or criminal proceedings may be brought notwithstanding any proceedings under this policy.

For Hamline graduate degree and licensure students, full-time status is defined as 8 semester credits per term and half-time status is 4 semester credits per term. For graduate education continuing studies students, full-time status is defined as 12 semester credits per term and half-time status is 6 semester credits per term.

Hamline University recognizes the growing importance of technology as a means to support its missions of education, research and service, and therefore provides faculty, students and staff with access to technology, which includes a high-speed local area network, access to shared network software and storage space, public computing facilities, support services, on-line Library databases and access to the Internet. In return users of Hamline’s technology must be committed to complying with university policies and applicable law on appropriate use of these systems. All users of Hamline’s technology are expected to observe the highest standards of responsibility and ethics. In general this means that an individual’s use of technology should not infringe on the rights of other users, utilize an unfair share of system resources, or interfere with the normal operation of the computer system.

Because we are an academic community, the faculty, students and staff of Hamline University honor intellectual property, respect the privacy of data, and respect the rights of others. As a carrier of information, Hamline University does not subject users’ files to prior review. However, the University does make its best effort to educate the community in responsible use and respond when violations are pointed out.

Each information technology resource-those existing on campus as well as external ones to which we are connected-has an owner. Attempts, even unsuccessful ones, to use or access any resource without the permission of the owner are a violation of this policy. All assessors must respect conditions of access and use stipulated by the owner. Although individuals are not the owners of accounts assigned to them (Hamline University is the owner), they are the owners of the files they create, and have rights to privacy and responsibilities to control access by others. You must respect others’ rights when you communicate with them over networks. Anything less than adherence to the letter and spirit of copyright laws and regulations is unethical and possibly illegal. Users must obtain permission of the creator or publisher to copy software written by others. Users must abide by license agreements controlling copying and use of software and data files of all kinds (text, audio, graphics, video, etc.)

University resources are provided solely for the education and research mission of Hamline University and may not be used for commercial or for-profit purposes. Users who express opinions and positions through the university’s IT resources must make clear that these opinions and positions are those of the individual who posts them, not of the university. Because Hamline University is the owner of all IT resources granted to users, the university reserves the right to deny use to those who have used them in an irresponsible manner. Offenders may also be subject to disciplinary action through existing structures for faculty, students and staff, as described in relevant handbooks.

People who use both on-campus and external network media (including any communication performed on the network for any purpose) must do so responsibly and in a manner that constitutes respectful behavior as defined in the faculty, staff, and student handbooks. It is unethical not to adhere to this type of behavior, even when communicating with people outside the Hamline community. For example, no form of harassment, as defined in the student, faculty and staff handbooks, will be tolerated within any media. In addition, all communications must include the sender’s complete network address, unless the service explicitly invites anonymous communication. If someone requests you stop communicating electronically with him/her, you are required to do so immediately.

Questions concerning this policy should be directed to the Chief Information Officer, 651-523-2630.

Appropriate Use of Technology

1. Use of Computers is a Privilege
   Hamline University maintains a variety of computing and network resources for use by students, faculty, staff, and guests in support of the university’s mission of education, research, and service. Access to these resources is a privilege, and the university can revoke that privilege if university policies are not followed.
   
2. Only Appropriate Uses Are Permitted
   Hamline’s technology may be used by students, faculty, staff, and guests for appropriate uses only, as defined in the policies.
   
   1. Appropriate uses of Hamline’s computer systems include primary uses and secondary uses. Technology can be used for the following primary uses:
      
      
      • Learning;
        
      • Research;
        
      • Teaching;
        
      • Internal and external communication/collaboration;
        
      • University administrative functions;
        
      • Authorized extra-curricular activities;
        
      • Access to the Internet for appropriate uses defined in this policy;
        
      • Other uses supported in the current version of the Hamline University student/faculty/staff handbooks, or in other university policies;
        
      • Other uses that support the professional activities of the faculty and staff.
        
   2. Hamline’s technology may also be used for secondary uses, as long as such uses do not interfere with staff and faculty work duties. At times, however, it may be necessary to restrict secondary uses if they interfere with primary uses. Secondary uses include:
      
      
      • Personal communication;
        
      • Personal projects;
        
      • Recreational activities.
3. Prohibited Uses
   Prohibited uses are those uses, which interfere with or are contrary to appropriate uses of the computer systems or network, furtherance of the university’s mission, or compliance with the university’s policies or applicable law. Prohibited uses of the university’s technology include:
   
   
   1. Interference with the operation of any university computer systems or network;
      
   2. Interference with the security of any university computer systems or network;
      
   3. Unauthorized attempts to alter files or systems;
      
   4. Making unauthorized changes to the configuration or wiring of equipment;
      
   5. Intentionally damaging software or hardware;
      
   6. Intentionally disrupting the university’s network, website, or email systems;
      
   7. Removing software or hardware from Hamline’s computer systems without authorization;
      
   8. Use of Hamline computer systems for personal or private commercial gain without appropriate authorization from a Hamline University cabinet member;
      
   9. Use of university technology to access or change non-public information about any individual, or to access, without authorization, any email, voice mail, or other communications intended for another individual.
      
4. Internet Activities
   Use of the Internet must be in compliance with all applicable laws and university policies. The following guidelines should be observed:

   Software may be downloaded from the Internet only when the owner of the software has granted permission for doing so.

   Users should scan all downloaded software for viruses. Copyrighted materials (including text, graphics, video and audio) downloaded from the Internet, should only be used with the permission of the copyright holder, or to the extent allowed by fair use.

   All personal and organizational web pages published by users of the Hamline computer system should clearly indicate who has created them. No one may create a presence on the Internet, such as a home page, which purports to be an official publication of Hamline University, without the written approval of the Hamline University Vice President for University Relations. See the Hamline University Web Policy for more information.

   Confidential information from personnel files or student records cannot be placed on or transmitted through the Internet, unless it is appropriately encrypted or secured.

Compliance with Applicable Law

1. Various Laws Apply to Use of Technology
   The privilege of using Hamline’s technology is conditioned upon the technology user complying with all applicable law. Applicable law includes the law relating to defamation, pornography, trade secrets, theft, copyright, criminal actions, and sexual harassment.
   
2. Compliance with Copyright Laws for Software
   Nearly all computer software is protected by the copyright laws. The exceptions to this rule are so few that users of Hamline’s technology should assume that all software on Hamline’s computer system, on third party systems, or available through the Internet is protected by copyright, unless there is clear information to the contrary. Simply stated, the copyright laws allow a user of software to use the software, load it onto the hard drive of a computer, and retain the original disk as an archive copy. The copyright laws do not allow a user to modify the software, make more copies of it, store copies on both a home and a university computer, or distribute the software through the Internet, unless the license agreement permits those activities. Unless a user of Hamline’s computer systems knows that any of those activities is permitted by the applicable license agreement, users of Hamline’s computer systems shall not copy any software, modify any software, load copies of it onto a network or on multiple hard drives, or distribute the software in any way, including through the Internet.
   
3. Licensing of Computer Software
   All users of Hamline’s technology must cooperate with Hamline in ensuring that the university properly obtains all software included for use within Hamline’s technology. Users should refer to Hamline University policies on Information Technology Software Purchases. Obtaining copies of software without appropriate licenses or using software in a manner beyond the rights granted in any license are violations of this and other university policies, and can subject the individuals involved to discipline.
   
4. Use of Unlicensed Software
   All software installed on the university’s computer systems must be properly licensed, either by the university, or by the individual user. The university will monitor its computer systems to ensure that unlicensed software is not installed on its computers. Individuals who install software on their office computers must keep records to show that this software is properly licensed, and they must inform the network manager that the software has been installed.
   
5. Compliance with Copyright Laws for Text, Audio and Video
   Nearly all written, audio, and pictorial (including graphics and video) material is protected by the copyright laws, regardless of whether it is in a hard copy, an electronic copy, or on the Internet. The exceptions to this rule are so few that users of Hamline’s technology should assume that all such materials in hard copy or available in electronic form or through the Internet are protected by copyright, unless there is clear information to the contrary. Simply stated, the copyright laws allow a user to read, listen to, or view the copyrighted material. The copyright laws do not allow a user to modify a copyrighted work, make copies of it (beyond those allowed by fair use), distribute copies of a work through the Internet, or broadcast a copy of a work (such as in the case of video or audio) on any channel or network. As with materials from a library or other sources, the user is responsible for using materials obtained off the Internet in compliance with the copyright laws and the Hamline University Information Technology Responsible Use Policy for Copying.

Hamline University Information Technology Responsible Use Policy for Copying

Because we are an academic community, the faculty, students and staff of Hamline University honor intellectual property, respect the privacy of data and recognize the rights of others. In turn, each individual has a responsibility to use copying and reproduction technologies in a responsible manner, consistent with the overall Technology Use Policy. Anything less than adherence to the letter and spirit of copyright laws and regulations is irresponsible, unethical, and possibly illegal.

Respect for intellectual labor and creativity is vital to academic discourse and enterprise. This principle applies to works of all authors and publishers in the media. It encompasses respect for the right of acknowledgement, the right to privacy and right to determine the form, manner, and terms of publication and distribution.

Because printed, recorded, and digitized information is easily reproduced, respect for the work and personal expression of others is critical. All assessors must respect conditions of access and use stipulated by the owner of a given resource. Violations of authorial integrity including plagiarism, invasion of privacy, unauthorized access and copyright violations may be grounds for sanctions against members of the Hamline community. The University does not exercise prior review of copied materials. However, the University does make its best effort to educate the community in responsible use and respond when violations are pointed out.

Protected Works Include Eight Categories:

• Literary works
  
• Musical works, including any accompanying words
  
• Dramatic works, including any accompanying music
  
• Pictorial, graphic and sculptural works
  
• Motion pictures and other audiovisual works
  
• Sound recordings
  
• Architectural works, including drawings, blueprints and the final structure

All Hamline faculty, students, and staff are held accountable to the Hamline University Information Technology Responsible Use Policy for Copying.

Individuals, not Hamline University, will be held accountable for liability for willful infringement of copyright laws.

Security of Computer Systems

1. Protection Against Unauthorized Access
   Each individual desiring access to Hamline’s computer systems must comply with the procedures administered by Hamline’s Information Systems department for obtaining a password and systems access. Each individual is responsible for choosing and protecting an appropriate password for that person’s access to the university computer systems. Each individual is responsible for all actions taken and uses of the computer systems made under that individual’s password. Faculty, staff, students, and guests shall not share passwords, post them on computer terminals, or otherwise communicate a password to anyone, other than their supervisors at Hamline and Hamline technical systems personnel.
   
2. Unauthorized Internet Access
   Each individual is responsible for proper and lawful use of the Internet when it is accessed using Hamline technology. The rules for use of the Internet are basically the same as for use of Hamline’s computer systems and use of paper documents. Prohibited uses of the Internet include all the prohibited uses of the university’s computer systems defined in this policy, as well as any other uses of the Internet which would be a violation of applicable law. For example, Hamline’s technology cannot be used to access the Internet for the sending of harassing material, pornography, chain letters, or defamatory matter.
   
3. Privacy of Files
   Respecting the privacy of others’ work and communications is an important value in an academic community that promotes the free exchange of ideas and civil discourse. Computer files and email messages stored on the Hamline computer system are considered private to the extent allowed by law and university policy. As indicated in Section II C of this policy, attempts to access stored files or communications of another user, without authorization, are prohibited. However, it is important for users of Hamline technology to realize that the privacy of computer files, email, and voicemail cannot be guaranteed and should not be assumed. Since Hamline University owns and maintains the computer and communication technology used by its students, faculty, and staff, it has the responsibility to service and repair these systems and to ensure that all university policies and applicable laws are observed. Hamline technology users should be aware that: Technology services staff has access to all computer files and email stored on the Hamline network servers. In the course of their normal duties they may see the content of these files. In order to resolve some types of problems with the computer system it may be necessary to examine the content of a file. There are cases in which Hamline University has the obligation to reveal the content of files stored on its computer systems. Hamline will examine or reveal the contents of user files if it is required by law or by court order, or in cases where there is reason to suspect serious violations of federal or state regulations, or of university policies. In the case of an internal investigation, access to a user’s files must be authorized in writing by two university vice presidents.
   
4. No Expectation of Security on Internet
   Information and messages sent over the Internet can be intercepted in various ways. Users of Hamline technology to access the Internet cannot assume that information they send over the Internet will be or remain confidential and inaccessible to anyone other than the intended recipient.

Related Policies

All Hamline University policies, including Freedom of Expression, Discrimination & Harassment, Academic Integrity, University Authority and Civil Penalties, Posting Policy, and the Judicial Code apply to use of any university technology. These policies can be used as guidelines to determine whether an individual is using the university’s computer systems in an appropriate or inappropriate manner.

Enforcement of Policies

1. Notification of Violations
   Hamline encourages individuals to report any suspected violations of Hamline policy regarding Hamline’s technology and the proper uses of it to the Director of Information Systems or an appropriate Hamline cabinet member. The university shall be responsible for investigating any potential violations, and encourages individuals to cooperate in the investigations. Hamline considers violations of this policy to warrant serious review and action.
   
2. Discipline for Policy Violations
   Use of Hamline University’s technology in violation of this policy may result in disciplinary action. Alleged violations of this policy will receive the same due process as any other alleged violation of university policy.

Email Guidelines

Email provides essential communication regarding teaching/learning/community and general operations of the university. All degree-seeking students, all full-time faculty, and all staff are required to use the official Hamline email account (NetMail or GroupWise) that has been provided for Hamline-related correspondence. All university correspondence, including assignments, course materials, financial aid information, employment and benefits information, safety and security alerts, news and events, and other important information, will only be sent to official Hamline addresses, and many notices will only be sent via email. Individuals are responsible for any messages sent to NetMail or GroupWise accounts.

Network Connection Policy

Hamline University is committed to the use of technology to further the education of its students. As part of this commitment, Hamline University has pre-wired every residence hall room with network connection, providing every residence hall room with the ability to connect to Hamline’s network and via this network, to the Internet/ World Wide Web. Hamline University has also wired a number of classrooms on campus and several Law School Library carrels so that a student may connect from a laptop to Hamline’s network via one of these classrooms or carrels. The following policy outlines the connection process, guidelines for network use, process for resolving network connection problems and hardware and operation system standards.

As a student user, you are expected to read and follow the policy as outlined in the software section of this website.

Web Policy

The Hamline University website provides online access to university and external information sources that support teaching, learning, marketing, and administration of the university.

Information on the website is provided by members of the community, including faculty, staff, and students, to enhance communication and informed decision-making by facilitating access to current information. The Hamline University Web Policy guides the development and publishing of that information.

Questions

Users of Hamline’s technology are encouraged to ask questions and seek information on the topics covered in this policy, in order to be better able to comply with this policy. Questions about the appropriate use of computer and technology resources should be directed to the Chief Information Officer (651-523-2630). Questions regarding disciplinary actions and procedures should be directed to the appropriate office: for students, the dean of students; for staff, the director of human resources; and for faculty, the dean of the appropriate academic unit.

1. Incompletes: Regularly scheduled courses, independent studies, and internships are to be completed within one term. With an instructor’s approval, any graduate student may take an incomplete in a course. An N grade is assigned if the student does not complete the course within four months of the end of the term of registration. If an incomplete or missing grade has been converted to an N, the student may complete the necessary course work, at the instructor’s discretion, within one year of receiving the grade. The student may not complete course work after that time.
   
2. Program Completion for Degree Program Students: Master’s degree programs are to be completed within seven years. In extenuating circumstances, the student may make a written request to the program dean for an extension of the seven-year limit. The letter should outline the reasons for the request and a time line for completing degree requirements.
   
3. Program Completion for Non-Degree Students: Licensure program completion has no time limits; however, students should note that Hamline University retains the right to modify learning contracts to reflect program changes. If changes occur, students will be given one-year advance notice of the change.
   
4. Final Paper/Project: See chart below.

Hamline University maintains a voice recording, 651-523-2345, listing instructions for ordering a transcript. Transcripts of all nonlaw school Hamline University coursework can be obtained by sending a signed request (see www.hamline.edu/ transcript).

For the protection of students and former students, transcripts will not be faxed and all transcript requests must be personally signed. No transcript will be released until all financial obligations to Hamline have been met.

1. Transfer of Credit: The chart at http://www.hamline.edu/shared/policies/all_grad_student/grad_school_transfer_credits.html outlines various programs and transfer credit policies. Grade points are not transferable to Hamline. In other words, approved transfer credit will not affect the Hamline GPA. All transfer credit must be earned at regionally accredited instututions. Please contact the program office with specific questions.

   Students may apply for credit transfer with the assistance of their advisor. Credit may be transferred onto a student’s graduate degree transcript from Hamline’s Graduate Continuing Studies program and from other accredited institutions subject to certain limitations.

   The Application for Transfer Credit form is available from each program office. Official sealed transcripts, mailed directly from the other institution to the program office, are required to support transfer credit application. The program office, in conjunction with the registrar determines the eligibility of transfer-of-credit requests, which may be submitted once a student is advanced to candidacy.

   Transcripts and other documents submitted from other institutions or agencies are the property of Hamline University and will not be reissued to applicants, students, alumni, or any other party.

2. Licensure Program Equivalencies: Students pursuing licensure may be granted equivalence for courses taken at other institutions. Courses are not transferred onto the student’s Hamline transcript. The equivalence is noted on the student’s learning contract, an outline of a student’s requirements for completing the licensure program.

1. Tuition: The Financial Policies and Procedures brochure with current tuition and fee information is distributed to new degree seeking students. The brochure is updated annually and is available from the Student Administrative Services office or online at www.hamline.edu/studentaccounts.
   
2. Dual Degree Tuition: Graduate students seeking two degrees will be billed the tuition rate for their primary curricula until that degree is complete. Primary curricula will be determined by the degree program started first.
   
3. Fees:
   
   1. Program Fees: New students who are fully admitted to any graduate degree program are charged a one-time $175 program fee to be paid with the first term’s tuition. The fee covers binding of the capstone and graduation expenses.
      
   2. Textbooks and Course Materials: The cost of textbooks and course materials is handled in a variety of ways. Some courses may require additional materials such as course packets and CDs. Minneapolis Center courses may provide books for the students. These charges may be added to the student’s account. Please contact the program for more specific information. When course materials are required, the corresponding cost covers the photocopying as well as the cost of procuring copyright permission from the publisher(s).
      
   3. Other Fees: Occasionally, a fee to cover special materials, supplies, or food will be added to the cost of the course.

1. From Courses: Refer to the current academic calendar at www.hamline.edu/academic calendar for adding/dropping/ withdrawal deadlines or call Student Administrative Services at 651-523-3000 if you have questions. If a student drops or withdraws from a class, the effective day of the drop is the day the completed form is returned to the Student Administrative Services office (Law Grad 113), not when the student stopped attending class. The amount of tuition owed is calculated from the effective day of the drop. A student who stops attending a course without dropping it will continue to be billed for tuition charges.

   (Note: MFA in Writing for Children & Young Adults students follow the above for non-residency terms. During residency terms, students may withdraw up to 10 days prior to the start of the residency and owe no tuition. If withdrawing fewer than 10 days before the start of the residency, 100% of the tuition will be owed.)

2. From Programs: Any student who wishes to withdraw from a program must notify the program office in writing.