鶹ƵAPK Policies

Use this site to search for university-level policies as they apply to students, faculty, staff, and visitors, all of whom are expected to abide by them at all times. While policies cannot address every situation that may arise, it is important for all to exercise common sense and good judgment and to ask questions if any policy or practice is unclear. Every effort has been made to include all university-level policies on this page. If you have questions, comments, or concerns, please email policies@hamline.edu for assistance.

Nothing in any 鶹ƵAPK policy is intended to create or imply a contract or promise regarding how 鶹ƵAPK will deal with a particular situation. 鶹ƵAPK reserves the right to modify, suspend or revoke any policy, with or without prior notice, and retains the sole and complete discretion to interpret and apply its policies. 鶹ƵAPK also may choose not to apply a policy in certain circumstances, if it determines a different course of action is more appropriate in that circumstance.

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Academic Calendar: Graduate Students 2023–24 Graduate Students

Please note that this calendar is subject to change.

Academic Calendar: Undergraduate 2023–24 Undergraduate Students

鶹ƵAPK’s on-campus undergraduate program follows a 4-1-4 academic calendar. Online degree completion program courses are offered in eight-week sessions, two sessions each in fall, spring, and summer semesters.

Graduate Students

Academic dishonesty includes any act that has the effect, or intention, of giving one student an unfair advantage over others in the completion or evaluation of academic work and/or inaccurately representing one’s academic work.

Undergraduate Students

Academic dishonesty includes any act that has the effect, or intention, of giving one student an unfair advantage over others in the completion or evaluation of academic work and/or inaccurately representing one’s academic work.

Graduate Students

鶹ƵAPK graduate students must be enrolled in at least 4 credits to be considered half-time and in at least 8 credits to be considered full-time.

Undergraduate Students

The typical program of undergraduate study consists of 32 credits distributed annually over fall, winter, and spring terms.

Undergraduate Students

Academic probation is intended as a means to identify, notify, and extend help to students who seem for whatever reason to be jeopardizing the possibility of their eventual graduation.

Graduate Students

Graduate students must make satisfactory progress toward completion of their degree or license.

Graduate Students

Academic standards and policies for graduate students can be found in the annually-updated graduate student bulletin.

Undergraduate Students

Academic standards and policies for undergraduates can be found in the annually-updated undergraduate student bulletin.

Faculty, Staff, Visitors

鶹ƵAPK is committed to providing reasonable accommodations to qualified individuals with a known disability to enable them to participate in the employment application process, perform the essential functions of the position held or desired, or enjoy the benefits and privileges of employment as are enjoyed by employees without disabilities.

Graduate Students, Residential Students, Students, Undergraduate Students

Disability Resources is committed to promoting equal access to the university and its programs for students with disabilities.

Faculty, Staff, Students, Visitors

Alcohol service at events held on 鶹ƵAPK premises requires an application submitted no fewer then 20 days in advance and must comply with alcohol service, security, and liquor license requirements.

Faculty, Staff, Students, Visitors

鶹ƵAPK is concerned with preventing the use of illegal drugs and the abuse of alcohol and/or marijuana (recreational cannabis) on campus and in connection with activities sponsored by or affiliated with a 鶹ƵAPK program, class or organization. 鶹ƵAPK also has an interest in educating students regarding the physical and psychological hazards of the use of illegal drugs and alcohol and other substance abuse, and increasing student sensitivity to the ways in which substance abuse interferes with the rights and privileges of others.

Students, Visitors

When on campus and assisting an individual who is intoxicated or under the influence of illegal drugs and who needs medical assistance or assistance due to a sexual assault by alerting university staff (e.g., RA, residence professional staff member, Office of Public Safety) or other appropriate authorities, neither the impaired individual nor those who seek such help will be subject to formal disciplinary action for violation of this policy.

Faculty, Staff, Students, Visitors

The Anderson Center Forum furniture should remain in the Forum with minimal rearrangement at all times.

Faculty, Staff, Students

The two study rooms on the Anderson Center first floor are available to faculty, students, and staff on a first-come, first-served basis for a maximum of two hours.

Faculty, Staff

To promote consistency and ensure proper control, a formal procedure, including use of the Asset Disposal form, has been developed for the disposition of surplus or obsolete assets (including equipment, supplies, scrap materials, etc.).

Staff

Knowing that the death of a family member can be a very difficult and emotional time, 鶹ƵAPK is committed to providing eligible employees time off to travel to and attend certain memorial and/or funeral services.

Faculty, Staff, Students, Visitors

鶹ƵAPK provides racks for securing bicycles and maintaining grounds safety. Bicycles stored more than five (5) continuous days or stored in an unsafe manner are subject to removal or securing by Safety and Security.

Faculty, Staff, Students, Visitors

The following policy covers using the Bishop statue to advertise for Campus Events.

Faculty, Staff

鶹ƵAPK will provide paid leaves of absence to eligible staff employees who undergo medical procedures to donate bone marrow.

Faculty, Staff, Students, Visitors

In the event of campus closure due to unsafe weather conditions, specific buildings will be closed and locked and persons without exterior access will be asked to vacate. A small selection of buildings/offices will remain open regardless of weather.

Faculty, Staff, Students, Visitors

Facilities Services has adopted a building temperature policy in order to optimize resource efficiency, standardize the use of space heaters and air conditioners, and maintain employee and student comfort.

Faculty, Staff, Students, Visitors

Appropriate use of the Canvas Learning Management System at 鶹ƵAPK, to be used by the 鶹ƵAPK ITS department in conjunction with all 鶹ƵAPK Canvas users.

Faculty, Staff, Students

The Accounting Office processes capital purchases and tracks and records capital assets in accordance with Generally Accepted Accounting Principles (GAAP).

Faculty, Staff, Students

The Accounting Office establishes cash control guidelines with a special emphasis on handling cash and checks including those related to events that happen at night and on the weekends.

Faculty, Staff, Students, Visitors

Conference and Event Management (CEM) reserves the right to move any group scheduled for a conference or event on campus to an alternate campus location. Assessment of appropriate space resources includes event headcount, room capacity, requested event resources, revenue potential, and the number of rooms needed.

Faculty, Staff, Students, Visitors

Large event spaces and classrooms are blocked out for major and campus-wide events and designated official university holidays.

Faculty, Staff, Students

Use and scheduling of department conference rooms is managed by individual departments.

Faculty, Staff, Students, Visitors

鶹ƵAPK charges fees for the use of university facilities by non-university parties.

Faculty, Staff, Students, Visitors

The following provides guidelines for occasional food sales, for example, bake sales used for fundraising purposes.

Faculty, Staff, Students

Short Description: Conference & Event Management (CEM) will schedule events and arrange campus resources in Event Spaces with no less than fourteen days (two weeks) notice.

Faculty, Staff, Students, Visitors

Chalk can be used on approved outdoor surfaces. The content of all chalking should be consistent with the Student Code of Conduct and the Freedom of Expression Guidelines of 鶹ƵAPK.

Faculty, Staff

Only costs that are reasonable, allowable and allocable to a Federal award shall be charged to that award directly or indirectly. All unallowable costs shall be appropriately segregated from allowable costs in the general ledger in order to assure that unallowable costs are not charged to Federal awards. All employees have an obligation to act responsibly in connection with University funds and assets and to act only within the parameters of their fiscal authority.

Graduate Students

It is the student’s responsibility to drop or withdraw from any courses they no longer plan to attend. Students are expected to attend all course meetings and to turn in all course work as assigned.

Undergraduate Students

It is the student’s responsibility to drop or withdraw from any classes they no longer plan to attend. Students must attend the first class meeting of all courses for which they are registered.

Undergraduate Students

First-Year status: 0 to 31.99 credits Sophomore status: 32.00 to 63.99 credits Junior status: 64.00 to 95.99 credits Senior status: 96 credits and above

Undergraduate Students

ACTC undergraduate students visiting and/or taking classes at any of the five institutions are expected to observe the policies of that campus.

Graduate Students, Residential Students, Undergraduate Students

Principles of community have been developed to govern the conduct of undergraduate and graduate students as members of the 鶹ƵAPK community. This includes all students who attend face-to-face, hybrid, or fully-online classes at 鶹ƵAPK.The Student Conduct Code is a statement of minimal expectations and seeks to foster a commitment to the highest standards of ethical behavior.

Students

The Department of Athletics holds high expectations for how student-athletes live and interact with one another in both the campus and local community. Because student-athletes voluntarily choose to be a part of the athletic department, student-athletes also acknowledge and accept being held accountable for their actions. Student-athletes are required to know and abide by all federal, state, local laws; University policies, and the Student-Athlete code of conduct.

Staff

鶹ƵAPK’s Conflict of Interest policy applies to Trustees and Key Employees regarding their obligation to disclose any potential conflicts of interest, including the receipt of gifts, related to contracts or transactions (“Transactions”) involving the University.

Graduate Students

In the unlikely event that course enrollment does not reach the minimum, the course will be canceled.

Undergraduate Students

In the unlikely event that course enrollment does not reach the minimum, the course may be canceled.

Graduate Students

Students are expected to evaluate their current courses and quality of instruction at the conclusion of every course.

Undergraduate Students

All students are expected to participate in the online course evaluation process that the College of Liberal Arts, School of Business, and School of Education administer.

Undergraduate Students

The first digit of each course number indicates the course level.

Undergraduate Students

Many courses require previous coursework (e.g. MATH 3560, Modern Geometry, has a prerequisite of MATH 1180, Calculus II).

Undergraduate Students

A student registered at 鶹ƵAPK in a degree program should consult his or her advisor or the Registration and Records office before enrolling for academic work at another institution.

Faculty, Staff, Students

Mobile devices are available for use at admission, donor and other events throughout the year but are not for routine business use and never for contributions or student account payments.

Graduate Students

鶹ƵAPK uses the definition of a credit hour as recommended by the US Department of Education. The number of credits associated with individual courses is indicated in the class listings.

Undergraduate Students

鶹ƵAPK uses the definition of a credit hour as recommended by the US Department of Education. The majority of courses carry a value of 4 credits, however, credits do vary. The number of credits associated with individual courses is indicated in the class listings.

Faculty, Staff, Students, Visitors

鶹ƵAPK is committed to the safeguarding of sensitive and confidential University information. Data protection standards for the storage and transmission of sensitive and confidential information as obtained and managed at 鶹ƵAPK must be observed.

Undergraduate Students

The Dean’s List policy in this Undergraduate Bulletin applies to all students regardless of matriculation term.

Faculty, Staff, Students

鶹ƵAPK has developed procedures for response to death or serious injury of faculty, staff, or students

Faculty, Staff

Only identified employees are authorized to review, approve, and sign contracts and grants, to purchase goods and services on behalf of the University, and to engage legal counsel. These people are cost center managers and have signing authority.

Faculty, Staff, Students

鶹ƵAPK is committed to the development and implementation of policies that are consistent and that have been approved at an appropriate level within the University.

Faculty, Staff, Students

鶹ƵAPK is committed to inviting, supporting and affirming cultural diversity. All university programs and practices, academic and co-curricular, shall be designed to create a learning environment in which cultural differences are valued.

Faculty, Staff, Students, Visitors

The operation of unmanned aircraft systems (UAS) including drones and model aircraft is prohibited on 鶹ƵAPK property and at University-sponsored events.

Faculty, Staff

鶹ƵAPK is committed to promoting an environment that rejects substance abuse as an acceptable lifestyle, to helping individuals obtain help for substance abuse problems, and to encouraging individuals to make healthy decisions about alcohol and other drugs in the workplace.

Faculty, Staff, Students, Visitors

鶹ƵAPK prohibits the use of Dunk Tanks at University sponsored events and at third-party special events held on 鶹ƵAPK premises.

Faculty, Staff

鶹ƵAPK requires that effort certification be completed by all employees with time charged to University restricted funds at least once per academic term in order to comply with requirements imposed by Federal, State and other funding agencies. Please see the Sr. Accountant with any questions

Faculty, Staff, Students, Visitors

鶹ƵAPK has established criteria to promote safe operation of electric or gas-powered carts and/or similar utility-type vehicles (carts) on the campus. Such carts are not considered street-legal.

Graduate Students

All degree-seeking students are required to use their official 鶹ƵAPK email (Google) accounts and are responsible for attending to any message sent to their 鶹ƵAPK account.

Undergraduate Students

All degree-seeking students are required to use their official 鶹ƵAPK email (Google) accounts and are responsible for attending to any message sent to their 鶹ƵAPK account.

Faculty, Staff, Students

鶹ƵAPK funds may be used to purchase awards/gifts/prizes for eligible employees and student workers only under specified guidelines.

Faculty, Staff

Only identified individuals in Facilities Services are authorized to evaluate and engage environmental and workplace safety consultants and contract for related services on behalf of the University.

Faculty, Staff, Students, Visitors

鶹ƵAPK is a mask-friendly campus and requires students, faculty, staff and visitors on campus who are sick, not feeling well or have a known disease spread by respiratory droplets to wear a mask while around others.

Faculty

鶹ƵAPK requires that all instructors are qualified to teach. 鶹ƵAPK follows recommendations from the Higher Learning Commission in the determination of the qualifying criteria.

Faculty, Staff

Eligible employees, as defined further in this policy, may be eligible to take up to 12 weeks (or 26 weeks, if leave is taken to provide care for a qualifying family member injured during active military service) of unpaid, job-protected family and medical leave during a 12-month period.

Graduate Students, Residential Students

The Family Educational Rights and Privacy Act of 1974 (FERPA), as amended, affords students certain rights in regard to their education records, including the right to inspect, review, withhold disclosure of and request an amendment to directory information. The act also governs release of student information and retention of records.

Undergraduate Students

The Family Educational Rights and Privacy Act of 1974 (FERPA), as amended, affords students certain rights in regard to their education records, including the right to inspect, review, withhold disclosure of and request an amendment to directory information. The act also governs release of student information and retention of records.

Undergraduate Students

Final examinations are held at the end of each term according to a schedule established by the Registration and Records office.

Financial Aid and Loan Disclosures, Data, and Reports Graduate Students, Undergraduate Students

The Higher Education Office Act (HEOA) requires 鶹ƵAPK provide consumer information disclosures related to data, reports and information about financial aid and loans. Information on this and other consumer disclosure information is available on the HEOA Disclosure webpage.

Graduate Students

鶹ƵAPK graduate programs have a handful of institutional grants. The majority of graduate student aid is in the form of Federal Direct Loans to help defray their education costs. 鶹ƵAPK’s graduate programs also offer several scholarships and discount opportunities to help with the costs of tuition; scholarship and discounts cannot be combined.

Undergraduate Students

Students who wish to apply for financial assistance should file the Free Application for Federal Student Aid (FAFSA) online at www.fafsa.ed.gov indicating that he or she wants the results sent to 鶹ƵAPK (FAFSA Code #002354). A 鶹ƵAPK application and supporting income tax information may be required.

Graduate Students, Residential Students, Undergraduate Students

A federal or state drug conviction can disqualify a student for Title IV (federal) aid funds. A student can regain eligibility after meeting one of several conditions.

Undergraduate Students

Financial assistance is granted on the basis of the student’s estimated financial eligibility as measured by the Free Application for Federal Student Aid (FAFSA). Assistance is granted through a combination of scholarships or grants, loans, and campus employment.

Undergraduate Students

A student who withdraws or decreases enrollment status may receive a decrease in the institutional charges. (See withdraw charges policy from Student Accounts Office) The date on record of a student’s withdrawal or leave is calculated based on when the student officially notifies 鶹ƵAPK of the withdrawal or leave or their last day of attendance. Students who receive federal aid who cease enrollment after a term starts and before completing 60% of the term will need to have a return of federal aid calculation performed. Students who receive state aid who cease enrollment prior to census date will have all their state aid returned. Students who receive merit and/or need based institutional grants and scholarships and who cease enrollment prior to the census date will have all of their institutional aid returned.

Undergraduate Students

Financial aid is available for summer students enrolled in at least six credits. Financial aid for summer term normally consists of a portion of a student's Federal Subsidized or Unsubsidized Stafford Loan, SELF, private loans, or Federal PLUS Loans. Minnesota State and Pell Grants may also be available.

Undergraduate Students

Financial aid is available in the form of Tuition Scholarships and Grants, Loans, and Student Employment.

Graduate Students

Financial aid eligibility is based on Satisfactory Academic Progress (SAP) standards that 鶹ƵAPK Office of Financial Aid is required by the U. S. Department of Education to establish, publish, and apply.

Undergraduate Students

Financial aid eligibility is based on satisfactory academic progress (SAP) standards that 鶹ƵAPK's financial aid office is required by the U. S. Department of Education to establish, publish, and apply.

Undergraduate Students

Students who have transferred credits to 鶹ƵAPK begin their course of study at the grade level approved by Registration and Records. Coursework that has not transferred will not be reviewed as part of the maximum time frame requirement for aid eligibility. 鶹ƵAPK scholarships and grants will be limited to a maximum of 6 terms and are not available for the online bachelor’s degree completion program.

Graduate Students

Students who have a past due balance on their 鶹ƵAPK student account will be placed on financial hold.

Undergraduate Students

Students who have a past due balance on their 鶹ƵAPK student account will be placed on financial hold. This financial hold prevents registration for courses or changes to a student’s registration schedule. In addition, no official transcript or diploma will be released until all financial obligations are paid in full.

Graduate Students, Undergraduate Students

A comprehensive overview of financial policies for all students.

Faculty, Staff, Students, Visitors

鶹ƵAPK maintains a strict policy prohibiting weapons in the University community, including legal and authorized weapons, in accordance with applicable law.

Faculty, Staff

鶹ƵAPK has a $2,500 threshold on capital purchases. All purchases must meet the definition of a capital asset and have an approved budget and appropriate authorization prior to purchase.

Faculty, Staff, Students, Visitors

Food that is purchased, served, and/or stored at events on campus that do not use catering services through ARAMARK, including food trucks are governed by this policy.

Undergraduate Students

First-year students at 鶹ƵAPK may enter into a partnership with the institution to ensure completion of their bachelor’s degree within four years. The student and the university share the responsibility for the success of this endeavor.

Graduate Students, Residential Students, Undergraduate Students

鶹ƵAPK students and student organizations are free to examine and discuss all questions of interest to them and to express opinions publicly and privately.

Faculty, Staff, Students, Visitors

The 鶹ƵAPK Game Day Tailgating Policy is designed to provide guidelines and regulations for the support of athlete parent groups and fans, and their pre and post-game gatherings during home games. This policy aims to ensure a safe, enjoyable, and respectful environment for all attendees while promoting community engagement.

Faculty, Staff, Students, Visitors

University funds may not be used to purchase gift cards or to provide cash for any reason.

Faculty, Staff

All 鶹ƵAPK employees must use their 鶹ƵAPK-provided Google Apps for Education email account (“Gmail account”) for all 鶹ƵAPK-related correspondence and communication.

Faculty, Staff, Students, Visitors

There are three ways in which Google Groups are populated: Affiliation (centrally managed), Standing (self managed), and Ad Hoc (self managed).

Faculty, Staff, Students, Visitors

A Google Site within the 鶹ƵAPK domain can be created by anyone who has login 鶹ƵAPK login credentials.

Graduate Students

Students may request of their instructors course grade changes and appeals

Undergraduate Students

Students may request of their instructors course grade changes based on a claim of clerical mistake, oversight, omission, or arbitrary and capricious grade assignment and must do so within 30 calendar days of the date the grade was issued.

Undergraduate Students

Grades must be a C- or higher to apply to major, minor, or certificate requirements.

Graduate Students

All grades appear on students’ official transcripts, but only letter grades are calculated into the GPA.

Undergraduate Students

Applying to graduate is different and separate from registering to participate in the Commencement ceremony. Once a student has applied to graduate, they receive routine updates regarding progress toward meeting all graduation requirements.

Graduate Students

Although the words are often interchanged, “graduation” and “commencement” have different meanings. Graduation occurs when a student has fulfilled all degree requirements. A student may graduate at any point during the academic year, as long as all degree requirements are met. The degree conferral date is the date when final requirements are met or the end of term.

Undergraduate Students

Graduation occurs when a student has fulfilled all degree requirements. A student may graduate at any point during the academic year, as long as all degree requirements are met. Commencement is a ceremony held to celebrate the academic achievements of 鶹ƵAPK students. Participation in commencement does not mean that a student has graduated.

Faculty, Staff

There are specific guidelines for making grant-related purchases. Additionally, federal awards have more stringent guidelines as spelled out in the Uniform Guidance 2 CFR 200. This policy took effect on July 1, 2018 in accordance with 2 CFR 200.317-326

Graduate Students, Residential Students, Undergraduate Students

Grievance procedures in response to student-reported allegations of misapplication of university policies by a university employee which adversely affects the student.

Faculty, Staff, Students, Visitors

To establish policy and guidelines for safe use and storage of grills on campus.

Faculty, Graduate Students, Residential Students, Staff, Undergraduate Students, Visitors

鶹ƵAPK has specific policies related to magazine submissions.

Faculty, Staff

Any act that has the purpose or effect of unreasonably or substantially interfering with an individual's safety and security by creating an intimidating, hostile, or offensive educational or working environment will not be permitted. 鶹ƵAPK strives to maintain a respectful environment free from all forms of harassment, hostility, and violence.

Graduate Students, Residential Students, Undergraduate Students

鶹ƵAPK does not allow hazing by any individual or group.

Graduate Students, Residential Students, Undergraduate Students

All 鶹ƵAPK undergraduates and all international graduate students are required to have health insurance.

Faculty, Staff, Students

This policy answers the question resulting from the AskRegs Knowledgebase Q&A “Must Schools Return HEERF Student Funds To ED When the Student Fails To Claim the Funds Or Cash the Check?

Staff

鶹ƵAPK designates official holidays (“Official 鶹ƵAPK Holidays”) for each fiscal-year, during which offices are closed unless otherwise specified, all classes are suspended, and most major events and athletic activities will not be held.

Faculty, Staff

To ensure proper compliance with Internal Revenue Service regulations, immigration regulations, and generally accepted accounting principles, the university has established policy and guidelines for payments made to non-鶹ƵAPK employees for services provided to the University through an honorarium.

Undergraduate Students

Graduation with University Honors indicates that a student has participated in and successfully completed the University Honors program. Graduation with Latin honors indicates superior attainment in scholarship as reflected in a student’s GPA. Graduation with distinction in the major indicates that a student has completed a Departmental Honors Project.

Faculty, Staff, Students

Hoverboards are not be permitted on campus grounds or buildings, including residential locations. Similar motorized or mechanized self-balancing devices are also prohibited.

Faculty, Staff, Students

The FTC issued the Red Flags Rule under sections 114 and 315 of the Fair and Accurate Credit Transactions Act (FACT Act), which amended the Fair Credit Reporting Act (FCRA). The rule requires "financial institutions" and "creditors" that hold "covered accounts" to develop and implement a written identity theft prevention program for new and existing accounts. While aimed primarily at financial institutions, parts of the rule cover many colleges and universities and the FTC has stated that nonprofit and government entities can be subject to parts of the rule. To comply with the Red Flags Rule, 鶹ƵAPK (“HU”) developed this Identity Theft Prevention Program (“Program”).

Graduate Students, Residential Students, Undergraduate Students

Minnesota Law (M.S.135A.14) requires all students born after December 31, 1956, who enroll in a Minnesota college or university to be immunized against diphtheria, tetanus, measles, mumps, and rubella. This law allows for some exemptions.

Faculty, Staff

鶹ƵAPK is committed to proper classification and payment of individuals who perform work for the University and the appropriate designation of workers who are acting as individual contractors.

Faculty, Staff

To establish policy and guidelines for the definition, use and distribution of indirect costs (fees) assigned to the university through grant proposals and sponsored programs.

Institutional Review Board (IRB) Faculty, Students

The 鶹ƵAPK IRB insures faculty and student research involving human participants is carried out in accordance with the policies and regulatory guidance materials issued by the Office for Human Research Protections (OHRP). The IRB website provides full details regarding the responsibilities of the board, information on applications for a board review for proposed research, access to required forms, and the contact information for the board chair and IRB email account.

Faculty, Staff

Established process for reporting activities outside of the US (international activities) by region as defined by the IRS on Schedule F of the 990 Federal Income Tax Return.

Staff

鶹ƵAPK community members who require after hours and holiday technology support should contact Public Safety at 651 523 2100.

Faculty, Staff, Students, Visitors

鶹ƵAPK employees and/or students may borrow technological equipment from ITS provided it is for the purposes of support of the teaching and learning mission of the university. Specific check out procedures apply.

Faculty, Staff

鶹ƵAPK recognizes the importance of civic activities such as serving as a juror or witness when called to do so and enables its employees to take time off for these activities in accordance with applicable law.

Faculty, Staff

鶹ƵAPK provides reasonable break time to accommodate the expression of breast milk, offers reasonable accommodation for employees with health conditions related to pregnancy and childbirth, and forbids retaliation against an employee who requests an accommodation pursuant to this policy.

Graduate Students

Students wishing to step away from their program of study but intending to return at a later time, are expected to request a leave of absence. Students may request a leave of absence for academic, personal, or medical reasons.

Undergraduate Students

Students may request a leave of absence for academic, personal, or medical reasons. Requests for leaves of absence should be made to the Academic Advising office

Faculty, Residential Students, Staff, Students, Undergraduate Students

This policy governs the types of materials selected and maintained in the University Library’s various collections.

Staff

鶹ƵAPK provides its non-exempt, non-union staff employees with breaks for meals and rest periods throughout the day in accordance with applicable state and federal law. Department leaders are responsible for scheduling breaks and meal periods, and eligible employees are responsible for taking the appropriate breaks and meal periods as scheduled.

Faculty, Staff, Students, Visitors

鶹ƵAPK records photos, audio and video images and recordings of students, employees and visitors to show what life is like on campus and to promote our university in publications, on our website and social media, and in other online platforms for communications, marketing, publicity and other University purposes. This policy applies to media acquired in non-public and public settings. It does not apply in the context of the specific delivery of academic, for-credit curriculum.

Faculty, Staff, Visitors

鶹ƵAPK is committed to protecting the confidentiality of medical records as required by federal and State of Minnesota laws and regulations.

Faculty, Staff

鶹ƵAPK complies with the Uniformed Services Employment and Reemployment Rights Act (USERRA) and all other federal and state laws governing leave for qualified military purposes. The University is committed to honoring such leaves requested by eligible employees in accordance with applicable laws.

Graduate Students

If an enrolled student is called to active duty, s/he should follow the standard procedures for taking a leave of absence from 鶹ƵAPK.

Undergraduate Students

If an enrolled student is called to active duty, s/he should follow the standard procedures for taking a leave of absence from 鶹ƵAPK.

Faculty, Staff, Students, Visitors

鶹ƵAPK is committed to providing appropriate and consistent supervision of minors who are involved in 鶹ƵAPK-sponsored Programs, Programs held at the University, and/or Programs housed in University Facilities. This policy does not apply to general public events where parents/guardians are invited/expected to provide supervision of minors, or to events where parents/guardians are explicitly required to accompany their children.

Students

Procedures for the University’s response to reports of a missing student, as required by the Higher Education Opportunity Act of 2008. This policy applies to students who reside in University operated residence halls, apartment building and houses.

Undergraduate Students

All official name and/or gender change requests for current and former students must be made to Registration and Records.

Graduate Students

All official name or gender change requests for current and former students must be made to Registration and Records (East Hall 113).

Students

Students must read and abide by all technology policies when connecting to the university’s network. Student-owned computers which do not meet the supported system baselines may be connected to the network, but university’s Information Technology Services department (ITS) will not provide assistance in resolving connection problems.

Faculty, Graduate Students, Residential Students, Staff, Undergraduate Students, Visitors

鶹ƵAPK will not tolerate discrimination, harassment, or retaliation based on race; color; religion; creed; sex; sexual orientation; gender expression; gender identity; national origin; marital status; familial status; status with regard to public assistance; service with a local human rights commission; disability; age; or protected veteran status in its employment or educational opportunities. In addition, a romantic or physical relationship between a student and an employee who is not a student worker is prohibited.

Faculty, Staff, Students

The University may in the normal course of business operations be required to make payments or reimbursements to individuals who are not residents or citizens of the United States (non-resident aliens). All payments are subject to the requirements of both United States Immigration and tax law. This policy applies to all payments, including honoraria made to individuals who are not residents or citizens of the United States.

Faculty, Staff, Students

The state of Minnesota Department of Revenue requires that when entertainers who are residents of other states are paid to perform in Minnesota, the regular state income tax does not apply. Instead, their earnings are subject to the Nonresident Entertainer Tax. The tax is 2% of the *gross compensation received by a nonresident entertainer or "entertainment entity," as defined below. It does not apply to residents of states where Minnesota has reciprocity agreements (currently Michigan and North Dakota).

Graduate Students

Prior to registration opening for each fall and spring, students will be required to do onboarding tasks in Workday. These tasks include: review and agree to the Financial Agreement and Disclosures, review and agree to the the Financial Aid Communication and Disclosure, review the FERPA policy, consent to receive the 1098-T tax form electronically, review and make any needed updates to contact information, review or designate friends and family and third party users.

Undergraduate Students

Prior to registration opening for each fall and spring, students will be required to do onboarding tasks in Workday. These tasks include: review and agree to the Financial Agreement and Disclosures, review and agree to the the Financial Aid Communication and Disclosure, review the FERPA policy, consent to receive the 1098-T tax form electronically, review and make any needed updates to contact information, review or designate friends and family and third party users.

Staff

鶹ƵAPK is committed to complying with all applicable wage and hour laws and regulations and to paying employees for all hours they work. Non-exempt employees may be required to work overtime as necessary. If a non-exempt employee works more than forty (40) hours in a workweek, the employee will be paid in accordance with applicable state and federal law.

Faculty, Staff, Students, Visitors

The following policies and procedures have been established to maximize the use of parking facilities for the entire university community and minimize any adverse impact of university parking on our neighbors.

Faculty, Staff

鶹ƵAPK provides standards for password utilization by system administrators’ access of 鶹ƵAPK systems. These additional requirements are to be used in conjunction with the Password (user) policy.

Faculty, Staff, Students, Visitors

ITS has developed specific standards for all password and/or passphrase creation and utilization within 鶹ƵAPK systems. These standards additionally apply, where accommodated, for access to external non-鶹ƵAPK systems when conducting business on 鶹ƵAPK’s behalf. 鶹ƵAPK members are required to utilize two-factor authentication (2FA) when prompted.

Faculty, Staff

In accordance with 2 CFR §200.305, 鶹ƵAPK maintains written payment and billing procedures records. This applies to the preparation and submission of billings to Federal awarding agencies under awards made by 鶹ƵAPK.

Undergraduate Students

Students may request an exception to academic policy by submitting a petition to the Undergraduate Curriculum Committee.

Students

This policy standardizes the University's position on the management of pets in 鶹ƵAPK student housing.

Faculty, Staff, Students

Use of consistent standards and effective procedures ensure the number of petty cash payments are kept to a minimum.

Staff

Employees who order bulk mail projects through outside print vendors must request a 鶹ƵAPK Code (HC) to accurately track postage back to the correct departmental budgets. HC codes must be requested from piperxpress@hamline.edu

Faculty, Staff, Students

This policy provides guidance for the 鶹ƵAPK community, including faculty, staff, students, and student organizations, regarding interactions with political campaigns and candidates, as well as other political activities conducted on campus.

Faculty, Staff, Students

Out of consideration for the right of free expression, the rights of viewers, civility, tolerance, and respect, the following guidelines are to be followed when posting or displaying notices or information or when canvassing on the 鶹ƵAPK campus.

Faculty, Staff, Students

Consistency and best practices for holding potluck events on the 鶹ƵAPK premises

Faculty, Staff

The Preferred Vendor List for Graphic Design and Printing Services is designed to offer the university's collective business to a limited pool of vendors in order to achieve lower costs, greater efficiency, and higher quality. Marketing collects information and annually updates the group of printers and freelance graphic designers that the university will work with each fiscal year.

Faculty, Staff

Clear guidelines have been established regarding prepaid expenses, non-financial assets which result when payments are made in advance of the receipt of goods or services. All employees have an obligation to act responsibly in connection with University funds and assets and to act only within the parameters of their fiscal authority.

Faculty, Staff, Students, Visitors

This system prioritizes the scheduling of large capacity locations, university-wide events, and student learning/activity spaces on campus. Space reservation conflicts will be resolved using pre-determined tiers of priority.

Faculty, Staff, Students, Visitors

This process document sets forth the procedures for addressing Sexual Harassment complaints under 鶹ƵAPK’s Title IX Sexual Harassment policy. This procedure applies to all 鶹ƵAPK faculty, staff, students, and visitors in connection with a 鶹ƵAPK education program or activity in the United States.

Faculty, Staff, Students

The purchasing function involves the acquisition of good and services that meet the University needs at the lowest possible cost consistent with the quality needed for the proper operation of the various departments. This Purchasing Policy provides a basis for the acquisition function which is necessary to support the mission, goals and objectives of 鶹ƵAPK.

Faculty, Staff

The Due Diligence and Request for Proposal (RFP) process is used to purchase complex products and/or services when price is not the only factor to be considered in the evaluation criteria. The RFP process involves writing a RFP document which clearly outlines everything a potential supplier would need to know to respond with a viable proposal.

Faculty, Staff, Students

Qualtrics is the data security tool required for all 鶹ƵAPK online surveys. Due to stringent information security requirements, Qualtrics must be used over any other free online survey tools. Additionally, 鶹ƵAPK prohibits the use of Qualtrics for any survey that is not related to University academics or operations.

Students

Quiet hours begin at 10 p.m. on Sundays through Thursdays and at midnight on Fridays and Saturdays. Quiet hours end at 9 a.m. each day.

Undergraduate Students

Students are responsible for accurate registration; credit can be received only for those classes in which a student is properly registered. It is the student’s responsibility to drop or withdraw from any classes they no longer plan to attend. Students may add and drop courses on a space-available basis on Piperline up to the beginning of each term.

Graduate Students

Registration is 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. It is the student’s responsibility to request enrollment changes of any kind. Instructors are not permitted to drop or withdraw students from classes under any circumstances. Non-attendance does not result in an automatic drop or withdrawal.

Students

鶹ƵAPK is committed to serving a student body which embraces many different religious faiths and practices, and makes allowances for such difference in setting attendance policies regarding the observance of religious holidays.

Faculty, Staff

鶹ƵAPK at times recruits and successfully hires employees from outside of Minnesota, and when this happens, it may be necessary to support that new hire with an allocation of funding for relocation assistance.

Faculty, Staff, Students, Visitors

Remote access software can be used with PC and Apple, desktop and laptop computers but does not apply to mobile devices due to limitations in mobile devices. The remote access software can be used on 鶹ƵAPK-owned equipment or on personally-owned equipment on campus and worldwide (with internet connection).

Students

Cooking is allowed only in kitchen areas in each residence hall or in the kitchens of the apartments and the Residential Life Houses. Use of appliances is restricted to those appliances approved under this policy.

Undergraduate Students, Visitors

鶹ƵAPK's residential life office has specific policies for hosted guests and overnight visitors to the residence halls.

Students

Lost keys and access cards must be reported immediately. Keys may not be duplicated or loaned to other students

Graduate Students, Residential Students, Undergraduate Students

The University has an established process for addressing invalid tuition and fee payments made on past due balances and the impact on registration status for the next academic term.

Residential Students

No more than four times the official capacity of a room may be in a room at any given time (example: 12 people in a triple or three bedroom apartment) for socializing purposes. For single rooms and studios, a maximum of eight people are allowed in the room at the same time.

Faculty, Staff, Students

Sales and use tax is a regulatory mandate from the Minnesota Department of Revenue and applies to sales and purchases made by 鶹ƵAPK. A Certification of Exemption ST3 Form may be required when making purchases.

Faculty, Staff

鶹ƵAPK allows eligible employees to take unpaid leave to attend school conferences or school-related activities under certain circumstances.

Faculty, Staff, Students, Visitors

鶹ƵAPK Public Safety offers a security escort service for the convenience and safety of faculty, students, staff, and university visitors.

Students

鶹ƵAPK provides reasonable accommodation to individuals with disabilities who require an ESA. A service animal is not considered an accommodation and therefore does not require approval.

Staff

The University provides certain paid sick and safe time leave to all eligible non-union staff employees in accordance with applicable law. This policy outlines (A) who is eligible for paid sick and safe time leave under this policy; (B) the purposes for which paid sick and safe time leave may be used; (C) how paid sick and safe time leave is allotted; (D) the terms and conditions of using paid sick and safe time leave; (E) the University’s commitment to maintaining, when possible, confidentiality of information provided pertaining to sick and safe time leave; and (F) the University’s prohibition on retaliation for exercising rights pursuant to this policy.

Faculty, Staff, Students

鶹ƵAPK has identified these “best practice” guidelines to help you use social media forums effectively, protect your personal and professional reputation, and follow 鶹ƵAPK policies.

Faculty, Staff, Students, Visitors

The University will not provide a cash advance except in rare circumstances. A Spend Authorization is formerly known as a Cash Advance. Travelers should contact the Accounting Office for details.

Staff

鶹ƵAPK may wish, from time to time, to select members of its non-faculty exempt and temporary exempt staff for academic roles, lessons or student supervisory appointments, drawing on the special knowledge and expertise members of the staff possess. Non-exempt staff members are not eligible for academic role, lesson, or student supervisory appointments.

Students

鶹ƵAPK, like all higher education institutions, is required to obtain authorization from individual states to enroll students residing outside of Minnesota. If you have a question, concern, or complaint about your online education experience at 鶹ƵAPK, please review our complaint process for online education at 鶹ƵAPK at www.hamline.edu/academics/online-state-eligibility/.

Graduate Students, Undergraduate Students

鶹ƵAPK defines “Student Location” as the student’s physical residence at the time of applying to a program and, for subsequent terms of enrollment, the student’s physical residence at the time of registering for courses for an upcoming or current academic term (fall or spring). Students are required to ensure their university record accurately reflects their current physical state of residence within 30 days.

Students

The student press at 鶹ƵAPK exists to give the students a vehicle for the broad expression of their views on matters of concern to them. In brief, it is a press governed by and for the students. It is free from censorship or advance approval of copy by the university or any part of it, and the editorial staff is free to develop its own editorial policy and provide such news coverage as it finds appropriate.

Undergraduate Students

鶹ƵAPK seeks to balance encouragement of active learning opportunities off campus with a strong commitment to student safety.

Faculty, Students

Clarifies consistent circumstances and procedures under which students will be permitted to occupy Taylor Studios and Sculpture Facilities.

Faculty, Staff, Students, Visitors

Reserving a table in the university center is governed by university policy and guidelines for use.

Faculty, Staff, Students, Visitors

ITS has adopted the following policy to convey the responsibilities pertaining to the use of technology on campus, to outline the appropriate use of technologies, to communicate security procedures and information, and to convey the ways in which 鶹ƵAPK will enforce the policy.

Faculty, Staff

TechSelect is the university's technology acquisition program (TechSelect) and constitutes the university’s official and required process of end-user technology hardware, device, and service acquisition and establishes the conditions under which university-owned or personally-owned mobile devices may be used at 鶹ƵAPK.

Faculty, Staff

This policy establishes 1) the appropriate means by which 鶹ƵAPK employees may acquire desktops, laptops, monitors, mobile computing devices, and related peripherals/accessories and 2) employee responsibility inherent in taking possession of leased equipment.

Graduate Students

Students may designate trusted individuals, such as parents or guardians, as Third Party Users in Workday. Creating a third party account allows students to release selected confidential information, such as financial aid awards, student account and billing information, grades, and class schedules, to the person or persons they choose. This confidential information is protected by federal law (Family Educational Rights and Privacy Act, commonly called FERPA) and 鶹ƵAPK cannot release it to third parties without the student’s authorization.

Undergraduate Students

Students may designate trusted individuals, such as parents or guardians, as Third Party Users in Workday. Creating a third party account allows students to release selected confidential information, such as financial aid awards, student account and billing information, grades, and class schedules, to the person or persons they choose. This confidential information is protected by federal law (Family Educational Rights and Privacy Act, commonly called FERPA) and 鶹ƵAPK cannot release it to third parties without the student’s authorization.

Graduate Students

Degree programs are to be completed within seven years, except for the DPA which must be completed with ten; licensure program completion has no time limit.

Staff

鶹ƵAPK is committed to complying with all applicable wage and hour laws and regulations and to paying non-exempt staff for all hours worked.

Faculty, Staff, Students, Visitors

This policy outlines 鶹ƵAPK’s community expectations to support a campus free from sexual harassment in accordance with Title IX, provides for recourse for those individuals who believe that they have been subject to sexual harassment which constitutes sex discrimination in 鶹ƵAPK’s education program or activity in the United States, and references the procedures for determining whether a violation of this policy has occurred.

Faculty, Staff, Students, Visitors

鶹ƵAPK is a smoke and commercial tobacco-free campus. The use of tobacco products is prohibited at all times, including while working on university property, at a University work site (even where property is not owned or leased by the University), or as a part of any university activity. Students, staff, faculty, and visitors are prohibited from smoking, vaping, chewing, using, selling, free-distributing, and advertising tobacco products and electronic cigarettes in all facilities and on all University property and work sites.

Graduate Students

Unofficial transcripts and final grades are available for students to view on the university’s secure website, Piperline.

Undergraduate Students

Unofficial transcripts and final grades are available for students to view on the university’s secure website, Piperline. All requests for official transcripts must be submitted by the student in writing and personally signed or submitted via the university’s secure website and electronically signed.

Graduate Students

Credit that is deemed relevant may be transferred into a student’s graduate degree program from other accredited institutions subject to certain limitations. Grade points are not transferable to 鶹ƵAPK. In other words, approved transfer credit will not affect the 鶹ƵAPK GPA. All transfer credit must be earned at regionally accredited institutions.

Undergraduate Students

Only credit from regionally accredited colleges and universities, specific credit-by-exam programs listed below, and ACE approved military courses may transfer. Classes will be evaluated on a course-by-course basis. Please note that acceptance of credit may be for general credit only; equivalency to 鶹ƵAPK courses is determined by individual departments.

Residential Students

All residential students are responsible for removing their trash from the residence hall to a designated dumpster outside.

Faculty, Staff, Students, Visitors

A traveler on 鶹ƵAPK business is expected to exercise the same care in incurring expenses as a prudent person traveling for personal reasons. Travel expenses should be reasonable, necessary, and directly related to University business. Consult Travel Expense Procedures prior to making travel arrangements.

Graduate Students, Residential Students, Undergraduate Students

鶹ƵAPK requires all international students attending classes for more than one semester to be screened for risk factors for Tuberculosis (TB). Students determined by the World Health Organization (WHO) to be high risk for TB will have testing performed at Counseling & Health Services within their first month on campus.

Graduate Students

Tuition: The Financial Policies and Procedures brochure contains current tuition and fee information. The brochure is updated annually and is available from the Student Administrative Services office or online at www.hamline.edu/studentaccounts.

Residential Students, Undergraduate Students

Complete tuition and fee information is provided at www.hamline.edu/tuition

Students

For undergraduates who officially withdraw from the university during fall or spring semester, the amount of tuition owed is calculated from the date on record of their withdrawal or leave, not from the date the student ceases to attend classes. For graduate students who drop or withdraw from a class, the effective day of the drop or withdrawal is the day the completed form is returned to the Registration and Records Office, not when the student stops attending class.

Students

鶹ƵAPK’s policy regarding university authority and civil penalties.

Faculty, Staff, Students, Visitors

Regulates distribution and use of keys and card access to university buildings and interior spaces. All keys are the property of 鶹ƵAPK.

Staff

鶹ƵAPK provides eligible staff employees paid time off from work as vacation leave

Faculty, Staff, Students, Visitors

Any 鶹ƵAPK-owned or -leased vehicle must be driven by an authorized driver. Personal use of such vehicles is prohibited. All drivers who submit their driving records and complete the required training as outlined below will be responsible for complying with the requirements.

Faculty, Staff, Students, Visitors

鶹ƵAPK maintains a strict policy prohibiting violence or threats of violence at all times, at or on behalf of the University or in connection with any University employment or educational activity, in accordance with applicable law.

Faculty, Staff

鶹ƵAPK encourages its employees to vote in government elections and allows, as required by applicable state law, time away from scheduled work to do so.

Faculty, Staff, Students, Visitors

Emergency and Closing Protocol

Faculty, Staff, Students, Visitors

鶹ƵAPK’s Offices of Information Technology Services (ITS), Marketing and Creative Services, and University Relations have adopted the following policy to establish the approach 鶹ƵAPK will use in the administration and management of its official website and to establish the appropriate use of 鶹ƵAPK website by the 鶹ƵAPK user community.

Faculty, Staff, Students

鶹ƵAPK is committed to comply with all applicable law in regard to disclosure of an employee’s proprietary compensation information. The University does not prohibit any employee from disclosing their own wages, although no employee is required to disclose their wages. The University forbids any form of retaliation against an employee who discloses or discusses wages pursuant to this policy.

Faculty, Staff, Students, Visitors

Individuals may report an allegation of misconduct existing within 鶹ƵAPK anonymously and individuals making such complaints in good faith shall be free from retaliation for making the report. A toll-free number, provided by Campus Conduct Hotline, is available for anonymous reporting (1-866-943-5787).

Graduate Students

Workday is 鶹ƵAPK’s secure student information system. All current 鶹ƵAPK students are expected to check Workday regularly for notifications and inbox to-do items. Students use Workday to find course sections prior to registration, register for classes, access their academic history and grades, track their academic progress, request official transcripts, make payments to student accounts, maintain current contact information, and various other functions. Students receive their Workday login information upon admission to 鶹ƵAPK.

Residential Students, Undergraduate Students

Workday is 鶹ƵAPK’s secure student information system. All current 鶹ƵAPK students are expected to check Workday regularly for notifications and inbox to-do items. Students use Workday to find course sections prior to registration, register for classes, access their academic history and grades, track their academic progress, request official transcripts, make payments to student accounts, maintain current contact information, and various other functions. Students receive their Workday login information upon admission to 鶹ƵAPK.

Faculty, Staff

The University provides workers' compensation coverage at no cost to employees, which may apply to an injury or illness sustained in the course of employment.

Staff

Human Resources establishes guidelines for flexible, alternative work arrangements for staff where such arrangements are possible. Supervisors are expected to maintain quality service and productivity regardless of the work location of employees.

Contact information