Policies and Procedures

Academic Policies

Academic Probation

To remain in good standing, a graduate student (degree or non-degree), must maintain an overall grade point average of 3.0 (B) or better on all graduate work attempted. In order to graduate, students must have a minimum 3.0 grade point average overall and on the program of study. When the cumulative grade point average falls below 3.0, the graduate student will be placed on academic probation. If the student does not achieve a 3.0 cumulative grade point average at the conclusion of one probationary semester, the Dean of the School of Graduate Studies and appropriate college/departmental/program officials will determine whether the student should be dismissed from graduate study at East Tennessee State University or continued on probation. No student will be allowed more than two probationary semesters, whether consecutive or cumulative. At the end of a second probationary semester a student whose cumulative grade point average is still below 3.0 will be dismissed from graduate study. Students whose performance results in a GPA so far below 3.0 as to make it mathematically impossible to attain an overall GPA of 3.0 after one semester may be subject to dismissal without a probationary term. A student will be removed from probationary status upon attaining a cumulative 3.0 grade point average. When an “I” grade converts to an “F” after one calendar year, the GPA is adjusted retroactively; consequently, a student may be subject to dismissal without a probationary term.

Dismissal

Students may be dismissed from the School of Graduate Studies for such reasons as academic misconduct, failure to meet conditions of admission, failure to meet a requirement of the program, or for exceeding the allowed number of probationary semesters.

Reinstatement

Students who have been dismissed from the School of Graduate Studies for academic reasons may address a written request for reinstatement to the chair of their department of major. The request should include reasons why the reinstatement should be considered.

The department will review the request for reinstatement and make recommendations to the Dean of the Graduate School. If the request is denied at the departmental level, the student may then direct a written appeal to the Dean of the Graduate School, and a final decision will be made in accordance with policies established by the Graduate Council.

Adding a Course

A course(s) may be added through the late registration/late add period without special permission, unless the course has reached the established maximum enrollment. To add any class that has reached the enrollment limit requires permission of the instructor and department chair. After the late registration/late add period, special permission must be obtained from the instructor, the department chair, the Dean of the School of Graduate Studies, and the registrar and may be granted only in extenuating circumstances.

Dropping a Course

A course(s) may be dropped during the first eight calendar weeks of a regular semester. Courses dropped during the first two weeks will not appear on the student’s permanent record. Students who drop a course after the second full week of classes through the eighth calendar week will receive a grade of “W”. (During the summer session or when courses do not conform with established term dates, this schedule is adjusted appropriately to fit the condensed time frames. Consult the Academic Calendar for exact dates.)

After the eighth week a student may not drop a course, except where verifiable extenuating circumstances can be demonstrated. A petition for a late drop may be presented by the student for consideration by the Dean of the School of Graduate Studies. Verifiable extenuating circumstances may include illness, accidental injury, or other appropriate reasons. A course may not be dropped if there is an unresolved charge of academic misconduct.

If approved by the Dean of Graduate Studies, the student will receive a grade of “W” (Withdrawn) or “WF” (Withdrawn-Failing), as assigned by the instructor of the course. All approved petitions for late drops must be received in the Office of the Registrar no later than 4:30 p.m. two days before the end of classes for all academic terms. Under no circumstances will a student be permitted to drop a course after that time.

Auditing Courses

Students are permitted to enroll in regular university courses as auditors. Registration fees are the same for audit as for credit. Regular attendance is required. Audit enrollment will not be considered part of the minimum credits required for full-time enrollment. Audit enrollment will be counted in determining overloads.

After the published “Last Day to Add a Course” students may not change their enrollment status in a course from credit to audit or from audit or credit. Instructors may administratively drop auditors for unsatisfactory class attendance.

Change of Field of Study

Students seeking to change their field of graduate study from one program to another must formally apply to the new graduate program. The student is responsible for ensuring that all admissions materials required by the new program are on file in the School of Graduate Studies prior to any program deadlines. Students must resign from the program in which they are currently enrolled prior to accepting admission into the new program. Students seeking to change concentrations within a program may do so by completing a Change of Program of Study form, which can be obtained from the School of Graduate Studies.

Class Attendance

It is expected that students will attend class regularly and provide the faculty with a reason for any absence. Failure to attend class regularly can affect students’ grades and financial aid. East Tennessee State University does not specify a fixed number of class absences as university-wide policy, but each department within the university has the right to set a maximum number of absences (including absences due to university activities and illnesses) permitted during an academic term. Departmental class absence policy is subject to approval by the dean of the school/college. At the beginning of the course each faculty member must provide a written statement governing attendance policy (including laboratory/clinical sessions where applicable) for the course so that all students may be fully informed of their attendance responsibilities, including penalties that may be imposed for failing to meet these responsibilities. If a student is not in attendance during the class meeting in which the class attendance policy is discussed it is the student’s responsibility to ascertain the policy in that class.

Classification of Courses by Level

Enrollment in the 5000, 6000, and 7000 series is limited to graduate students. Undergraduate students may not enroll in courses numbered higher than one year above their current classification unless the undergraduate student meets an exception. (Please see Advanced Admission for Undergraduates for more information.) At least 70 percent of all courses taken in  a master’s program must be in the 5000 series; at least one-half of all courses taken on the doctoral level must be in the 6000 and 7000 series.

Enrollment

Every student is required to enroll at the time and in the manner prescribed by the registrar. All charges for the ensuing semester must be paid, or otherwise provided for, before registration is completed.

Combined Graduate and Undergraduate Enrollment (5xx7 and 5956 Courses)

In some curricula, master’s level students may enroll in 5xx7 and 5956 courses which are co-listed with 4xx7 and 4956 undergraduate courses. A student who has taken the 4xx7 or 4956 course for undergraduate credit cannot repeat the course for graduate credit. Graduate students enrolled in 5xx7 and 5956 courses shall be required to do specified work over and above that required of undergraduate students enrolled in companion 4xx7 and 4956 courses.

Specialist degree students may not enroll for 5xx7 and 5956 courses (except for 5957 “Topic in” courses); they must choose courses from the regular graduate-only series of 5000 and 6000 level courses, with at least one-half of all courses being at the 6000 level.

Doctoral students may not enroll for 5xx7 and 5956 courses (except for 5957 “Topic in” courses); they must choose from the regular graduate-only series of 5000, 6000, and 7000 courses, with at least one-half of all courses being at the 6000 and 7000 levels.

Limitation on 5xx7 and 5956 Courses

No more than 30 percent of all courses taken in any program may come from the 5xx7 / 5956 series. Some doctoral programs disallow 5xx7 and 5956 courses.

Continuous Enrollment

Students who wish to use support services of the university (computer, library, laboratories, studios, etc.) and/or require faculty guidance for studies, research, or preparation of a prospectus and are not enrolled for coursework, thesis, or dissertation must be registered for the appropriate non-degree credit course (5990, 6990, 7990) in Readings and Research each term university support or facilities are being used, including summer term. Students who have previously registered for thesis, dissertation, and/or readings and research must be continuously registered for a minimum of one graduate credit hour every subsequent semester, including summer, until completion of the degree.

Readings and Research cannot count toward degree requirements.

Candidates for a master’s degree with a thesis option must continue to register each semester (minimum of one credit) from the time of the initial registration for 5960-Thesis until the thesis is accepted by the School of Graduate Studies. (Individual programs may require minimum enrollments of up to 3 graduate credits.) No less than three credit hours nor more than six credit hours of thesis may be applied toward the master’s degree.

Candidates for doctoral degrees must continue to register each semester from the time of the initial registration for 7960-Dissertation until the dissertation is accepted by the School of Graduate Studies. (Individual programs may require minimum enrollments of up to 3 graduate credits.) No less than 12 hours nor more than 21 hours of dissertation credit may be applied toward the doctoral degree.

A student must be enrolled for a minimum of one graduate credit hour during the term of graduation, with one exception: a student who does not meet the deadlines for completing degree requirements, including thesis/dissertation defense and orals, but does complete all requirements, including approval of the thesis/dissertation by the Dean of the School of Graduate Studies, before the first day of classes for the following semester, will not be required to register for the term in which the degree is awarded.

Experiential Learning Credit

No graduate credit can be awarded for experiential learning that occurs prior to admission into a graduate program and which has not been under the supervision of the institution.

Extension and Correspondence

All work completed at any approved ETSU site is residential and not extension credit. No correspondence work can be applied to any graduate program at East Tennessee State University.

Final Grade Reports and Appeals

Final grades are available through GoldLink to all students who complete registration each term. Academic departments are required to retain grade documentation for a period of one year. Specific student concerns regarding academic records, other than the Grade Appeal process described below, must be addressed within one academic year from the date of posting of grades for the term in question. Students wishing to appeal a grade must begin the process within 21 days after the beginning of the next term, excluding summer school.

Grade Appeal Process

1. Basis for Appeal

    1.1    A student may appeal a course grade if the student has evidence that the grade was assigned in a malicious, capricious,
             erroneous, or arbitrary manner. The following steps provide a guideline for the appeals process. All persons concerned with
             this process should make every attempt to adhere to the time schedule outlined in the following description of the appeals
             process. No appeal will be initiated more than one year following the date the grade  was assigned.

2. Appeal to the Faculty Member for Review of the Assigned Grade

    2.1    Within 21 calendar days after the beginning of the next term, excluding summer school, the student should discuss the
             assigned grade with the faculty member. If it is found that the assigned grade is incorrect in the judgment of the faculty
             member, he/she will initiate the appropriate change. If the change is made at this point, the matter is concluded.

    2.2    If the faculty member is no longer with the university, the student should confer with the departmental chairperson who will
             then make every effort to receive written input concerning the matter from the former faculty member. If it is not possible to
             receive information from the former faculty member regarding the grade, then the student may appeal the grade as described
             below and the departmental chairperson will represent the interests of the faculty member who issued the grade.

3. Appeal to the Department Chairperson

    3.1    If the question of the assigned grade cannot be resolved between the student and the faculty member, the student may appeal
             in writing to the chairperson of the department in which the course was taught. The written appeal to the departmental
             chairperson must be made by the end of the fourth week of the term. The student should include all known information relating
             to the appeal with the written appeal. After receiving such an appeal, in writing, from the student, the chairperson shall review
             with the faculty member the substance of the student’s appeal and seek to determine its validity.

    3.2    If the chairperson determines that the assigned grade is in his/her judgment, inappropriate, the chairperson should recommend
             to the faculty member that the grade be changed. The faculty member may or may not concur with the chairperson’s
             recommendation.

    3.3    The chairperson will notify the student in writing, within 14 calendar days of the appeal, whether or not the assigned grade will be
             changed by the faculty member. If the grade is changed to the student’s satisfaction, the matter is concluded. If the grade will not
             be changed, the chairperson will also advise the student of the right of appeal to the Dean of Graduate Studies.

    3.4    If the grade will not be changed, copies of all written communication mentioned above should be sent by the chairperson to the
             Dean of Graduate Studies as described below.
 

4. Appeal to the Dean of Graduate Studies

    4.4    In the case of all graduate students (including those graduate students enrolled in the M.S.-Ph.D. program in Biomedical Sciences
             within the College of Medicine), the appeal shall be directed to the Dean of the Graduate School. If the dean, the student, and the
             faculty member are unable to resolve the appeal informally, the dean shall convene an ad hoc committee, comprised of three
             members of the graduate council (or other graduate faculty members) and three graduate students, all of whom shall have voting
             privileges. This committee shall elect a chairperson and hold a hearing concerning the appeal. At this hearing all material relevant
             to the appeal shall be presented by the student, faculty member, the department chairperson, dean of the college in which the
             course was taught, the Dean of the Graduate School, and any others who may be called to assist the committee.
 

5. Appeals Process Following Committee Review

    5.1    Within 21 calendar days of its constitution, the committee will submit to the Dean of Graduate Studies a written report containing
             a recommendation for a specific course of action regarding the student’s appeal. The dean will, in turn, review the committee’s
             recommendation and reasoning. The Dean of Graduate Studies may also confer with any of the parties involved. After
             consideration of all appropriate information, the dean shall accept, reject, or modify the recommendation. The dean shall notify
             the student, the faculty member, the chairperson of the appeals committee, the departmental chairperson, and the appropriate
             individuals of his/her opinion concerning the appeal. The dean shall forward his/her decision to the Vice President for Academic
             Affairs/Vice President for Health Affairs who will hold the documentation for 21 calendar days, at the end of which time he/she
             will notify the Registrar of the disposition of the student’s grade, if it is to be changed.

    5.2    A written appeal of the decision of the dean may be submitted to the Vice President for Academic Affairs/Vice President for Health
             Affairs within 14 calendar days from the time the dean reports his/her decision to the appropriate individuals.

    5.3    The Vice President for Academic Affairs/Vice President for Health Affairs will then review the dean’s report and the other grade
             appeal documentation and endorse the dean’s decision, reject the decision, or modify the decision. The Vice President for
             Academic Affairs/Vice President for Health Affairs shall then notify the student, the dean, the faculty member, the chairperson
             of the appeal committee, the departmental chairperson, and the appropriate individuals of his/her opinion concerning the appeal.

    5.4    In the absence of further appeal, the opinion rendered by the Vice President for Academic Affairs/Vice President for Health Affairs
             becomes final. The Vice President for Academic Affairs will wait 21 calendar days, at the end of which time he/she will notify the

             Registrar of the disposition of the student’s grade, if it is to be changed.

6. Appeal to the President

    6.1    If either the student or faculty member believes that due process* has not been afforded, a written appeal may be made to the
             President; otherwise, the decision of the Vice President for Academic Affairs/Vice President for Health Affairs is final. Such an
             appeal, based on denial of due process and specifically identifying the failure of the process, must be initiated in writing within
             14 calendar days from the time the dean reports his/her decision to the appropriate individuals.

             * The right to have your concerns reviewed by an impartial third party.

Independent Studies, Problems, and Workshops - Students who wish to pursue individual studies, problems, or workshops of special interest may enroll for these courses provided that the topic for study has been defined and approved by the professor and the student’s advisor. Under no circumstances should registration for independent studies, problems, or workshop courses be used to attend a course with a different number or title at any level of course classification.

Limitations on Independent Studies, Problems, and Workshops - No more than 30 percent of the semester hours for a graduate degree program may be taken in independent studies, problems, or workshops or in any combination of these types of courses.

Grades

Grades given in the School of Graduate Studies carry the following meaning and quality points:

To remain in good standing a graduate student must maintain an overall grade point average (GPA) of 3.0 “B” or better. Graduate credit will be given for grades of “A”, “A-“, “B+”, “B”, “B-“, “C+”, and “C” in graduate level courses. Graduate credit is not awarded for Pass/Fail grades. Grades of “P” of “F” do not count toward degree requirements. All graduate course grades earned at East Tennessee State University by a student will be used in computing the grade point average (GPA). An overall GPA of 3.0 is required for admission to candidacy and for graduation.
 

How to Compute a Grade Point Average

The grade point average (GPA) is computed as follows:
Step 1. Grade Points earned in a course x Course credit hours = Grade points for course
Step 2. Sum of grade points for all graded courses = Total grade points
Step 3. Total grade points divided by all credit hours attempted = GPA

Incomplete Grades - A grade of “I” (incomplete) indicates that a student was passing the course at the end of the semester, but due to circumstances beyond the student’s control, was unable to complete the course requirement. It also indicates that the student has received consent from the instructor to complete the work for which an “I” is assigned. The “I” grade cannot be used to allow a student to do additional work to raise a deficient grade or to repeat a course. An “I” grade must be removed no later than one calendar year from the time the grade is awarded. Time extension requests for removal of “I” grades must be submitted to and approved by the Dean of the School of Graduate Studies before the allotted time expires. An “I” grade not removed under the guidelines noted above will be converted to an “F.” When an “I” grade converts to an “F” after one calendar year, the GPA is adjusted retroactively; consequently, a student may be subject to dismissal without a probationary term. A student cannot withdraw from or drop a course after a grade of “I” has been assigned or after one year has elapsed. To remove an “I” grade, the student must complete the work independently and must not register for the course a second time or attend the same course at a later time in order to complete the course requirements.

Repeating a Course - If a student chooses to repeat a course, all grades earned are computed in the grade point average. The grade earned on the repeat does not replace the original.

“S”, “SP”, and “U” Grades-The letter grades of “S” (Satisfactory Completion), “SP” (Satisfactory Progress), and “U” (Unsatisfactory) are given for Readings and Research, Capstone Projects, Thesis, and Dissertation. A grade of “S” carries graduate credit and indicates satisfactory completion of the course. Each program must specify the number of hours required for Thesis/Dissertation. Degree completion requires an “S” on the most recent hours associated with Thesis/Dissertation or Readings and Research. “SP” indicates progress toward project or research completion, but carries no credit. This grade does not affect the student’s GPA. Students who receive an “SP” must, in subsequent semesters (including summer), enroll in additional hours of Thesis/Dissertations or Readings and Research until the requirements are completed. The “U” grade carries no credit and indicates unsatisfactory progress toward research or project completion. Students who receive a “U” must enroll for the course the following semester, including summer. The “U’ is equivalent to an “F”. The first “U” does not affect the GPA, however, all subsequent “U” grades will convert to an “F” and will be figured into the GPA.

Grade Reports and Appeals - Grade reports are available through GoldLink to all students who complete registration each term. Academic departments are required to retain grade documentation for a period of one year. Specific student concerns regarding academic records, other than the Grade Appeal process described in the Student Handbook (Spectrum), must be addressed within one academic year from the date of posting of grades for the term in question.

Graduate Course Load

The full-time course load for graduate students is nine graduate credit hours. Graduate course loads in excess of 15 hours require approval of the departmental chair and Dean of the School of Graduate Studies.

Graduate Student Classification

• Master’s Candidate (MS): A student who has been formally accepted to graduate school for the purpose of pursuing a master’s degree.

• Specialist in Education Candidate (SED): A student who has been formally admitted to graduate school and the college of education for the purpose of pursing a specialist degree.

• Doctoral Student, Early Stage (DE): A student formally admitted to a doctoral graduate program of study whose major academic endeavor consists of formal coursework directed toward fulfilling requirements for a doctorate.

• Doctoral Candidate, Late Stage (DL): A doctoral graduate student who has passed the doctoral qualifying examination and whose principal academic endeavor consists of work toward completion of the doctoral  dissertation.

• Postdoctoral Student (PD): A student who has an awarded doctoral degree and is engaged in advanced academic study or specialty training beyond the doctoral degree

• Visiting Graduate Student (SPG): A formally enrolled graduate student, from another institution, whose coursework will be transferred back to the student’s home institution.

• Graduate Non-Degree: A post-baccalaureate student who is not pursuing a graduate degree, is not a post-doctoral student, and is enrolled in graduate courses.

Institutional Review Board (IRB)

Institutional Review Board (IRB) - All research involving human subjects must be approved by the East Tennessee State University Institutional Review Board prior to initiation of the research. IRB approval is necessary to protect the rights of human subjects involved in physical, psychological, or social research. Following approval of the proposed research by the review board, the subject involved must be informed of the study and consent to participate. The application forms for research involving human subjects and review of such research projects are available in the Office of Research and Sponsored Programs, 103 Earnest House.

Misrepresentation of Academic Credentials

It is a Class A misdemeanor to misrepresent academic credentials. A person commits the offense of misrepresentation of academic credentials who, knowing that the statement is false and with the intent to secure employment at or admission to an institution of higher education in Tennessee, represents, orally or in writing that such person:

1. Has successfully completed the required coursework for and has been awarded one (1) or more degrees or diplomas from an accredited institution of higher education;
2. Has successfully completed the required coursework for and has been awarded one (1) or more degrees for diplomas from a particular institution of higher education; or
3. Has successfully completed the required coursework for and has been awarded one (1) or more degrees or diplomas in a particular field or specialty from an accredited institution of higher education.

Residency Requirements

The residency requirement is primarily to provide doctoral students with significant time for sustained participation with peers and faculty members in scholarly and creative activities. Each doctoral degree program specifies how these residency requirements can be fulfilled. Nondoctoral graduate degree students may be required to complete one or more semesters of full-time study as determined by the degree program. Students should consult program requirements for details on specific residency requirements.

Time Limits

• Time for completion of the degree is counted from the date of registration for the first course applied toward the degree requirements, including transfer work.

 Timetable for Graduate Study

Transfer of Credit

Students may petition the Dean of the School of Graduate Studies (Application for Transfer of Graduate Credits) for the transfer of a maximum of nine semester hours of graduate credit earned from ETSU or other regionally accredited U.S. and approved international institutions, if grades of “B” (or equivalent) or higher were received (“B-” grades do not transfer.) In order to qualify for transfer, requested courses will be evaluated with respect to content, learning outcomes, and credit hours. Students may be required to submit documentation (e.g., syllabus) prior to transfer credit being approved. ETSU coursework solely is used to compute the grade point average; non-ETSU transfer work is not computed in the GPA.

All non-ETSU transfer credit must be completed prior to the term of graduation so that the transfer process can be completed in a timely manner early in the graduation term. Transfer of credit may not be initiated after the graduation intent deadline, and official transcripts must be received by the midpoint of the graduation term.

The degree program time limit (matriculation limit) will begin with the registration date of the first course applied to the degree requirements, including transferred courses. Credit earned prior to the degree time limitations specified in this catalog will not be approved for transfer and transfer credit cannot be revalidated if it later exceeds the matriculation limits.

Credit cannot be transferred from a completed degree program into a current degree program. Extension or continuing education hours will not be transferred for credit. In general, credit earned at international institutions cannot be transferred, and petitions to transfer international credit are reviewed only if accompanied by a professional course-by-course evaluation.

Students withdrawing from the university-discontinuing matriculation in the university- during the first eight weeks of classes will receive a grade of “W” in all courses. Withdrawals from the university after the eighth week will be recorded with “W” or “WF” at the discretion of the instructor. (During the summer semester, or other shortened terms, this schedule is adjusted appropriately to fit the condensed time frame.) All requests for withdrawal must be received in the Office of the Registrar no later than 4:30 p.m. two days before the last day of classes of any academic term. Under no circumstances will a student be permitted to withdraw from the university after that time.
A student who does not withdraw by the official procedure will receive an “F” for each course. (Consult the Schedule of Classes for more details.)
 

Other Policies

General

Abandoned Personal Property

All property, not otherwise covered by Tennessee Law, that is held by a Tennessee Board of Regents institution in its ordinary course of business, and which has remained unclaimed for more than one year, is presumed abandoned. If you have lost personal property on campus, please contact the University Center at 439-4286.
Under Tennessee law, the holder of presumed abandoned property must collect, hold and maintain such property in protective temporary custody until it is transferred to the State Treasurer. A “holder” includes any person in possession of abandoned or unclaimed property, or property that is held in the course of the holder’s business that has remained unclaimed by the owner for more than one year.
Each TBR institution must file a verified report with the State Treasurer on or before May 1 of each year which lists the presumed abandoned property in its possession since December 31 of the previous year.
If the holder has an address presumed to be accurate, and the property is worth $50 or more, the holder must send written notice to the apparent owner at his/her last known address, informing him/her that holder is in possession of the property within 120 days of filing the report with the State Treasurer.
Tangible property should be held by the holder while the Treasurer reviews the report for 120 days after the report is received.
When the report is filed, any unclaimed funds or intangible property reported must be delivered to the State Treasurer, including all interest and dividends due on the day the property is paid or delivered.
Tangible property must be delivered within 120 days following submission of the report, unless the holder has received notification to the contrary from the Treasurer.
Once the Treasurer receives the abandoned property, the former holder of such property is relieved of all liability to the extent of the value of the property so delivered. The Treasurer then takes steps to notify the apparent property owners of their possible ownership rights. This property is still presumed abandoned, but remains in the protective custody of the Treasurer. Subsequent claims to the property are directed to the treasurer.

Animals on Campus

This policy applies to animals classified as “pets” and “service animals” but does not apply to animals used for research purposes.
This policy does not apply to the living quarters and support buildings that are assigned to university employees as a part of their employment contract.
Owners of animals permitted on campus are responsible for ensuring that their animal’s wastes are properly removed from the grounds and disposed of in the trash or sanitary sewer.
Pet Animals - No pets or animals of any nature shall be permitted in any university facility including residence facilities, provided that if authorized in writing by the institution, fish in aquariums of a designated size may be allowed.
Requests for the use of animals for educational purposes, other than research, or special events, i.e., cat and dog shows, etc. should be requested through the sponsor’s chain of-authority to the Health and Safety Office [link] and the Tennessee Wildlife Resources Agency.
Service Animals - To provide equal opportunity to disabled individuals to obtain employment, education, and services from the university, it is the policy of East Tennessee State University to allow and encourage disabled people to use service animals, subject to the conditions stated below:
The term “service animal” includes any animal that is individually trained to do work or perform tasks for the benefit of an individual with a disability. Typical tasks include guiding people with vision impairments, alerting individuals with hearing impairments, pulling a wheelchair, or retrieving items. A service animal may be a dog, monkey, or other animal.
A service animal is permitted in all classrooms, offices, hallways, dormitories, eating facilities, museums, theaters, sports areas, auditoriums, and other sites on campus, provided that:

1. The animal is in a harness or kept on a leash. However, service animals kept in good control by a disabled person need not be in a harness or on a leash when in a disabled student’s own dormitory room or at an employee’s own work station.
2. The animal is adequately controlled so as to present no undue noise or disruption to others.
3. The animal creates no danger of infection, transmission of disease, or other health problems to people. (Note: A well-controlled service animal creates no more of a health risk than a person, so it should be allowed in any areas as humans without special clothing or extensive hygiene requirements.)
4. If a service animal is used by a person living in a university dormitory and an assigned roommate objects to the presence of the animal, the university may reassign either the disabled person or the roommate, at the university’s option, to another room.
5. The university may, but is not required to, demand that a person desiring to use a service animal on the premises of East Tennessee State University provide reasonable proof that the individual is legally disabled and that the service animal is certified as a service animal by a formal animal training program such as Guide Dogs of America or other recognized training agency, or the Tennessee Council for the Hearing Impaired.

The university and university employees or agents assume no responsibility for controlling, keeping, feeding, or otherwise caring for any service animal. The university and its employees assume no legal responsibilities for any injury or damage caused by a service animal.
Job applicants and employees of the university shall not be discriminated against in any aspect of employment because of an individual’s use of a service animal in conformance with this policy. Allowing the use of a service animal shall, in most cases, be a reasonable accommodation that allows an applicant or employee to qualify for the job in question. However, if the use of the service animal substantially interferes with the performance of essential job tasks, the accommodation need not be made and the individual may then be unqualified for the job.
No employee, agent, representative, student, or other person affiliated with East Tennessee State University shall discriminate against an individual because of the use of a service animal in conformance with the requirements of this policy. No disabled person shall be prevented from entering, remaining, or using facilities of this university because of the use of a service animal, unless such use is not in conformance to the requirements of this policy.

Fee Refunds

Students who are removed from university housing for disciplinary reasons or are suspended or expelled from the university are not eligible for a refund of housing fees or university tuition/fees.

Inclement Weather [pp28]

The policy on closing the university due to inclement weather states that ETSU and its branch campuses will normally remain open during bad weather. The president of the university, under extreme conditions, may choose to officially close or suspend selected activities of the university or branch campuses. The decision to close the university or to cancel some or all classes will be made and announced as soon as possible to accommodate students who must commute. An official statement of closing will be broadcast over several area radio and television stations. The Center for Adult, Commuter and Transfer Services hotline may also be called regarding school closings. The hotline number is 439-5641.
Students are to attend classes unless otherwise notified by local media. If a student cannot attend class, the student is to contact the appropriate instructor(s) if possible. If not, the student must contact the instructor(s) immediately upon returning to the campus to negotiate an excused class absence and make up any missed work. If a student is stranded on campus due to inclement weather, facilities are available in university residence halls for an overnight stay. Students should report to the campus security building on the east side of campus.

Students Terminated from University Employment

Part-time university employment provides students with an opportunity to earn extra income while learning about personal responsibility and professionalism in the work place. Consistent with this educational objective, and the university’s commitment to treat people with dignity and respect, students who are employed by ETSU on the Federal Work Study program, Academic Performance Scholarship Program or the Regular Student Work Study Program and are terminated for cause have the right to appeal the decision to the next higher level of authority in the administrative hierarchy.
If the student appeals the decision the following procedures will be observed:

1. The student shall be advised of the reasons for their termination.
2. The student shall have the right to present a written appeal or to appeal in person to the next higher authority.
3. The student shall be advised in writing of the outcome of the appeal.

Health

Drug-Free Campus

This policy applies to all East Tennessee State University (ETSU) employees, including faculty, and students in compliance with the provisions of the Drug-Free Workplace Act of 1988 (41 U.S.C. 701, East Tennessee State University. seq.) and the Drug-Free Schools and Communities Act Amendments of 1989 (20 U.S.C. 3171, East Tennessee State University. seq.). Moreover, this policy supersedes the Drug-Free Workplace policy promulgated March 13, 1989.

Immunization Requirements

Failure to submit the appropriate documentation could prevent you from completing the class registration process or limit the number of hours in which you are able to enroll. The State of Tennessee requires all students to meet the following immunization requirements:

1. Proof that the student has received (2) MMR (Measles, Mumps, and Rubella) shots or physician signed documentation of immunity.
2. Proof that the student has received (2) Varicella (Chicken Pox) shots or physician signed documentation of immunity.
3. A Signed Waiver form acknowledging that the student is aware of the risk associated with Hepatitis B and Meningitis infections on a college campus

Students under the age of 18 must provide a signed waiver that is signed by either a parent or legal guardian. http://www.etsu.edu/nursing/shserv/forms/hepameniwaiver.aspx
Students 18 and over will be able to complete this form online electronically when they attempt to register for classes the first time.

Exemptions:

1. New incoming students to ETSU who have received one MMR (measles, mumps, rubella) and one Varicella (chicken pox) vaccination may complete the One Semester Immunization Exemption Form and return it to the Registrar’s Office so they may be able to register for a full time class load. This can be done at orientation. http://www.etsu.edu/reg/documents/PDF/Immunization_form.pdf
2. Pregnant or Breastfeeding students may complete the Medical Waiver for Immunizations form accompanied with signed medical documentation and submitted to the Student Health Services for temporary exemption.
3. Students who are allergic or have medical conditions preventing them from receiving these vaccinations may complete the Medical Waiver for Immunizations form accompanied with signed medical documentation and submitted to the Student Health Services for exemption.
4. Students who are taking exclusive online and distance-learning courses only are exempt from the Varicella requirements, but must complete the Online Only Immunization Exemption form each semester and file it with the Registrar’s Office. http://www.etsu.edu/reg/documents/DOC/online_classes_ONLY_Immunization_Waiver.docx
5. Students who provide a signed written statement that their religious tenets and practices prohibit their receipt of any type of immunizations.
   http://www.etsu.edu/nursing/shserv/forms/religiousexemption.aspx
   
   More information and contact information is through Student Health Services or on the website at: 
   www.etsu.edu/nursing/shserv/about/Immun_Requirements.aspx

Medical Insurance for International Students and Scholars

In accordance with the TBR Policy on Admission (2:03:00:00), East Tennessee State University requires that all international, nonimmigrant students and scholars under the F, M, and J status maintain accident, illness, medical evacuation and repatriation insurance on themselves as a condition to their admission, enrollment, research duties, and employment at the university. Students under any of the J status category must also carry accident, illness, medical evacuation and repatriation insurance for spouses and dependents. Dependents of F-1 students must carry insurance if enrolled at the university. The following policy and procedures have been established:

1. In the letter of admission, in the I-20, and in the IAP-66, all international, nonimmigrant students and scholars will be informed of this requirement, of the extent of coverage required, which may vary slightly from year to year, and of the approximate cost to obtain the coverage.
2. All international, nonimmigrant students and scholars will be REQUIRED to enroll in the TBR Student Comprehensive Health Insurance Plan. The only exception to this requirement will be international, nonimmigrant students who have a scholarship that includes the purchase of an insurance policy on their behalf. This policy must meet or exceed the level of coverage provided to participants in the TBR’s Student/Scholar Health and Accident Insurance Plan.
3. The cost of enrollment in the TBR Student Comprehensive Health Insurance Plan will be added to the student’s cost for registration. Scholars, but not students, should complete an insurance enrollment form, and pay the premium directly to the university Business Office. Documented proof of government sponsored insurance must be provided to the international student advisor prior to registration.
4. Students will be covered for twelve months. Exception to this rule will be made in the case of international students who abandon their F, J or M status, by leaving the U.S., by changing to another nonimmigrant status, or by adjusting status to that of an immigrant.
5. Students under Practical Training will not be required to purchase the TBR coverage. Students under Practical Training, however, may purchase the TBR plan #3 during the period of training.
6. Once the insurance premium is paid, there will be no refunds.

Campus Smoking and Tobacco Use Policy

Effective August 11, 2008, ETSU is a Tobacco-Free Campus, with smoking and all other tobacco usage permitted only in private vehicles. This policy applies to all university buildings/grounds; ETSU-affiliated off-campus locations and clinics; any buildings owned, leased or rented by ETSU in all other areas; and ETSU facilities located on the campus of the James H. Quillen Veterans Affairs Medical Center at Mountain Home. Tobacco use is also prohibited in all state vehicles. This tobacco-free policy is in effect 24 hours a day year-round.
Background
The university promotes a healthy, sanitary environment free from tobacco smoke and tobacco-related debris. The ETSU community acknowledges that long-term health hazards may accrue to people who use tobacco products or who are subjected to second-hand smoke. The failure to address the use of tobacco products on campus would constitute a violation of the Americans with Disabilities Act, the Vocational Rehabilitation Act and Tennessee law.
Support
Understanding the addictive nature of tobacco products, ETSU will make every effort to assist those who may wish to stop using tobacco. The university offers current information about available resources via http://www.etsu.edu/humanres/smokingcessationresources.htm.
Compliance
It is the responsibility of all members of the ETSU community to comply with this Tobacco-Free Campus Policy. Violations of the policy will be dealt with in a manner that is consistent with university procedures. There shall be no reprisals against anyone reporting violations of this policy.
 

Personal Information

Directory Information

ETSU contracts the publication of a directory which shows student names, addresses (e-mail, mailing, and campus box), major, and phone number. In addition, ETSU may release other “directory information.” Other “directory information” is defined as: enrollment status, dates of attendance, classification, previous institution(s) attended, awards, honors (includes Dean’s List), degrees conferred (including dates), and sports participation information.
If students prefer not to have these items released, they may fill out a form to prevent disclosure of this data. This form is available at the Office of the Registrar and must be submitted no later than the last day to add a course for the Fall term. A new form for non-disclosure must be completed each academic year. A form submitted the last term a student enrolls will remain in effect until the student re-enrolls.

Other records offices in the university may have other definitions of directory information. Please check the Pharmacy or Medicine web sites for specific information as to their definitions.

Electronic Mail

This policy was adopted by the Information Technology Governance Committee on February 17, 2009.
As email has become an integral part of the academic process, confidential information about ETSU students is being transmitted, including evaluations, grades, and financial information. Faculty, staff, and students must recognize that although there is an expectation of privacy, unencrypted email is not a secure means of transmitting information. While this policy does not prohibit student information from being transmitted by email, caution must be exercised regarding the content of messages.
ETSU provides each student, faculty, and staff member with an official university-assigned email account. All official university communications will be sent to the university email address. Faculty, staff, and students may assume that official ETSU email is a valid communication mechanism. Therefore, the university has the right to send communications to students, faculty, and staff via email and the right to expect that those communications are received and read in a timely fashion. Since this is our primary method of communication, email should be checked at least daily. Although students may choose to forward university email to an external email account, he or she is responsible for all information, including attachments.
Revised 1/2009
 

The Family Educational Rights and Privacy Act

Parental Notification

The university will notify a parent or legal guardian of a student who is younger than 21 and is found guilty of a university disciplinary violation governing the use or possession of alcohol or drugs. Notification will occur when the university alcohol or drug offense is in violation of any federal, state, or local law, or of any rule or policy of the institution, except as prohibited by the Family Educational Rights and Privacy Act (FERPA).

Safety and Security

Department of Public Safety

The Department of Public Safety is responsible for campus security. The public safety office is located at the main entrance of the campus on University Parkway. The department is open 365 days per year and utilizes public safety officers to patrol campus by automobile and on foot 24 hours per day. A 24-hour dispatch service is also maintained (439-4480).

Access to Campus

The campus and facilities of ETSU are governed by the Tennessee Board of Regents (TBR), and are restricted to students, faculty, staff, guests, and invitees of the university, except when part or all of the campus, its buildings or facilities, are open to the general public for a designated time and purpose.
All persons on campus are subject to all rules and regulations of the university and the TBR which are applicable to the conduct of students on campus, and to all applicable federal and state laws and regulations. In addition, all persons who operate motor vehicles on campus agree by such operation to be subject to university and TBR rules, regulations, policies and procedures on traffic and parking.
All persons on campus must provide adequate identification upon request to appropriate officials and security personnel of the university. Personnel and students of the university who refuse to provide such identification may be subject to disciplinary action, and other persons who refuse to provide such identification will be requested to leave the campus, and if they refuse, may be subject to lawful removal and prosecution.

Crime Reporting

The Department of Public Safety provides a crime prevention program entitled “Be Alert, Be Aware.” Through this program students, staff, and faculty are encouraged to report any criminal or suspicious activity, and are made aware of the need for everyone to be responsible for their own security and the security of others. When a person files a complaint or applies for assistance, all pertinent information is obtained and is officially documented in an incident report. All incident reports are maintained on file in the public safety office. Reports are acted upon in a judicious manner consistent with departmental procedure. When criminal incidents occur that require multijurisdictional investigation, all applicable agencies are notified. Public safety officers have a close working relationship with the Johnson City Police Department, the Washington County Sheriff’s Department, federal agencies, and the First Judicial District Drug Task Force. The Federal Bureau of Investigation and the Tennessee Bureau of Investigation receive monthly statistics from the Department of Public Safety concerning crimes on campus.

Criminal Actions

Criminal actions, police emergencies, fire emergencies, and requests for ambulance service can be reported by telephoning 439-4480 or 911; by using the direct emergency telephones placed across campus; or in person by stopping by the public safety office. Police non-emergencies can be reported by telephoning 439-6900.

Enforcement Authority

Public safety officers are commissioned pursuant to Tennessee Code Annotated, 49-7-118, and the Tennessee Board of Regents (TBR) Policy No. 5:01:07:00. Commissioned public safety officers have all of the police powers necessary to enforce all state laws as well as rules and regulations of the TBR. They are also certified firemen and are first responders to any on-campus fire emergencies. Public safety officers may exercise their authority on all property or facilities owSex Offender Registrationned, leased, or operated by the TBR and the university including any public roads or rights of way which are contiguous to or within the perimeter of such facilities or property.
The Johnson City Police Department furnishes the Department of Public Safety information concerning all offenses which occur off campus at fraternity and sorority houses. The Department of Public Safety coordinates with the Johnson City Fire Department concerning all campus fires.

Pedestrian Safety

The Department of Public Safety wishes to remind students and staff that bicycles, skate boards, scooters, and other similar vehicles or toys which are used on campus sidewalks or public thoroughfares must be operated in such a manner so as not to jeopardize the safety and well-being of pedestrians. The use of bicycles and other specified play vehicles is governed by state law. A violation of applicable statues constitutes a Class C misdemeanor.

Residence Hall Access

Students residing in the residence halls are required to follow the Student Housing Rules, Residence Hall Conduct and Disciplinary Sanctions (Residence Hall Student Handbook).
All residence halls with the exception of Davis Apartments, which have outside doors are secured 24 hours per day. Access is gained through main entrance doors equipped with a card reader which uses the student’s ID card to unlock the door.
The Department of Public Safety and the Office of Housing and Residence Life operate night patrol from approximately 11 p.m. until 5 a.m. each night in the vicinity of the residence hall and residence hall parking lots. These individuals are not police officers but are equipped with two-way radios and have a uniform. Duties include checking for propped doors, checking locked doors, watching for any unusual event, and checking parking lots around the residence halls.
For additional information concerning safety on campus, contact the Department of Public Safety, 423-439-6900, the office of Student Affairs, 423-439-4210, or the office of Human Resources, 423-439-4457.

Security and Maintenance of Campus Facilities

The Department of Public Safety conducts a survey of outdoor lighting several times a year. In the months of July and December buildings on the main campus and university buildings located on Veterans Administration property are surveyed for hazardous conditions. Monthly fire extinguisher inspections are performed in all buildings owned or leased by the university. In addition, public safety officers routinely report all hazardous, unsafe and potentially unsafe conditions found to exist on campus.

Security Information Report

East Tennessee State University makes available to prospective students and employees the ETSU Security Information Report. This annual report includes campus crime statistics for the three most recent calendar years and various campus policies concerning law enforcement, the reporting of criminal activity, and crime prevention programs. The ETSU Security Information Report is available upon request from East Tennessee State University Department of Public Safety, Box 70646, Johnson City, TN 37614-1702. The report can be accessed on the Internet.

Sex Offender Registration

The federal Campus Sex Crimes Prevention Act and the Tennessee College and University Campus Sex Crimes Prevention Act of 2002 require that whenever a sex offender becomes employed, enrolls as a student or volunteers at an institution of higher education in the state of Tennessee, he or she must complete or update the Tennessee Bureau of Investigation (TBI) sexual offender registration/monitoring form and deliver it to TBI headquarters in Nashville. As defined in section 40-39-102 of the Tennessee Code, a “sexual offender” means a person who is, or has been, convicted in this state of committing a sexual offense or who is, or has been, convicted in another state or another country, or who is or has been convicted in a federal or military court, of committing an act which would have constituted a sexual offense if it had been committed in this state. A “sexual offender” means the commission of acts including but not limited to aggravated and statutory rape, sexual battery, sexual exploitation of a minor, aggravated prostitution, and kidnapping.
Both acts designate certain information concerning a registered sexual offender as public information and therefore amend and supersede the Family Educational Rights and Privacy Act (FERPA) and other federal and state laws that previously prohibited the disclosure of such personal information. Since the laws require the publication of information pertaining to sexual offenders employed, enrolled or volunteering at an educational institution, said publication does not constitute grounds for a grievance or complaint under institutional or Tennessee Board of Regents policies or procedures.

Sexual Assault

East Tennessee State University is dedicated to maintaining an environment which is safe and supportive of its students and employees where relationships are built on honesty, integrity, and trust. Accordingly, ETSU prohibits sexual assault and rape as defined by state law. Actions which result in charges of sexual assault or rape under this policy will be subject to university disciplinary action. They also may subject a student to criminal and/or civil liability under state law.

Services
To appropriately address sexual violence, ETSU has developed OASIS (Outreach & Advocacy: Sexuality Information for Students), a program housed in the Counseling Center. OASIS provides comprehensive services including:

• Educational and prevention programs, awareness events and print and video resources addressing a variety of topics related to sexual violence and healthy relationships such as consent, bystander Intervention, men as allies, women’s empowerment, Take Back the Night and others;
• Sponsorship of Students Against Violence (SAVE), a student organization committed to ending sexual violence on campus and Rape Aggression Defense (RAD) trainings, free self-defense programming;
• Counseling and intervention services for those who have been assaulted or who have concerns regarding sexual violence;
• Referral to off-campus agencies that provide services for persons who have been sexually assaulted;
• Procedures for assisting persons who have been sexually assaulted in obtaining medical and counseling services;
• Procedures for assisting persons who have been sexually assaulted in pursuing criminal or civil action against their assailants;
• Support when persons who have been assaulted wish to pursue campus disciplinary action against the assailants.

What To Do If You Have Been Sexually Assaulted

1. Get to a safe place, one that is well-lit and where there are other people, preferably people you know and trust.
2. Do not bathe, douche, brush your teeth, chew gum, drink, change clothing or even comb your hair before seeking medical attention. It is only natural to want to do so, but you may be destroying physical evidence that could be needed later if you decide to pursue an investigation.
3. Call the police as soon as possible to report the assault. If you are on campus call ETSU Public Safety at 911 or 439-4480. If you are off campus and call 911, the local police will respond to your call. By calling the police you are reporting the crime and seeking the protection of the police. Reporting does not mean that you have to prosecute. See the following section for more reporting options.
4. If you wish, call a friend, family member or other trusted person to be with you. A counselor from the ETSU Counseling Center can accompany you to the hospital or police station - call 439-4841 during weekday hours, and after hours, the Counselor on Duty can be contacted through Public Safety - 439-4480. The counselor provides confidential emotional support and can also help you consider your reporting options and what to do next.
5. Get immediate medical attention. You may have sustained injuries or contracted a sexually transmitted infection; therefore, the sooner you seek medical attention, the better. The Student Health Clinic provides medical care during the hours of 8:00am - 4:00 pm, Monday - Friday. During non-business hours or for the purpose of evidence collection, the Johnson City Medical Center offers specially trained nurses (Sexual Assault Nurse Examiners) through their emergency room to support you through the medical exam and administer a Physical Evidence Recovery Kit (PERK). Again, collecting the evidence does not mean you need to make any decision to prosecute.
6. Seek follow-up counseling. Whether or not you report the assault or prosecute, a trained counselor can help you deal with the emotional trauma of an assault. You may call the ETSU Counseling Center at 439-4841 and ask for an OASIS advocate. All counseling is completely confidential.

Dealing With The Aftermath: Survivor Assistance

University personnel will assist any student who is the victim of a sex offense in notifying law enforcement, in obtaining medical assistance, and in pursuing counseling. If a student requests a change in her/his academic or on-campus living situation, then the university will accommodate the student’s request if those changes are reasonably available.
 

University Disciplinary Procedures
There are several options available to a student who was assaulted by another student. In addition to bringing charges against the perpetrator in criminal or civil court, the survivor also may seek recourse through the university disciplinary process. Sexual battery or rape, in addition to being a violation of state law, also is violation of ETSU Student Disciplinary Rules. If a survivor initiates campus disciplinary action, both the accuser and the accused will be informed of the following:

1. The accuser and the accused are entitled to the same opportunities to have others present during a hearing.
2. Both the accuser and the accused will be informed of the outcome of any institutional disciplinary hearing brought alleging a sex offense.

 In order to bring charges of sexual battery or rape against another student, a student must initiate the judicial process by contacting the Associate Dean of Students or his designee at 439-6129. Refer to institutional disciplinary rules in the Policies and Procedures section of the catalog.
If the accused student is found guilty of the alleged sex offense, suspension or expulsion from the university may occur.
 

The Accuser’s Rights
During the course of the disciplinary proceeding, accusers have the following rights:

1. To meet with the appropriate judicial officer to discuss the disciplinary process.
2. To submit a written account of the alleged incident.
3. To be advised of the date, time, and location of the disciplinary hearing, and to request rescheduling of the hearing for a good cause.
4. To be accompanied by an advisor of the accuser’s choosing during the hearing process, although the advisor will not be permitted to speak for the accuser during the hearing.
5. To testify as a witness during the hearing.
6. To decline to testify, with the knowledge that such action could result in dismissal of the university’s charges for lack of evidence.
7. To submit a written impact statement to the hearing panel for consideration during the sanctioning phase of the disciplinary process.

Sexual, Racial, and Other Harassment

General Statement
It is against University policy to discriminate against any member of the University community on the basis of sex or race. Harassment based on sex or race is a form of discrimination.
These procedures may be utilized by any employee, applicant for employment, or student who believes he or she has been subjected to sexual or racial harassment. Former employees or students may file complaints concerning conduct which took place during the time of employment or enrollment, provided the complaint is timely filed, and the conduct has a reasonable connection to the University.
All faculty members, students and staff are subject to this policy. Any faculty member, student or staff found to have violated this policy by engaging in behavior constituting sexual or racial harassment will be subject to disciplinary action which may include dismissal, expulsion or termination, or other appropriate sanction.
All faculty and staff members are required to cooperate with investigations of alleged sexual or racial harassment. Failure to cooperate may result in disciplinary action being taken up to and including termination. Students are also required to cooperate with these investigations; failure to do so may result in disciplinary action up to and including expulsion.
Sexual harassment and racial harassment have been held to constitute forms of discrimination prohibited by Title VI, Title VII of the Civil Rights Act of 1964, as amended, and Title IX of the Educational Amendments of 1972. The University may be held liable pursuant to Title VI or Title VII and/or lose federal funds pursuant to Title IX for failure to properly investigate and remedy claims of sexual or racial harassment.

Sexual harassment in the working/educational environment:
Generally, sexual harassment may be defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when one of the following criteria is met:

• submission to such conduct is made either explicitly or implicitly as a term or condition of the individual’s employment or of the individual’s status in a program, course or activity;
• submission to or rejection of such conduct by an individual is used as a basis for employment decisions, a criterion for evaluation, or a basis for academic or other decisions affecting such individual;
• such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or educational experience, or creating an intimidating, hostile or offensive work or educational environment.

Not every act that might be offensive to an individual or a group will be considered harassment. Whether the alleged conduct constitutes sexual harassment depends upon the record as a whole and the totality of the circumstances, such as the nature of sexual advances in the context within which the alleged incident occurs. Harassment may not include verbal expressions or written material that is relevant and appropriately related to course subject matter or curriculum.

Please note that sexual assaults may be criminal acts, and as such, investigation and processing by the criminal justice system, local police, campus police and/or crisis intervention centers may supersede or occur in addition to the process developed under this policy.

Racial Harassment:
Generally, racial harassment is defined as any person’s conduct which unreasonably interferes with an employee’s or student’s status or performance by creating an intimidating, hostile, or offensive working or educational environment. Harassment on the basis of race, color, ethnic or national origin includes offensive or demeaning treatment of an individual, where such treatment is based on prejudiced stereotypes of a group to which that individual may belong. It includes, but is not limited to, objectionable epithets, threatened or actual physical harm or abuse, or other intimidating or insulting conduct directed against the individual because of his/her race, color, ethnic or national origin. Title VII requires employers to take prompt action when a person expresses a racially charged opinion in a way which abuses or offends a coworker.

Prohibited Conduct Retaliation
Retaliation is prohibited by the University. Retaliation may be defined as the seeking of revenge, reprisal or injury to another who has exercised the right to file a complaint or make a report of sexual or racial harassment, or has participated in an investigation into allegations of sexual or racial harassment.
Any retaliation against a person filing a complaint is strictly prohibited regardless of the outcome of the investigation and may, in itself, be grounds for disciplinary action.

Prohibited Conduct Other Forms:
Title VII also prohibits discrimination (and harassment) of individuals based on color, ethnicity, national origin, and religion. University policy prohibits discrimination based on sexual orientation. Complaints of discrimination on these grounds may be filed with the University EEO/AA Officer and/or pursuant to the University’s grievance and complaint procedures. However, the procedure utilized for these complaints differs from the process used for sexual and racial harassment complaints.

Complaint Reporting
The University seeks to encourage the prompt reporting of sexual or racial harassment and its prompt resolution through University procedures. Where the charge of harassment is by one student against another student, the Associate Dean of Students, D.P. Culp University Center, will investigate and resolve the complaint in accordance with appropriate student procedures. Other charges, not relating to complaints against students, should be directed to the University Equal Employment/Affirmative Action Compliance Officer (hereinafter, EEO/AA Officer), 206 Dossett Hall, Administration Building. The EEO/AA Officer will investigate all charges and make recommendations to the President regarding their resolution, following the procedures set forth in this document.
Students, residents and employees of the College of Medicine may contact the Assistant Dean, Women in Medicine, 003 VA Building 2. The Assistant Dean, Women in Medicine, will investigate in consultation with the EEO/AA office.

Protection of Rights
The following procedures are intended to protect the rights of the aggrieved party (hereinafter, ‘the Complainant’) as well as the party against whom the harassment complaint is lodged (hereinafter, ‘the Respondent’), as required by state and federal laws. Each complaint must be properly and promptly investigated and, when warranted, appropriate disciplinary action taken against the Respondent.
The ETSU Office of University Counsel (hereinafter, Legal Counsel) shall always be consulted prior to investigation. Legal Counsel will be kept informed during the investigation. In situations that require immediate action because of safety or other concerns, the University may take any administrative action which is appropriate, e.g., administrative leave with pay pending the outcome of the investigation. Students may be placed on interim suspension under the appropriate circumstances pending the outcome of the investigation. Legal Counsel must be contacted before any immediate action is taken.

Initiating a Complaint
Any current or former student, applicant for employment, current or former employee who believes he or she has been subjected to harassment at the University, or who believes that he/she has observed harassment taking place, shall present the complaint to the designated EEO/AA Officer, the Associate Dean of Students, or Assistant Dean, Women in Medicine (hereinafter ‘the Investigator’), responsible for compliance with Title VII of the Civil Rights Act of 1964, Title VI, Title IX of the Education Amendments of 1972.

Time Period for Filing a Complaint
Complaints must be brought within 365 days of the last incident of harassment. Complaints brought after that period will not be pursued absent extraordinary circumstances. The determination of whether the complaint was timely or whether extraordinary circumstances exist to extend the complaint period must be made in conjunction with Legal Counsel.
Every attempt will be made to obtain a written complaint from the Complainant. The complaint shall include the circumstances giving rise to the complaint, the dates of the alleged occurrences, and names of witnesses, if any. The complaint shall be signed by the Complainant. However, when the Complainant refuses to provide or sign a written complaint, the matter will still be investigated to the extent possible, and appropriate action taken. Complaints made anonymously or by a third party must also be investigated to the extent possible.
If the complaint does not rise to the level of harassment, the complaint may be dismissed without further investigation after consultation with Legal Counsel. The Complainant should be informed of other available processes such as the employee grievance/complaint process, or a student non-academic complaint process.

Initiation of Investigation
Legal Counsel shall be notified of the complaint, whether written or verbal, as soon as possible after it is brought to the attention of the Investigator, and the investigation shall be conducted under the direction of Legal Counsel. All investigatory notes and documents shall be attorney work products. The Investigator shall notify the President that an investigation is being initiated.
When the Respondent is a student, the Vice Provost and Dean of Students or Associate Dean, Women in Medicine for medical students, will investigate in compliance with the procedures outlined in this policy. If a finding of a violation is made, any resulting disciplinary action will be undertaken in compliance with the University’s student disciplinary procedures.
When a student is involved as the Complainant, the Respondent, or an individual interviewed, all documentation referring to that student shall be subject to the provisions and protections of the Family Educational Records and Privacy Act (FERPA and Tennessee Code Annotated Section 10-7-504(a)(4), which require that certain student disciplinary records are subject to disclosure pursuant to a public records request.

Notification of Complaint
The Investigator shall notify the Respondent in writing within five (5) working days of receipt of the complaint. The Respondent shall respond in writing to the complaint within five (5) working days following the date of receipt of the Investigator’s notification.
If either the Complainant or the Respondent is a student, the Investigator should communicate the prohibition against disclosure of personally identifiable information with regard to the student, based on FERPA.

Contacts
Complaint by student against faculty member or staff, faculty member against staff; faculty member against faculty member or supervisor; or staff against faculty member, staff, supervisor or outside University vendor.

• Affirmative Action Officer, 
  206 Dossett Hall, Administration Building (423) 439-4211
• Complaint against students:
  Associate Dean of Students, D.P. Culp University Center (423) 439-4210
• Students, residents and employees of the College of Medicine may also contact:
  Assistant Dean, Women in Medicine,
  003 VA Building 2 (423) 439-8849

Other Contacts for Assistance

          Psychological/Emotional Assistance and Support Services,

• Employees
  Employee Assistance Program
  (800) 308-4934
• Students
  Counseling Center (423) 439-4841

For a complete copy of the university’s Policy On Sexual or Racial Harassment, contact the Office of Human Resources, room 311, Burgin Dossett Hall.

Responding to Hate Crimes and Bias-Related Incidents

1. Statement of Policy:

East Tennessee State University seeks to provide students, staff and faculty members with a safe and secure learning environment, free of crime and/or violations motivated by discrimination, sexual and other bias-related harassment. ETSU’s Institutional Policy Statement (0240-3-2-.01) specifically addresses student behavioral expectations: University students are citizens of the state, local, and national governments, and of the academic community, and are, therefore, expected to conduct themselves as law-abiding members of each community at all times. Violation of university policy may subject the student to disciplinary action by the institution whether or not such conduct is simultaneously violative of state, local, or national laws.

2. Definition of Terms:
   1. Hate Crime, as defined by the U.S. Department of Justice, is one which in whole or part is motivated by the offender’s bias toward the targeted person’s status. Hate crimes are intended to hurt and intimidate individuals, because they are perceived to be different with respect to their race, color, religion, national origin, sexual orientation, gender or disability. These acts of hatred can leave lasting emotional impressions upon their targets as well as upon the entire university community. Hate crimes are by definition Bias-Related Incidents.
       
   2. Bias-Related Incidents, are those that constitute an expression of hostility against the person or property of another because of the targeted person’s race, religion, sexual orientation, ethnicity, national origin, gender, age or disability and yet are not criminal acts. ETSU’s Policy On Sexual, Racial, and Other Harassment defines bias-related incidents “as any person’s conduct which unreasonably interferes with an employee’s or student’s status or performance by creating an intimidating, hostile, or offensive working or educational environment.”

3. University Response:
   1. To report a hate crime or other criminal activity on the ETSU campus:
      The Department of Public Safety is open 365 days a year and utilizes Public Safety officers to patrol the campus 24 hours per day. A 24-hour emergency dispatch service is also maintained. Criminal actions, police emergencies, fire emergencies, and requests for ambulance service should be reported by telephoning 911, using the direct emergency telephones placed across campus, or by stopping by the Public Safety Office. Police non-emergencies should be reported by telephoning 439-4480. When a person seeks assistance or files a complaint, all pertinent information is obtained and is documented in an Incident Report. Incident Reports are maintained on file in the Public Safety Office. Reports are acted on consistent with departmental procedure.
       
   2. To report a bias-related incident on the ETSU campus:
      If the alleged incident involves a faculty or staff member or an individual not associated with the university, contact the Special Assistant to the President for Equity and Diversity/Affirmative Action Director at 439-4211, Room 206 Burgin Dossett Hall. If the alleged incident involves behavior by one student against another student contact the Associate Dean of Students at 439-4210 or stop by the Student Affairs Office on the third level of the Culp University Center.
      Persons who are subsequently charged with violation of university policy or student rules will be subject to disciplinary action.

Steps to follow when you have knowledge of a bias-related incident:

1. Immediately document what happened. Complete a written statement and include as much detail as possible. Document where and when the incident occurred including information about the perpetrator(s). Write down the names of witnesses if applicable. Sign and date the document and provide it to the Special Assistant to the President for Equity and Diversity/Affirmative Action Director or the Associate Dean of Students and the responding Public Safety officer. Note: The targeted person(s) will be asked what role she/he would like to play in responding to the incident. A targeted person may feel uncomfortable about cooperating with an investigation due to fear of retaliation by the perpetrator(s). In all instances, the targeted person will be assured that her/his personal safety and security are important.
2. Retain any physical evidence of the incident, e.g., messages written on doors, physical objects, etc. and provide to the responding Public Safety officer. Request that the Public Safety officer take photographs/photocopies of any evidence.
3. All bias-related incident reports are confidential. Any personal information obtained during the investigation or disposition of the matter will be subject to disclosure only to the extent required by law.

Contact Additional Resources as Appropriate
Call one or more of the following resources as necessary to gain information assistance or support.
 

Student Conduct, Rights, and Responsibilities

Complaint Policy and Procedure 

East Tennessee State University is committed to respecting all members of the university community and providing fair treatment regarding complaints by students. The objective of the Student Complaint Policy and Procedure is to ensure that concerns and complaints of undergraduate or graduate students are addressed fairly and are resolved promptly. Complaints usually involve actions affecting students that are alleged to be unjust, inequitable, or create unnecessary hardship. A student may pursue this complaint procedure if he or she believes a problem is not governed by other complaint or appeal procedures at the university.  (Refer to Selected Appeal Policies. The Colleges of Medicine and Pharmacy have their own student complaint policies; complaints should be directed to appropriate personnel as identified by those colleges. 

East Tennessee State University seeks to provide students, staff and faculty members with a safe and secure learning environment, free of crime and or violations motivated by discrimination, sexual and other bias-related harassment.  There are two important complaint policies not governed by the Student Complaint Policy and Procedure; Sexual, Racial, and Other Harassment and Hate Crimes and Bias-Related Incidents.  These types of complaints should be filed with the Special Assistant to the President for Equity and Diversity/Affirmative Action Director or, when a charge is by one student against another student, with the Dean of Students according to the procedures described in those policies.

Procedure

When a concern occurs, the student is encouraged to discuss it with the appropriate faculty member or administrator.  Often a resolution or an answer can be attained informally.  If an informal approach is neither successful nor advisable, the student should use the Student Complaint Policy and Procedure.  The procedure for filing student complaints governed by this policy is as follows:

Step 1:

To submit a complaint, a student must complete the official Student Complaint Form and send it via email attachment, within ten working days of the date of the initiating event, to the chair or director most directly involved (if the complaint is directed against the chair or director, it should be referred to the dean of the college or next level administrator). The chair or director will attempt to determine the validity of the complaint and, in the case of a valid complaint, seek resolution including administrative action. He or she will communicate his or her decision on the Student Complaint Form and make every effort to do so within ten working days from the conclusion of this process.

Step 2:

If a student wishes to appeal the decision made in Step 1, he or she must submit the Student Complaint Appeal Form A and the completed Student Complaint Form via email attachments to the appropriate dean or administrator within ten working days from the date of the decision. Undergraduate students submit the materials to the dean of the college where the issue(s) arose and graduate students submit to the Dean of the School of Graduate Studies. In the case of a complaint involving a director, the student submits materials to the next level administrator.
The student will be invited to discuss the complaint with that individual who will attempt to determine the validity of the complaint and, in the case of a valid complaint, seek resolution, including possible administrative action. He or she will communicate his or her decision on Student Complaint Appeal Form A and make every effort to inform the student within ten working days of the conclusion of the appeal.

Step 3:

If the student believes that he or she has not been afforded due process, the student must submit Student Complaint Appeal Form B together with Student Complaint Appeal Form A and the Student Complaint Form via email attachments to the vice president of the university division in which the complaint occurred within ten working days from the date of the decision. The vice president will make the final determination about the matter and communicate his or her decision on Student Complaint Appeal Form B and make every reasonable effort to submit his or her decision to the student within ten working days from the conclusion of this appeal. The determination will include reasons for the decision and direct a remedy, if any, to the student complaint.

Documentation

A record of all complaints and their resolution will be documented at each level of the review process by the appropriate administrator. Revised March 2009

Other Complaints

Students or prospective students who wish to file a complaint related to accreditation or regarding violations of state law not resolved at the institution may submit a Student Complaint Form to the Tennessee Board of Regents at 1415 Murfreesboro Road, Suite 340, Nashville Tennessee 37217, or by going on line and filing out the form electronically. Under Tennessee’s open records law, all or parts of complaints will generally be available for review upon request from a member of the public.

Accreditation
Complaints regarding accreditation should follow the ETSU Complaint Policy and Procedure for Students outlined above.

Complaints regarding accreditation can also be made by contacting the Southern Association of Colleges and Schools Commission on Colleges, 1866 Southern Lane, Decatur, Georgia
30033-4097, telephone: 404-679-4500 (www.sacscoc.org).

State Law Violations
Complaints of Fraud, Waste, or Abuse may be made to ETSU or the Tennessee Board of Regents.

The ETSU process for reporting fraud, waste or abuse is available at http://www.etsu.edu/humanres/relations/campussecurity.aspx#reportingfraud

Complaints of fraud, waste or abuse may be made by email at reportfraud@tbr.edu or by calling the Tennessee Comptroller’s Hotline for Fraud, Waste and Abuse at 1-800-232-5454. 
 

Honor Code

East Tennessee State University is committed to developing the intellect and ethical behavior of its students. Students found to be in violation of policies on plagiarism, cheating, and/or fabrication will be held accountable for their actions. Any knowledge of academic misconduct should be reported. Students are expected to act with honesty, integrity, and civility in all matters.

Honor Pledge

By becoming a member of the campus community, students agree to live by the standards of the honor code and thereby pledge the following: “I pledge to act with honesty, integrity, and civility in all matters.”

Honor Code and Pledge as revised and adopted February 16, 2012

Information Technology Code of Ethics

Infringement of Intellectual Property Rights

Student Disciplinary Policies

Part 1   Institution Policy Statement
Part 2   Disciplinary Offenses
Part 3   Academic and Classroom Misconduct
Part 4   Disciplinary Sanctions
Part 5   Traffic and Parking
Part 6   Disciplinary Procedures
 

Institution Policy Statement

Disciplinary Offenses
 

Academic and Classroom Misconduct

Disciplinary Sanctions

Traffic and Parking  

Disciplinary Procedures

Disciplinary Offenses (0240-3-2-.02 )

Academic and Classroom Misconduct (0240-3-2-.03)

1. The instructor has the primary responsibility for control over classroom behavior and maintenance of academic integrity, and can order the temporary removal or exclusion from the classroom of any student engaged in disruptive conduct or conduct violative of the general rules and regulations of the institution or school. Extended or permanent exclusion from the classroom or further disciplinary action can be effected only through appropriate procedures of the institution.
2. Plagiarism, cheating, and other forms of academic dishonesty are prohibited. Students guilty of academic misconduct, either directly or indirectly through participation or assistance, are immediately responsible to the instructor of the class. In addition to other possible disciplinary sanctions which may be imposed through the university’s academic misconduct policy as a result of academic misconduct, the instructor has the authority to assign an “F” or a zero (“0”) for the exercise or examination, or to assign an “F” in the course. The Dean of Libraries will make a librarian, who is familiar with using free and fee-based technologies to detect plagiarism, available to teach workshops on the subject through the Teaching and Learning Center or other appropriate venues.
3. If the student believes that he or she has been erroneously accused of academic misconduct, and if his or her final grade has been lowered as a result, the student may appeal the case through the university’s grade appeal process for students.
4. Disruptive behavior in the classroom may be defined as, but is not limited to, behavior that obstructs or disrupts the learning environment (e.g., offensive language, harassment of students and professors, repeated outbursts from a student which disrupt the flow of instruction or prevent concentration on the subject taught, failure to cooperate in maintaining classroom decorum, etc.), the continued use of any electronic or other noise or light emitting device which disturbs others (e.g., disturbing noises from beepers, cell phones, PDPs (personal digital assistants), palm pilots, lap-top computers, games, etc.).
5. Class attendance and punctuality requirements are contracted between the faculty and students, through specific expectations for attendance and punctuality and specific consequences that are outlined by individual faculty members in the printed syllabus for each course.Students are expected to attend classes regularly and on time and are responsible for giving explanations/rationale for absences and lateness directly to the faculty member for each course in which they are enrolled. In cases where student absences are the result of emergency circumstances (e.g., death in the family, a student’s serious injury or incapacitating illness), for which students are unable to make immediate contact with faculty, the student may contact the Office of Student Affairs for assistance in providing such immediate notification to faculty. However, the student remains responsible for verifying the emergency circumstances to faculty and for discussing arrangements with faculty for completion of coursework requirements. Both give guidance and clarification to both students and faculty on matters of classroom conduct and attendance requirements. Statutory Authority: T.C.A. Section 49-8-203

Academic Misconduct Procedures and Hearings

Academic misconduct will be subject to disciplinary action. Any act of dishonesty in academic work constitutes academic misconduct. This includes plagiarism, the changing of falsifying of any academic documents or materials, cheating, and the giving or receiving of unauthorized aid in tests, examinations, or other assigned school work. Penalties for academic misconduct will vary with the seriousness of the offense and may include, but are not limited to: a grade of “F” on the work in question, a grade of “F” of the course, reprimand, probation, suspension, and expulsion. For a second academic offense the penalty is permanent expulsion.
Plagiarism is defined as follows by Black, Henry Campbell, Black’s Law Dictionary, West Publishing Company, St. Paul, Minnesota, 1968 (p. 1308): “The act of appropriating the literary composition of another, or parts or passages of his writings, or the ideas or language of the same, and passing them off as the product of one’s own mind.”
Moreover, to be liable for ‘plagiarism’ it is not necessary to exactly duplicate another’s literary work it being sufficient if unfair use of such work is made by lifting of substantial portion thereof, but even an exact counterpart of another’s work does not constitute ‘plagiarism’ if such counterpart was arrived at independently (O’Rouke vs. RKO Radio Pictures, D. C, Mass., 44F. Supp. 480, 482, 483).

Plagiarism Policy

Henry Campbell Black defines plagiarism as “The act of appropriating the literary composition of another, or parts of passages of his writing, or the ideas or language of the same, and passing them off as the product of one’s own mind” (Black’s Law Dictionary, West Publishing Company, St. Paul, Minnesota, 1968, p. 1308). In other words, plagiarism involves using someone else’s words or ideas without giving proper credit to the original author. Even if one does not copy the words exactly or even if one copies only a small part of someone else’s work, one must cite the name of the original author and provide a reference to that person’s work (e.g., title of work, year of publication, and name of publisher) using a format based on the publication manual of a nationally recognized scholarly association, such as the American Psychological Association or the Modern Language Association. One should enclose an exact quotation in quotation marks or indent the quotation, depending upon the style manual used. A page number or numbers must be cited for each quoted passage. Even if one does not use an author’s exact words, if one uses an author’s ideas one must provide documentation to give credit to the author. These standards apply to print and non-print media and include the Internet.

Student’s Bill of Rights

Students along with faculty, staff, and administrators are all members of the East Tennessee State University community. Inherent with such membership is the responsibility to conduct oneself reasonably to maintain a civil community which respects the rights of all individuals.
The student has certain rights guaranteed by the Federal and State Constitutions or statutorily created legislation including:

1. Freedom of inquiry, freedom of speech, and freedom of expression that is respectful or sensitive to the rights of individuals
2. The right to peaceably assemble, in accordance with federal, state, local, and ETSU regulations
3. Religious freedom and a clear division of church and state
4. Freedom from unreasonable search and/or seizure of person, or personal property
5. Freedom from discrimination or harassment on the basis of sex, age, race, color, religion, national origin, or other protected status
6. The right to privacy, including the maintenance of confidential records in accordance with provisions of the Family Educational Rights and Privacy Act of 1974 and 1975, qualified by the Tennessee Public Records Act
7. The right to due process

The Tennessee Board of Regents grants additional rights including:

1. The right to due process in disciplinary procedures of the university, including written notification of changes, an explanation of procedures, a hearing before an appropriate administrator or committee
2. The right to expeditious review of disciplinary sanctions upon appeal
3. The right to affiliate with officially registered student organizations if the membership requirements of those organizations have been met, and the right to seek to establish, through official procedures, additional student organizations of their choosing
4. The right to participate in the decision-making process of the university through the Student Government Association, other student governance organizations, and membership on university standing and advisory committees.

East Tennessee State University acknowledges that students have a legitimate expectation that:

1. Classes meet as scheduled, and begin and adjourn on time
2. Course requirements are clearly specified
3. The instructor is prepared for class and possesses both oral and written communication skills
4. Paper project grades and test results are received in a timely manner
5. Information about progress in coursework is provided
6. The instructor is qualified to teach the subject matter

Additionally, students have the right to expect:

1. Accurate information concerning institutional services, regulations, policies and procedures, in published form
2. Representation in university governance system
3. Sound and accurate academic advice, information regarding courses required for graduation, and their schedule sequence
4. Reasonable notice of any changes in academic requirements or programs and assurance that such changes will not be made in a way that unduly impedes the academic progress of the student already enrolled
5. Flexibility in course scheduling (by dropping and adding) or withdrawing within university guidelines
6. Information about the various types of financial assistance available
7. Freedom to evaluate courses, programs and services, and provide input to appropriate segments of the campus administration

Student Rights and Freedoms

Preamble
Academic institutions exist for the transmission of knowledge, the pursuit of truth, the development of students, and the general well-being of society. Free inquiry and free expression are indispensable to the attainment of these goals. As members of the academic community, students should be encouraged to develop the capacity for critical judgment and to engage in a sustained and independent search for truth. Institutional procedures for achieving these purposes may vary from campus to campus, but the minimal standards of academic freedom of students outlined below are essential to any community of scholars.

Freedom to teach and freedom to learn are inseparable facets of academic freedom. The freedom to learn depends upon appropriate opportunities and conditions in the classroom, on the campus, and in the larger community1. Students should exercise their freedom with responsibility.
The responsibility to secure and to respect general conditions conducive to the freedom to learn is shared by all members of the academic community. Tennessee Board of Regents institutions have developed policies and procedures which provide and safeguard this freedom. The purpose of this statement is to enumerate the essential provisions for students’ freedom to learn.
 

Freedom Of Access To Higher Education
The admissions policies of each Tennessee Board of Regents Institution are a matter of institutional choice, provided that each institution makes clear the characteristics and expectations of students which it considers relevant to success in the institution’s program. Under no circumstances should a student be barred from admission to a particular institution on the basis of race. Thus, within the limits of its facilities, each institution should be open to all students who are qualified according to its admissions standards. The facilities and services of a TBR institution should be open to all of its enrolled students. 
 

In The Classroom
The professor in the classroom and in conference should encourage free discussion, inquiry, and expression. Student performance should be evaluated solely on an academic basis, not on opinions or conduct in matters unrelated to academic standards.

1. Protection of Freedom of Expression
   Students should be free to take reasoned exception to the data or views offered in any course of study and to reserve judgment about matters of opinion, but they are responsible for learning the content of any course of study for which they are enrolled.
2. Protection Against Improper Academic Evaluation
   Students should have protection through orderly procedures against prejudiced or capricious academic evaluation. At the same time, they are responsible for maintaining standards of academic performance established for each course in which they are enrolled.
3. Protection Against Improper Disclosure
   Certain information about students is protected from public disclosure by federal and state laws. Protection against improper disclosure is a serious professional obligation. Judgments of ability and character may be provided under appropriate circumstances.