General Administrative Policies

This catalog contains official academic and administrative regulations. General policies that apply to all programs are in this section of the catalog; specific policies for each program are in the respective sections of this catalog. Academic policies and scholastic regulations also are presented in other official UNT Health Science Center (UNTHSC) documents and specific program publications. Each student enrolled at UNTHSC is responsible for knowing current academic policies and scholastic regulations, general and specific requirements, and operational policies that apply to registration and instruction. For the complete policy, please refer to the policies website at https://app.unthsc.edu/policies.

UNTHSC reserves the right to amend or add to the academic policies and scholastic regulations at any time, provided that such changes or additions are intended to improve the quality of education and are introduced in a fair and deliberate manner with appropriate notice provided to all students affected by the changes.

ID Cards

Identification cards are issued after new student orientation. These must be worn at all times while the student is on campus and, if applicable, on preceptorships, internships, and clinical rotations or any other practical experience performed as a member of the UNTHSC community. The ID card is void upon termination or interruption of enrollment and when not properly encoded. Fraudulent use of an ID card subjects the user to a fine of $2,000 and up to one year in jail (Class A Misdemeanor). Anyone who uses the ID card to give false information to a police officer is subject to a fine of $2,000 (Class C Misdemeanor). Replacement ID cards may be purchased. Please contact the Police Department for more information. A lost or stolen card should be reported to Police immediately. To report a lost or stolen ID card, call the Police Department at 817-738-2210.

Course and Instructor Evaluations

UNTHSC faculty and administrators rely on student input to maintain and enhance the quality of the curricula in each of the schools on campus. Students are responsible for providing constructive evaluations of each course in which they are enrolled, as well as the course instructor(s).

At the end of a course, students will be asked to complete a course evaluation.  When a course has multiple instructors, students are encouraged to evaluate only instructors whose presentations they clearly remember.  Numerical summaries of end-of-course evaluations (summative evaluations) including student comments are made available to faculty and administrators within one week after the end of the evaluation period.

Evaluations for all clinical rotations and practical experiences must be completed within 30 calendar days following the end of the experience.

Immunizations

UNTHSC requires all students to comply with immunization and health screening requirements in order to protect the campus community, including patients who students have direct contact, from illness and disease.

UNTHSC will establish immunization requirements for each academic program based on requirements of the Texas Department of Health Services and recommendations of the Center for Disease Control. A student’s failure to comply will result in an academic hold on the student’s account.

Students will be given written notice of all vaccination and health screening requirements prior to initial enrollment. The notice will reference the opportunity for students to claim an exemption from vaccination requirements and the importance of consulting a physician about the need for immunization to prevent disease.

Bacterial Meningitis - Prior to enrollment, all entering students must provide either a certificate signed by a health practitioner or an official immunization record to Student Health Services evidencing the student’s bacterial meningitis vaccination dose or booster in accordance with regulations of the Texas Department of Health Services. Documentation must confirm the date of the vaccination no later than 10 days before the first day of the semester or term in which the student initially enrolls unless the student is granted an extension as provided for in regulations of the Texas Department of Health Services. See the Immunizations and Health Screenings policy at www.hsc.unt.edu/policies/policieslist.cfm for exclusions.

Vaccinations required by the Texas Department of Health Services - A student enrolled in courses which will involve direct patient contact with potential exposure to blood or bodily fluids must provide evidence of compliance with all immunizations required by the Texas Department of Health Services to the Office of Student Health Services prior to engaging in any activities involving direct patient contact as described above. A student may be provisionally enrolled in a course if the student has received at least one dose of each vaccine specified by the Texas Department of Health Services prior to enrollment and goes on to complete each vaccination series on schedule. Provisionally enrolled students may not participate in coursework or activities involving direct patient contact as described until the full vaccination series is completed.

TB - A student must submit to annual TB testing screening upon enrollment according to program specific requirements.

Exclusions - Students may request an exclusion from immunization in the manner described below. Students who are excluded from immunization requirements upon request based on medical contraindications or reasons of conscience will be prohibited from engaging in direct patient contact with potential exposure to blood or bodily fluids in order to protect the patients from illness or disease. An excluded student will also not be eligible to participate in any volunteer, or paid experience as a representative of UNTHSC if the experience involves contact with human patients, human research subjects, human fluids, or human tissues.

Student Health Insurance

It is compulsory for all students to carry medical and hospitalization insurance while enrolled at the UNTHSC. Proof of insurance in the form of insurance documents showing minimum coverage amounts must be provided by the census date of each term of enrollment. Insurance coverage must remain in effect throughout the duration of enrollment. Although insurance may be purchased from any insurance carrier, a group student health insurance plan is offered by a non-university-affiliated carrier for enrolled students. Application forms are available in the Office of Student Affairs. For information on minimum coverage standards visit http://www.unthsc.edu/students/student-health-insurance/.

Liability: Personal Property on Campus

UNTHSC is not responsible for and does not assume any liability for loss or damage of personal property. Students may want to purchase personal insurance coverage for their possessions on campus.

Student Rights and Consumer Rights

The institution will consider the impact of a caregiver’s personal cultural values, ethics and religious beliefs as related to all services provided. However, in no instance will the mission of the institution be compromised. In accordance with applicable laws, treatment and care of our consumers will be provided to persons in need without regard to disability, race, creed, color, age, gender, religion or national origin. 

Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) (20 USC § 1232g; 34 CFR Part 99) grants students in institutions of higher education the right of access to their educational records with the exception of confidential letters and statements of recommendation that the student has waived the right to inspect. Before disclosing any personally identifiable information, except directory information, UNTHSC must obtain written consent from the student unless the disclosure is allowed by law.

Directory Information

The Family Educational Rights and Privacy Act consider certain information to be “directory information,” which is subject to disclosure without prior consent from the student. Directory information relating to students includes the following:

• Name
• Address
• University assigned e-mail address
• University assigned Enterprise-wide User Identification Number (EUID) so long as the EUID cannot be used to gain access to the student’s education records except when used in conjunction with another factor to authenticate the student’s identity
• Month, day, and place of birth
• Major field of study
• Participation in officially recognized activities and sports
• Dates of attendance
• Enrollment status (e.g., professional or graduate; full-time or part-time)
• Degrees, awards and honors received (including selection criteria)
• Expected graduation date
• Most recent previous school attended
• Photograph
• Thesis and dissertation titles
• Academic Advisor (including student’s major professor)
• Postgraduate training site for medical graduates and degree candidates

Currently enrolled students wishing to withhold any or all directory information may do so by submitting a written request in the Office of the Registrar prior to the 12th class day in the fall and spring terms or equivalent dates during the summer sessions. A request to withhold directory information may be submitted after the stated deadline for a term or session, but information may be released between the deadline and receipt of the request. Directory information of a student who has requested withholding of directory information will remain excluded until the student submits a subsequent written request to release directory information.

Withhold Directory Information Form

Education Records

An education record is any record maintained by the University or agency or party acting for the University from which a student can be personally identified. Records may be in any form and include, but not limited to: written documents, computer media, video or audio tape, photographs, microfilm, microfiche, and electronic files.

Education records do not include:

• Sole possession records (a record kept by a faculty or staff member if it is kept in the sole possession of the maker of the record and is not accessible or revealed to any other)
• Law enforcement records
• Employment records
• Medical records*
• Alumni records
• Grades on peer-graded papers before they are collected and recorded by an instructor

* Immunizations required for program participation may be noted in a student’s educational record.

Student Right to Inspect and Review Records

With limited exception, students have the right to inspect and review their education records. Students who wish to review their education records should contact the Office of the Registrar. The Office of the Registrar or an appropriate University staff person will make the needed arrangements for access and notify the student of the time and place where the records may be inspected. The university will comply with all student requests to review and inspect records within 45 days from the date the request was received. Students requesting access to the education records may be asked to verify their identity at the time of the request with a government-issued photo identification. Students seeking access either electronically or by telephone will be asked for items of specific individual relevance in order to verify the student’s identity. A parent of a dependent child requesting access to their child’s education record will be asked to verify both their identity and their claim of the student as a dependent for tax purposes.

Student Right to Request Amendment of Education Records

UNTHSC students have a right to request amendment to their educational records if the student believes that the information contained in the education record is inaccurate, misleading or in violation of the student’s right of privacy. The university will review requests to amend an education record and will issue a determination within a reasonable time after receiving the request.

If the university determines that an education record will not be amended the university will inform the student of the decision and of the student’s right to a hearing in accordance with this policy. Requests for a hearing to challenge the contents of an education record must be submitted to the Vice President of Student Affairs. The request must identify the contested items in the education record and must specify the basis for the claim that the record is inaccurate, misleading or a violation of the privacy rights of the student. At the requested hearing the student will be given a full and fair opportunity to present evidence, and may, at their own expense be assisted or represented by one or more other individuals, including an attorney. If the university determines that the education record is not inaccurate, misleading or a violation of the student’s privacy, the student may place a statement in their education record commenting on the contested content and/or stating the basis for disagreement with the university’s decision. The university will amend any education record that is determined to be inaccurate, misleading or a violation of the student’s privacy rights, and inform the student of the amendment in writing. The right to amend or correct an education record does not apply to routine grade appeals.

Student’s Right to Consent to Disclosure of Education Records

Except in limited circumstances, UNTHSC will not release personally identifiable information from a student’s education record without signed, dated, and written consent from the student. A student’s consent to disclose an education record to a third party must specifically identify the education record for which consent is granted, the purpose for the disclosure, and the identity of the person or entity to which the education record is to be disclosed.

Disclosure of Education Records as Permitted without a Student’s Consent

The university may disclose personally identifiable information from a student’s education record without the consent of the student to the following:

• UNTHSC may release a student’s education record to school officials with legitimate educational interests. A school official is a person employed by the university in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the university has contracted (such as an attorney, auditor, or collection agent). A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
• UNTHSC may release a student’s education record to a student’s parent/guardian when: (1) the student is a dependent of the parent for tax purposes as evidenced by appropriate documentation, including the parent’s most recent tax return or a student financial aid application; (2) when a health or safety emergency necessitates the disclosure to protect the health or safety of the student or another individual; (3) when the student is under 21 years of age at the time of the disclosure and the student has violated a Federal, State or local law or any rule or policy of the university governing the use of possession of alcohol or a controlled substance and the university has found the student in violation of the Code of Student Conduct based on the infraction.
• Disclosure to another school to which a student seeks or intends to enroll.
• Disclosure to certain officials of the U.S. Department of Education, the Comptroller general, the Attorney General of the United States, state and local education authorities, and certain state or federally supported education programs.
• Disclosure in connection with a student’s request for or receipt of financial aid, as necessary to determine the eligibility, amount or conditions of the financial aid, or to enforce the terms or conditions of the aid.
• Disclosure pursuant to comply with a judicial order or lawfully issued subpoena.
• Disclosure to organizations conducting certain studies for or on behalf of the university.
• Disclosure to accrediting organizations to carry out their accrediting functions.
• Disclosure to appropriate parties, including a parent, law enforcement, or emergency personnel, in connection with a health or safety emergency.
• Disclosure to victims of an alleged perpetrator of a crime of violence or a non-forcible sex offense, limited only to the final results of a disciplinary proceeding conducted by the university with respect to the alleged crime regardless of whether the university concluded a violation occurred.
• Disclosure to any member of the public in matters relating to sex offenders and information provided to the university under relevant Federal law.

Student’s Right to Report Violations of FERPA

Students also have the right to file a complaint with the U.S. Department of Education concerning alleged failures by the UNTHSC to comply with the requirements of the Family Educational Rights and Privacy Act. The name and address of the Office that administers FERPA is:

The United States Department of Education
Family Policy Compliance Office
400 Maryland Avenue S.W.
Washington, DC 20202-4605

UNT Health Science Center FERPA Policy

The UNTHSC FERPA policy statement appears in its entirety in the UNTHSC Policy Manual. Questions concerning FERPA should be directed to the Office of the Registrar.

Student Conduct

UNTHSC’s primary concern is the student. It attempts to provide an environment that is conducive to academic endeavor, social growth, and individual self-discipline for all students. Enrollment at the UNTHSC is considered implicit acceptance of the rules, regulations, and guidelines governing student behavior promulgated by the institution, and the student is responsible for being aware of these requirements. In addition, all students are expected to know and obey the requirements of all federal, state, and local laws. Any student who violates a provision of those laws is subject to disciplinary action, including expulsion, notwithstanding any action taken by civil authorities because of the violation. UNTHSC reaffirms to each student the privilege of exercising the student’s rights of citizenship under the Constitution of the United States. Special care is taken to ensure due process and to identify the defined routes of appeal when students feel their rights have been violated. 

Respect for Diversity

The Nondiscrimination/Equal Employment Opportunity and Affirmative Action policy affirms the requirement for every member of the UNTHSC community to comply with existing federal and state equal opportunity laws and regulations. UNTHSC is committed to the philosophy of a multicultural environment. The institution prohibits harassment based on race, gender, disability, age, national origin, religion, veteran status or lifestyle. UNTHSC does not discriminate on the basis of race, color, religion, sex, national origin, age, disability or veteran status. In addition, the UNTHSC declares harassment that is based on individual differences (including sexual orientation) to be inconsistent with its mission and educational goals. The increasing diversity of the UNTHSC community is one of the institution’s greatest strengths. Differences of race, religion, age, gender, culture, physical ability, language, nationality, and lifestyle make it a microcosm of the nation as a whole, reflecting the values of our pluralistic society. As an educational institution, UNTHSC is committed to advancing the ideas of the human worth and dignity by teaching respect for human beliefs and values and encouraging open discussions. Hatred, prejudice or harassment of any kind is inconsistent with the center’s educational purpose. UNTHSC is strongly committed to the ethical principle that every member of the community enjoys certain human and constitutional rights, including the right to free speech. As a community of scholars, UNTHSC also is dedicated to maintaining a learning environment that is nurturing, fosters respect, and encourages growth among cultures and individuals represented here. Individuals who work, study, live, and teach within this community are expected to refrain from behaviors that threaten the freedom and respect every individual deserves. Individuals with concerns regarding discrimination can pursue a concern or a complaint through the confidential ethics hotline at 877-606-9187 or through the Office of Equal Opportunity at 1-855-878-7650.

Prohibiting of Sexual Assault and Retaliation

UNTHSC is committed to maintaining a safe, educational environment that is conducive to students achieving their full potential and that allows all individuals to fully participate in the benefits and privileges UNTHSC has to offer - free from sexual harassment, sexual misconduct, and domestic and dating violence, and free from retaliation for assisting in maintaining this environment. Conduct that is inconsistent with this commitment and UNTHSC’s values is unacceptable at any location, program or activity associated with UNTHSC. UNTHSC’s Prohibition of Sexual Assault and Retaliation Policy 5.212 may be found at https://app.unthsc.edu/policies/Home/ByChapter. 

Americans with Disabilities Act

Since 1972, UNTHSC has welcomed students with disabilities, providing the Center for Academic Performance (CAP) as a central referral agency when accommodations are necessary because of specific documented limitations. UNTHSC is committed to providing equal educational access for qualified students with disabilities in accordance with state and federal laws including the Americans with Disabilities Act of 1990, as amended in 2008, and Section 504 of the Rehabilitation Act of 1973. To provide equality of access for students with disabilities, accommodations and auxiliary aids and services will be provided to the extent necessary to comply with state and federal law.

Services provided by CAP include:

1. Holds the student disability documentation that admitted students provide as part of their request for academic accommodation;
2. Provides accommodation information to other UNTHSC offices to coordinate academic accommodations (interpreter, CART, scribe, taped information, typist, etc.);
3. Assists students with scheduling and class access concerns;
4. Provides appropriate registration assistance;
5. Provides reader/scribe and adaptive equipment access for academic test situations;
6. Provides liaison between students and agencies or department interpreters, note takers, tutors and other auxiliary aids;
7. Coordinates adaptive equipment access for in-class use;
8. Acts as consultant in on-campus situations which constitute an accommodation challenge;
9. Works with individual students and professors or academic advisors regarding accommodation needs; and
10. Provides assistance with access to facilities.

For information regarding applying for services please contact CAP at cap@unthsc.edu. 

Policies and Crime Reporting Procedures

Individuals should immediately report alleged criminal actions (including sex offenses) or emergencies that occur on or off-campus of UNTHSC through any of the following means:

For Emergencies:

• Dial 2600 on campus (this identifies your location on campus - dialing 911 DOES NOT identify your location on campus);
• Call UNTHSC Police Department (PD) from any emergency telephone located throughout the campus;
• Individuals with hearing impairments should dial 800-RELAY TX (TTY).

Emergencies include any crime in progress, medical emergencies, a strange car repeatedly driving in the same area of campus, an intoxicated person, a safety hazard, or any situation that you believe to be suspicious or dangerous.

For Non-Emergencies:

• Call UNTHSC Police at (817) 735-2210 or personally visit UNTHSC PD at 3600 Mattison Avenue;
• Use one of the marked emergency telephones located throughout the campus;
• Contact an officer in uniform on patrol;
• Request that any campus official assist with reporting the alleged crime;
• TTY callers: 800-RELAY TX.

You are encouraged to report alleged crimes by using the above means; however, there are campus officials to whom you may also report a crime who have significant responsibility for student and campus activities. These officials include all deans, directors, department chairs, and administrators at the vice presidential level or higher.

UNTHSC PD will review reports of alleged criminal activity and will send an officer immediately or refer the report for subsequent investigation, depending upon the nature and seriousness of the offense involved. Individuals reporting an alleged crime should attempt to preserve evidence that might prove the crime was committed. All criminal incidents are investigated by UNTHSC PD.

UNTHSC PD response(s) include, but are not limited to:

• Immediate response to emergencies through dispatch of one or more officers;
• Investigation of reports in accordance with UNTHSC PD procedures;
• Arrest and filing of charges, depending upon the circumstances of the incident;
• Referring alleged offenders to appropriate campus agencies, such as the Office of Student Affairs; and
• Making timely warning and reports of crimes that represent a continuing threat to students, faculty and staff.

Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires institutions of higher education in the United States to disclose campus security information including crime statistics for the campus and surrounding areas.

The Annual Crime Security Awareness Report of UNTHSC is available in the Student Affairs Office and the University Police Department. Information for UNTHSC crime statistics is available on the Campus Police website: https://www.unthsc.edu/police/abandoned-property-list/clery-act/. Additionally, campus crime logs are available for review at the University Police Department.

Substance Abuse & Self Reporting

UNTHSC does not condone the abuse of alcohol or illegal drugs. Its administrative policies, in accordance with Texas state law, provide the penalty of up to and including suspension or dismissal for any student who abuses alcohol or uses illegal drugs on property owned or affiliated with UNTHSC.

However, UNTHSC recognizes that students may develop substance abuse problems that can be treated successfully before critical incidents occur (e.g., arrests, usage on campus property, or intoxication in the classroom or health professions setting). Therefore, UNTHSC encourages students who have developed substance abuse problems to voluntarily identify themselves and to seek immediate treatment. Complete listings of all UNTHSC policies related to substance use or abuse can be found at https://app.unthsc.edu/policies.

CARE Team and Involuntary Student Medical Withdrawal

UNTHSC is committed to providing an educational environment that is conducive for students to develop their fullest potential. On rare occasions the university may be required to activate a systematic response to students who may be in crisis or whose mental, emotional or psychological health condition may directly threaten the safety of the educational environment. The CARE Team will provide a confidential program of identification, intervention and response in order to provide students with the greatest chance for success and the university community with the greatest level of protection.

This policy does not replace any academic based withdrawal or dismissal policies or any Student Code of Conduct & Discipline procedures to address student disciplinary issues. 

HIV Infection and AIDS

UNTHSC recognizes that personnel/students with HIV infections may wish to continue in their normal work/academic activities. Such individuals may continue in their normal activities so long as their physical condition allows them to do so. Self-reporting of infectious diseases except as required by law, is not mandatory, but is encouraged. A designated infectious disease physician will make determinations of fitness on a case-by-case basis. 

Free Speech and Public Assembly on Campus Grounds

UNTHSC recognizes that the freedom of expression and public assembly are fundamental rights of all persons and are essential components of the educational process. Such activities promote debate and the sharing of ideas, which are the foundation of educational institutions. 

Absence for Religious Holy Days

In accordance with state law, students absent due to the observance of a religious holiday may take examinations or complete assignments scheduled for the day missed within a reasonable time after the absence. 

Hazing

Hazing is a criminal act under the state law of Texas. By definition, “hazing” is any intentional, knowing, or reckless act by one person alone or acting with others, directed against a student, “that endangers the mental or physical health or safety of a student for the purpose of pledging, being initiated into, affiliating with, holding office in, or maintaining membership in an organization” whose members are or include UNTHSC students.

Examples of hazing include, but are not limited to:

• Any type of physical brutality, such as whipping, beating, striking, branding, electronic shocking, placing a harmful substance on the body, or similar activity.
• Any type of physical activity that subjects a student to an unreasonable risk of harm or that adversely affects the mental or physical health or safety of a student, such as sleep deprivation, exposure to the elements, and confinement in a small space or calisthenics.
• Any activity involving consumption of alcoholic beverages, liquor, drugs, food, liquid, or any other substance that exposes a student to unreasonable risk of harm or that adversely affects the mental or physical health or safety of a student.
• Any activity that intimidates or threatens a student with ostracism or that subjects the students to extreme mental stress, shame or humiliation that adversely affects the mental dignity of the student or discourages the student from entering or remaining registered at UNTHSC, or that may reasonably be expected to cause the student to leave the organization or UNTHSC rather than submit to hazing whether the act is committed in person or communicated by other media including social networking.
• Any activity that induces, causes, or requires a student to perform a duty or task that requires commission of an illegal act.

Hazing occurs regardless of whether the act is committed on or off the university campus and regardless of whether the student victim may have consented to or acquiesced in the activity.

A person engages in hazing not only by directly engaging in hazing activity, but also by soliciting, directing, encouraging, directing, aiding, or attempting to aid another in hazing; or by recklessly allowing hazing to occur; or by knowingly failing to report firsthand knowledge that a specific hazing incident is planned or has occurred; any person reporting a specific hazing incident involving a student to the Office of Student Affairs or other appropriate university official is immune from civil or criminal liability that might otherwise be incurred as a result of the report.

Students may be prosecuted for committing an act of hazing or for failing to report first-hand knowledge of hazing. Incidents or planned incidents of hazing must be reported to any one of the following:

Office of Student Affairs - (817) 735-2505

UNTHSC Police Department - (817) 735-2210

UNTHSC Ethics Hotline - 1-877-606-9187

Organizations can also be prosecuted for committed acts of hazing, by condoning or encouraging hazing, or if an officer or any combination of members, pledges, or alumni of the organization commit or assist in the commission of hazing. State law specifically extends the definition of “organization” to include “a fraternity, sorority, association, corporation, order, society, corps, club, or service, social, or similar group whose members are primarily students at an educational institution.”

Organizations found to have committed an act of hazing may be fined. Individuals found guilty of hazing can be fined and sentenced to jail. Additionally, the university may discipline a student, to include permanent expulsion, and may also discipline an organization, including permanently removing the organization from campus.

Over the past three years, no organizations have been disciplined for hazing.

For further information about hazing, please contact the Office of Student Affairs, Student Service Center Suite 220, or (817) 735-2505.

Travel

It is the policy of the university to promote safety and to encourage students to engage in safe conduct when traveling to and from university activities or events. Accordingly, in addition to encouraging students to use good judgment, the university has adopted this policy and authorized the university Office of Facilities Management to approve rules designed to encourage safe behavior on the part of students presently enrolled at the university.

This policy applies to all UNTHSC students who travel to an activity or event that is organized and sponsored by the university when:

• the activity or event is located more than 25 miles from the campus from which travel originates; and
• the travel is:
  1. required by a student organization properly registered at the university; or
  2. funded by and requires use of a vehicle owned or leased by the university.

For purposes of this policy, an activity or event is organized and sponsored by the university when it has been planned, funded and properly approved by the appropriate university official.

Gang Free Zones

Premises owned, rented or leased by UNTHSC, and areas within 1,000 feet of the premises are “gang-free” zones. Certain criminal offenses, including those involving gang-related crimes, will be enhanced to the next highest category of offense if committed in a gang-free zone by an individual 17 years or older. See Texas Penal Code, Section 71.028.

Acceptable Electronic Communications

UNTHSC provides various electronic communication resources for the purpose of conducting business in support of UNTHSC’s organizational mission. UNTHSC is the legal owner and operator of all electronic communication resources purchased or leased with UNTHSC funds. All electronic records are the property of UNTHSC, not of the individuals creating, maintaining, sending or receiving such data or information. Each person granted access to UNTHSC electronic communication resources and electronic records is responsible for appropriate use as stated within this policy as well as adherence to all applicable federal, state and local laws. UNTHSC reserves the right at any time to limit, restrict or deny access to its electronic communication resources and records, as well as to take disciplinary and/or legal action against anyone who is in violation of this policy or applicable laws.

Consensual Relationships

It is the policy of the UNTHSC that a consensual relationship between faculty or staff members in positions of authority and their subordinates or their students are not permitted. Staff members in positions of authority and faculty need to be sensitive to the potential for sexual harassment as well as conflicts of interest in personal relationships with their subordinate faculty and staff members or with their students.

Student Information Changes

Changes to or correction of student information such as directory information should be made either through the “Self Service” module in the Enterprise Student Information System (EIS) or in the Office of the Registrar by completing a “Change of Name/Address Form.”

Social Media & Professionalism Policy 

Social media has created unique opportunities for interaction, communication, and networking. Students are expected to abide by the Student Code of Conduct & Discipline and the Health Insurance Portability and Accountability Act (HIPAA) when using social media by not revealing patient/client/research subject information, private content, or proprietary information regarding patients/clients/research subjects of the institution. The purpose of this policy is to provide students with guidelines and regulations for appropriate social media use in order to uphold confidentiality and privacy laws and agreements. 

Veterans Benefits Policy

UNTHSC is approved by the Texas Education Agency for the training of men and women who have served in the armed forces. Assistance is provided to students who are on active duty or who are veterans. To establish eligibility for assistance, a veteran should contact the Office of the Registrar for the appropriate forms. The completed forms and a copy of Form DD-214 should be forwarded to the Office of the Registrar.

Student Academic Grievance Policy

A student seeking to resolve any problem or complaint related to an academic issue will normally seek resolution through the appropriate office on campus designated to address the particular student academic concern, i.e., the student’s academic department. Complaints regarding compliance issues should be reported to the appropriate accrediting agency. 

Enrollment Status During Appeal of Expulsion, Suspension, or Administrative Withdrawal

A student who has filed an official appeal of a sanction of expulsion, suspension, or administrative withdrawal, may request to remain in classes, clinical clerkship rotations, and/or internships during the period of appeal until or unless one or more of the following circumstances is determined by the Chief Student Affairs Officer (non-academic issues) or the Dean (academic issues) or the respective school in which the student is enrolled: (1) The appeal has not been made according to officially recognized procedures for appealing an expulsion, suspension, or administrative withdrawal decision; (2) The presence of the student in classes, clinical rotation, or internship constitutes a disruptive influence to the educational process or to patient care activities; (3) The presence of the student potentially presents a threat or harm to the health , safety, or welfare of patients, students, or anyone associated with the educational process. 

Co-Curricular Involvement

Student government, campus clubs and organizations, class leadership and co-curricular appointments are designed to promote and enhance the scholarly activity of our students. This policy will be enforced to ensure that our students do not allow their co-curricular involvement to interfere with their academic pursuits.

Transfer of Credit Policy

It is the student’s responsibility to make sure that official transcripts of courses completed elsewhere are furnished to the Office of the Registrar. Student’s should contact their individual program office regarding their policies for transfer of credit or advanced placement/standing.

Missing Student Notification Policy

If a member of UNTHSC community has a reason to believe that a student is missing, all possible efforts are made to locate the student to determine his/her state of health and well-being. The efforts to locate the student will be collaborative between the Division of Student Affairs, UNTHSC PD, and the missing student’s family and friends. Any missing member of UNTHSC community under the age of 21 will be reported missing to the National Crime Information Center of the Department of Justice (Crime Control Act of 1990 - 5779 & 5780, Reporting Requirement). 

Criminal Background Checks for Students Policy

The purpose of this policy is to establish a standardized approach regarding student background checks for applicants to or students enrolled in an educational program that includes, or may include, at a future date, assignment to a clinical health care facility. Visiting or non-degree seeking students who enroll in courses with such assignment are also subject to the policy. Presently, programs that require a background check include the Texas College of Osteopathic Medicine (TCOM) and School of Health Professions (SPH). This policy is designed to provide a safe environment for patients at UNTHSC and affiliating training sites. Criminal background checks allow the university to evaluate whether UNTHSC students are qualified, eligible, and possess the character and fitness to participate in clinical care and/or clinical rotation sites. 

Withdrawal for Active Military Service Policy

UNTHSC students that withdraw from the university for active military service shall: (1) Receive a refund of tuition and fees for the term the student withdraws; (2) Be granted an incomplete grade in all courses by designating “withdrawn-military” on transcripts; and (3) Will be assigned an appropriate final grade or credit, as determined by the instructor, if the student has satisfactorily completed a substantial amount of coursework and has demonstrated sufficient mastery of course material.

Non-Academic Complaint/Grievance Policy

UNTHSC strives to provide its students with a fair and efficient process to present and resolve complaints and grievances against employees. Complaints and grievances concerning their treatment by an employee related to their status as a student may be presented. All complaints and grievances should note the basis of the dispute, including specific facts, provide relevant documentation or other pertinent information, and should include the student’s desired result. Complaints related to discrimination and sexual harassment are not covered under this policy (refer to Prohibiting Sexual Misconduct & Retaliation Policy). UNTHSC offers an ethics hotline to report suspected fraud, theft, waster, non-compliance and abuse if you are not comfortable reporting this information to a supervisor. The ethics hotline is 877-606-9187.