3. Admissions and Instructional Policies
POLICY AND TEMPLATE AND GUIDELINES FOR CAMPUS ADMISSION POLICIES
The faculty of each campus shall set the policies and standards for admission of students to that campus consistent with Indiana Code.
In order to establish a minimum level of uniformity among admission policies of campuses of Indiana University and to facilitate inter-campus transfers for the benefit of Indiana residents, the faculties of the campuses of Indiana University are encouraged to follow the template and guidelines in the UFC document “Indiana University Policy and Template and Guidelines for Campus Admission Policies” (UFC Circular U9-2006) in setting admission policies for their campuses.
Template and Guidelines
Indiana University is committed to the goals of quality, full diversity, and access in its admissions policies. The University will strive to have an undergraduate student body whose members are well-qualified for the University’s courses and programs and who represent the full range of diversity within our state, nation, and world.
Indiana University will base its admission decisions on the academic quality of the applicants; no one will be denied admission on grounds of sex, age, race, religion, ethnic origin, veteran status, disability, and sexual orientation. In its admission policies, Indiana University supports and complies with Affirmative Action regulations.
Indiana University will base its admission decisions on an overall evaluation of applicants’ merits, strengths, and weaknesses. Applicants should demonstrate combinations of academic preparation, aptitude, motivation, and maturity that promise success in Indiana University’s academic programs. Indiana University does not use a rigid set of rules. Admission to the University is at the discretion of the University.
2. ACADEMIC PREPARATION
Indiana University has adopted the following standards for academic preparation to ensure that its undergraduate students are properly prepared for college work. All persons applying for admission to baccalaureate programs should complete, before they matriculate, at least thirty (30) courses/credits of college-preparatory courses, advanced placement courses, and/or college courses [NOTE: the phrase “one course/credit” means a typical, one-semester course, such as a one semester course in high school, a three credit-hour college semester course, or a four credit-hour college quarter course], including:
- eight credits of English, of which one credit may be speech and one credit may be journalism;
- four credits of algebra and two credits of geometry or an equivalent six credits of integrated algebra and geometry;
- four credits of social science consisting of two credits of U.S. history and two credits of world history/civilization/geography;
- four credits of science including two credits of biology and two credits of chemistry or physics or integrated chemistry-physics or college-preparatory science; and
eight credits of additional college-preparatory courses - courses in foreign/world languages, mathematics, physical and biological sciences, and social sciences are recommended.
If a student’s high school does not offer the courses needed to meet one or more of these course requirements, then alternative college-preparatory courses may be substituted for those courses that are not available.
If the requirements of a student’s high school diploma preclude satisfying these course requirements, then alternative college-preparatory courses may be substituted where necessary, but the student should satisfy as many of these requirements as possible.
Indiana residents should complete a Core 40 high school diploma or equivalent, or a Core 40 Academic Honors high school diploma or equivalent. Campuses and degree programs of Indiana University may require courses in addition to those specified above.
3. ACADEMIC ABILITIES, ACHIEVEMENTS, MOTIVATION, AND MATURITY
Academic success at the college level depends upon a range of factors including not only academic preparation but also verbal, quantitative, and reasoning abilities; academic motivation, work, and persistence; and academic maturity. Accordingly, campuses and programs may, and should, require applicants to submit evidence of these factors. The evidence should include performance on nationally standardized exams (e.g., SAT, ACT, and SAT subject area exams, and ACP exams) and performance in high school (e.g., high school rank, high school grades, and high school GPA), and may include essays, extra-curricular activities, letters of recommendation, community service, work experience, etc. All campuses and programs should follow the guidelines in Section 8 Setting Guidelines for SAT/ACT scores, High School Rank, GPA, and Grades for First-Time Undergraduates.
4. FIRST-TIME UNDERGRADUATE STUDENTS
Applicants for admission as first-time undergraduate students should have followed or be following a program of study that will meet the standards in Section 2 Academic Preparation and should demonstrate their academic abilities, achievements, motivation, and maturity by the means set forth in the preceding section - Section 3 Academic Abilities, Achievements, Motivation, and Maturity - as adopted by the respective campuses and schools and academic programs to which they apply.
Admission decisions may also take account of known strengths and weaknesses of applicants’ college-preparatory programs and the trends of applicants’ grades in college-preparatory courses.
U.S. residents who are not home-schooled should, under normal and ordinary circumstances, complete a high school diploma.
For applicants who are at least twenty-one years old or have been out of high school three or more years, admission can be based also on factors such as a General Educational Development (GED) diploma, maturity, work experience, and military service, as determined by the respective campuses and schools and academic programs to which they apply. Applicants who are at least twenty-one years old or have been out of high school three or more years may be admitted without scores on nationally standardized exams.
For applicants who were home-schooled and/or did not graduate from a high school, admission can be based also on factors such as a General Educational Development (GED) diploma, scores on national standardized exams, maturity, work experience, and military service, as determined by the respective campuses and schools and academic programs to which they apply.
Each campus, at its discretion, may admit a student on a probationary basis and/or through faculty sponsorship.
5. EXTERNAL TRANSFER STUDENTS
Applicants who have previously attended one or more community colleges, colleges, and/or universities should have satisfied, either in high school or in their prior college studies, the course requirements in Section 2 Academic Preparation, as adopted by the respective campuses to which they apply, and must satisfy the following requirements:
Applicants must submit official transcripts from all institutions previously attended. For applicants who have attended a community college, college or university within the past three years, the transcripts for all recently attended institutions must demonstrate a cumulative grade point average of at least 2.0 on a 4-point scale for Indiana residents and for non-residents for whom there are applicable tuition-reciprocity agreements and at least 2.5 on a 4-point scale for others. For applicants who have not attended a community college, college, or university within the past three years, admission can be based on factors such as a General Educational Development (GED) diploma, maturity, work experience, and military service, as determined by the respective campuses and schools and academic programs to which they apply.
Applicants who have fewer than 26 transferable semester hours should also satisfy the guidelines in Section 3 Academic Abilities, Achievements, Motivation, and Maturity as adopted by the campuses to which they apply.
Campuses and academic programs may have higher standards and specific requirements in addition to those mentioned here.
Each campus may, at its discretion, admit a student on a probationary basis and/or through faculty sponsorship.
6. INTER-CAMPUS TRANSFER STUDENTS
Applicants for transfer between campuses of Indiana University must have an Indiana University cumulative grade point average of at least 2.0 and should have satisfied, either in high school or in their prior college studies, the course requirements in Section 2 Academic Preparation, as adopted by the respective campuses to which they wish to transfer. For applicants who have not attended a community college, college, or university within the past three years, admission can be based on factors such as a maturity, work experience, and military service, as determined by the respective campuses and the schools and academic programs to which they apply.
Applicants who have fewer than 26 semester hours of Indiana University credits (including accepted transfer credit) should also satisfy the guidelines in Section 3 Academic Abilities, Achievements, Motivation, and Maturity as adopted by the respective campuses and schools and academic programs to which they wish to transfer.
Campuses and academic programs may have higher standards and specific requirements in addition to those mentioned here.
Each campus may, at its discretion, admit a student on a probationary basis and/or through faculty sponsorship.
7. NON-ADMITTED APPLICANTS
Applicants who are not admitted should be advised of what steps to take in order to be reconsidered at a later date.
8. SETTING GUIDELINES FOR SAT/ACT SCORES, HIGH SCHOOL RANK, GPA, AND GRADES FOR FIRST-TIME UNDERGRADUATES
If a campus sets admission guidelines for high school rank, high school grades and GPA, and SAT/ACT scores, then these guidelines should aim to meet both the campus’ need for its students to be adequately prepared and qualified to succeed in the academic work required of its first-time undergraduates and the applicants’ needs to have a realistic indication of the preparations and qualifications required to succeed in the academic work required of first-time undergraduates. Of course, there are not sharp borderlines between the levels of ranks, grades, and scores that are necessary for success (i.e., almost everyone below these levels does not succeed) and the levels that are sufficient for success (i.e., almost everyone above this level succeeds). Rather, there is gray area in between. Each campus, to meet its ethical obligations to its faculty and to its applicants, should aim for a realistic middle ground in its guidelines (if any) for high school rank, high school grades and GPA, and SAT/ACT scores.
Historically, Indiana University’s goal has been that its first-time undergraduate students should have scored above the median score of all Indiana high school students on the SAT or ACT exams and should have had a high school rank in the upper half of their class if an Indiana resident and in the upper one-third of their class if not an Indiana resident.
9. RESPONSIBILITIES AND ACCOUNTABILITY
As provided for by the Constitution of the Faculty of Indiana University, the faculty of a campus shall have responsibility for setting admission policies, standards, goals, and guidelines for that campus.
The chief academic officer of a campus shall be responsible for the admission procedures followed on that campus, for ensuring compliance with the admission policies, standards, goals and guidelines adopted by that campus and the Board of Trustees, and for achieving satisfactory levels of student academic quality and success.
(University Faculty Council, April 28, 1987; January 31, 2006; Board of Trustees, August 4, 1987; March 3, 2006)
Principles and Procedures for Undergraduate Intercampus Transfers
The faculty of Indiana University supports the equivalent application of comparable courses toward degree requirements, regardless of the campus where the course was completed.
I. ADMINISTRATIVE PRINCIPLES
A. Each campus shall develop appropriate application procedures, forms, and deadlines for students wishing to transfer home campus within the IU system, and exchange such information.
B. Each campus shall designate an office to provide initial information to students considering transfers to other campuses, to ensure that prospective incoming Undergraduate Inter-Campus Transfers (ICTs) are provided with appropriate procedural and academic guidance and advising, including guidance on the appropriate use of computer-accessible advising records in exploring ICT options, and to coordinate receipt of and action on incoming ICT applications.
C. Decisions concerning ICT approval to any campus are determined by the appropriate office on the receiving campus, and governed by criteria approved by that campus.
D. Students will be expected to give notification of decisions to accept or decline ICT approval, according to deadlines set by the receiving campus. Offices on both the home and receiving campuses of an ICT student shall share information concerning ICT approval and student decisions to transfer campuses.
E. Wherever specified procedures fail clearly to apply to individual cases, decisions should be based on the best educational interests of the student; exceptions granted on the basis of individual cases shall not constitute precedents.
II. COURSE EQUIVALENCIES AND DEGREE REQUIREMENTS
A. Computerized records shall be maintained so as to allow students to use the university’s student records system to assess, at the time of ICT application, how inter-campus transfer will likely affect their progress towards a degree. Each campus shall develop procedures for course equivalency decisions that will ensure that prospective ICTs will be fully aware of how courses will apply towards degree progress at the time of transfer approval.
B. Courses at the 100 and 200 levels should apply to degree requirements on any campus equivalently, regardless of the campus of origin. Distribution requirements should be treated with flexibility as long as intended goals are met.
C. Courses offered on different campuses with identical numbers should be comparable enough in content and requirements to allow equivalent applicability towards degree requirements on any campus.
- Beginning with the Fall 2001 term, identically numbered courses at the 100 and 200 levels are treated as equivalently applicable towards degree requirements on any campus.
- The UFC-EPC shall review the process whereby the Master Course Inventory is maintained and used, and recommend to the UFC changes that will ensure that identically numbered courses taught on different campuses will be adequately equivalent in content and requirements to allow equivalent applicability towards degree requirements on any campus.
- In cases where a unit’s external accreditation can be shown to the UFC ICT Committee to be affected by ICT policy, that unit may limit the applicability of courses taken on a campus other than its own to the minimal degree necessary to maintain compliance with accreditation standards.
D. For courses that are not identically numbered, Recorders’ Offices for each campus, school, or division shall maintain lists of equivalencies for courses on all IU campuses. All equivalency decisions should be made by the most appropriate school, division, department, or program on a campus, and should apply for all programs on that campus. Courses that fulfill similar educational goals in terms of content and proficiency training should fulfill degree program requirements regardless of the campus on which they are offered. When substantive curricular changes occur in courses that may affect equivalence decisions, corresponding programs on other IU campuses should be notified. Equivalency designations will apply between courses as offered on specific campuses.
E. Prospective ICTs may request reviews of the IUCARE equivalency indications for specific courses from the campus to which they wish to transfer. The review should be made by the appropriate degree-granting unit, and a substantive explanation of any negative decision should be recorded. Positive equivalency decisions should be reported to unit Recorders and coded. Campuses should designate an appropriate faculty committee to which negative decisions may be appealed. Equivalency reviews and appeals should be conducted in a timely fashion. A sustained review judgment will not be subject to further appeal for a period of five years.
F. An ICT student is responsible for meeting all specific requirements for the major field as defined by the degree-granting unit on the receiving campus; departmental and school residency requirements may necessitate the completion of additional hours beyond the normal minimal requirement. Exceptions granted to students prior to transfer should, whenever possible, be honored by the degree-granting school.
(University Faculty Council, November 14, 2000)
Transfer of Credit from Two-Year Institutions
Credits earned at undergraduate institutions other than Indiana University in courses at first or second-year levels (100/200-level courses or courses completed in two-year institutions) and transferred for IU credit may not be recorded as equivalent to IU course credits at advanced (300/400) levels, or applied to degree requirements normally fulfilled only by advanced level course credits.
(University Faculty Council, March 27, 2001)
All student athletes must meet Indiana University admissions requirements. To be a Qualifier, student athletes must:
- Graduate from high school.
- Achieve a GPA in 16 core courses which meets NCAA Initial eligibility sliding scale of GPA and ACT/SAT scores.
- Be certified by NCAA Initial Eligibility Clearinghouse after submitting an application and paying the required fee.
- Sign a 10.1 (final amateur certification) statement.
Test scores must now be sent from the testing agency and can no longer appear on a high school transcript.
INTERCOLLEGIATE ATHLETICS PROGRAMS POLICY
I. Mission and Goals
A. The mission of intercollegiate athletics at Indiana University is to provide athletics programs committed to integrity, fairness, and competitiveness that enhance student life and that contribute in an effective and meaningful manner to the achievement of the broader goals of the University. The objective of intercollegiate athletics is to promote the matriculation, retention, and graduation of students and to develop pride, loyalty, and support among students, faculty, staff, alumni, and the community at large.
B. The fundamental goals of intercollegiate athletics programs are the following:
- To put academics first, ensuring that all student-athletes progress each year toward graduation, culminating with the awarding of a bachelors degree.
- To facilitate the integration of the intercollegiate athletics departments and student athletes into the university community.
- To play each sport at a competitive level.
- To maintain well-rounded, balanced programs that ensure gender and racial equity and that respond to student interests.
- To comply fully with governing athletics association (NCAA or NAIA), conference, and institutional rules.
- To operate fiscally sound and prudent athletics programs.
- To maintain programs that serve as models in intercollegiate athletics, on which the University community, the State of Indiana, and other universities may look with pride.
- To promote interaction between citizens and the University, so as to develop widespread public identity with and pride in Indiana University and its many programs.
II. Principles of Authority and Responsibility
A. While final authority over all units of the University rests with the President and the Trustees, governance decisions regarding intercollegiate athletics shall be made with the advice of the appropriate campus athletics committee(s).
B. Generally, authority and responsibility for intercollegiate athletics programs shall be delegated to the campuses. Because of historical tradition and the size of the program, the athletics program at the Bloomington campus shall be called the “University Athletics Program,” and be governed by the President, the University Athletics Director, and the Bloomington campus athletics committee. The President shall govern the athletics programs on the other campuses as well, except that each campus’ Chancellor/Provost would normally represent the President. Governance on each of the campuses shall also include the campus Athletics Director and the campus athletics committee.
C. The University Athletics Director shall have operational authority for the University Athletics Program (based at Bloomington) and oversight responsibility for all campus intercollegiate athletics programs.
D. The Athletics Coordinating Council shall serve to ensure consistency, resolve conflicts, and foster communication among the intercollegiate athletics programs of Indiana University.
III. Campus Athletics Committees
- 1. Reporting: The chairperson of each campus’s Athletics Committee shall submit a report annually to the campus faculty council and to the Chancellor (or President at Bloomington) on the status of campus intercollegiate athletics (or University intercollegiate athletics at Bloomington).
- 2. Membership: The Chancellor (or President at Bloomington) shall appoint the campus athletics committee on the recommendation of the campus faculty council. The campus athletics committee voting membership shall have a majority of faculty. Faculty members shall be elected by the faculty, appointed by the campus faculty council, or appointed by the Chancellor (or President at Bloomington) from among a list submitted by the campus faculty council. The number of faculty members, the exact means of selection, and the terms of membership shall be determined by the campus faculty council in consultation with the Chancellor (or President at Bloomington).
Other members of the athletics committee shall include the Athletics Director (ex officio, non--voting), the Faculty Athletics Representative to the intercollegiate conference (ex officio, voting), student members, and alumni members. The Athletics Committee may also include additional members as determined by campus governance. The exact membership and terms of membership, including means of selection and voting rights of student, alumni, and additional members, shall be determined by the campus faculty council in consultation with the Chancellor (or President at Bloomington) and shall be in compliance with the rules of the appropriate athletics associations and conferences.
The chairperson of the campus athletics committee shall be a faculty member appointed by the Chancellor (or President at Bloomington ) in consultation with the campus faculty council.
- 3. Quorum: To guarantee faculty control of athletics, committee action may not be taken unless the majority of voting committee members present, in person or by proxy, are faculty members.
- 4. Relationships: The campus athletics committee should maintain strong liaison relationships with the campus faculty council committees on academic affairs and student affairs.
- 5. Personnel Subcommittee: The Campus Athletics Committee shall appoint a Personnel Subcommittee consisting of the Chair, the Faculty Athletics Representative, and two other faculty members from the Campus Athletics Committee. At the discretion of the campus faculty council, one non-faculty member of the Athletics Committee may be added to the Personnel Subcommittee.
B. Functions of the Campus Athletics Committee
The Campus Athletics Committee:
- 1. Serves to foster University community confidence in the intercollegiate athletics program by ensuring that the program is striving to meet the mission and goals for intercollegiate athletics at Indiana University;
- 2. Studies the athletics program and its relation to academic affairs of the University and campus and recommends to the campus faculty council and the administration policies relative to intercollegiate athletics;
- 3. Monitors the program’s compliance with policies relating to admissions, the academic performance and progress of student athletes toward graduation, and the integrity of the course of study of student athletes, seeking appropriate review of cases in which it appears that there has been abuse of academic integrity in order to promote athletics programs;
- 4. Participates in the development of and approves general athletics policies related to academic matters, including academic eligibility policy, academic concerns relating to recruiting, missed class time policy, student drug use policy, and team competition and practice schedules within the scope of athletics conference and association rules;
- 5. Participates in the development and recommends approval of the plans for addition/elimination of sports or programs, plans for significant revision of athletics facilities and physical plant, policies regarding the use of athletics facilities, athletics awards policy, and ticket pricing;
- 6. Participates in the evaluation of the campus Athletics Director (University Athletics Director for the Bloomington committee) and the selection of the Athletics Director;
- 7. Advises in personnel matters:
- a. Evaluates, either as a full committee or through a designated subcommittee of the full committee, coaches in regard to the impact of programs on the students’ academic life;
- b. Consults, through its personnel subcommittee, regarding the selection of coaches and the dismissal of coaches or of the Athletics Director. (While the President has the authority to dismiss the Athletics Director, to the extent practical s/he should consult in a timely manner with the personnel subcommittee when such actions are contemplated. In such cases, the personnel subcommittee will serve as a confidential advisory group.)
- c. Recommends general policy regarding coaches’ contractual arrangements.
- 8. Serves in an advisory capacity regarding the athletics budget, media contracts, and institutional votes on association and conference legislation;
- 9. Meets at least annually with the Chancellor (or President at Bloomington) to report and confer regarding the affairs of the committee and the intercollegiate athletics department.
IV. Athletics Coordinating Council
- 1. Reporting: The council reports to the President.
- 2. Membership: The membership of the council shall comprise nine individuals: the University Athletics Director, the IUPUI Athletics Director, an Athletics Director from one of the other campuses (the position to be rotated among those campuses through a process agreed upon by those campuses), two faculty members from each of the athletics committees at the Bloomington and at the IUPUI campuses, and two faculty members to represent the other campuses (the position to be rotated among those campuses through a process agreed upon by those campuses). The faculty members shall be chosen by their respective athletics committees. There shall be a chairperson appointed by the President.
B. Function of the Athletics Coordinating Council
- 1. The Athletics Coordinating Council:
- a. Serves to ensure consistency in norms and principles of NCAA Division I athletics programs at Indiana University;
- b. Serves as a forum to assist in resolving inter-campus conflicts;
- c. Convenes at least annually a meeting of the heads of athletics programs and campus athletics committees from all campuses for the purpose of communication and mutual understanding.
(University Faculty Council, March 10, 1998; April 22, 2003; Board of Trustees, May 8, 1998; June 11, 2004)
STUDENT AFFIRMATIVE ACTION POLICY
Indiana University, pursuant to its obligations under Title VI and Title IX, will not exclude any person on the basis of race, color, national origin, gender, or sexual preference from participation in its programs or activities or deny any of these persons the benefits of any program or activity.
Indiana University is committed to correcting the effects of any past discrimination. The University is involved in efforts to increase the number of minority group students and to eliminate gender inequities at both the undergraduate and graduate levels. Each campus of Indiana University develops its own programs to deal with the needs of its students.
(Board of Trustees, June 29, 1974; Updated language, June 1997)
Students with Disabilities
The University provides reasonable accommodation and auxiliary services which facilitate the higher education of qualified students with temporary or permanent disabilities. The extent to which these services are supplied is based on an individual student’s need and academic requirements. There are administrative offices on each campus to assist students with disabilities.
Each campus has an office to assist veterans. For information contact the Dean of Students’ office or its equivalent on each campus.
Accommodation for Religious Observances
WHEREAS, It is the standing policy of Indiana University that its practices should be in accordance with relevant federal or state legislation, it is arguable that the current practice of merely RECOMMENDING to course directors (both regular faculty and AI’s) that they make reasonable accommodations for those students who, because of their religious observances, cannot submit a particular graded assignment at the time it is due is in violation of legislation GUARANTEEING full freedom of religion and or religious observance to all in this country,
And WHEREAS, While now current relevant legislation might someday be rescinded, we at IU shall want to do what is morally right in such matters,
And WHEREAS, Even the current practice of circulating a memo to all IU course directors to alert them to the need to schedule exams and other requirements around the holidays or to make an accommodation for those students who request alternate arrangements has not been entirely effective, so that complaints of non compliance are received on at least some of our campuses each semester,
THEREFORE, The Affirmative Action Committee recommends adoption of the following policy:
Indiana University respects the right of all students to observe their religious holidays. Accordingly, course directors are to make reasonable accommodation, upon request, for such observances. It is the responsibility of the students involved to notify their course directors in a timely manner concerning their need for such accommodation. The detailed procedures for the implementation of this policy are to be determined by the faculty governing body on each campus.
(University Faculty Council, March 28, 2000)
Indiana University does not tolerate sexual harassment of students or employees and responds to every complaint, providing proper remediation when harassment is determined.
Unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature constitute sexual harassment when:
- Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s education, or
- Submission to or rejection of such conduct by an individual is used as the basis for academic decisions affecting the individual, or
- Such conduct has the effect of unreasonably interfering with an individual’s academic performance or creating an intimidating, hostile, or offensive learning environment.
(Sex Discrimination Guidelines, EEOC, March 30, 1972)
Individuals who believe that they have been sexually harassed should notify either their supervisor, an academic or student services dean or official, and/or the campus affirmative action officer.
(Excerpt from University Faculty Council, April 26, 1988)
The Trustees reaffirm their support for the Reserve Officer Training Corps (ROTC) programs at Indiana University, because they provide scholarship opportunities for students who might otherwise be unable to attend the University, and because those programs ensure that some commissioned officers in the armed forces will be educated at IU and similar institutions of higher education, and because it provides an important service to our country.
The Trustees reaffirm their support for the Code of Student Ethics, including section 1.A.2.c. [NOTE: now the Code of Student Rights, Responsibilities, and Conduct, section I.B.] , which provides that “the university will not exclude any person from participation in its programs or activities on the basis of arbitrary considerations of such characteristics as age, color, disability, ethnicity, sex or gender, marital status, national origin, race, religion, sexual orientation, or veteran status.” and also reaffirm that this section does not preclude ROTC programs at the University.
The Trustees encourage the University administration, working through appropriate national organizations, to urge the Defense Department to re-examine military policies of discrimination based on sexual orientation.
The Trustees encourage the University administration to support scholarly research by IU faculty, perhaps with faculty at other colleges or universities, concerning the impact on workplaces comparable to military workplaces of policies precluding discrimination based on sexual orientation, with a view toward sharing the results of that research with the Defense Department and the public.
(Board of Trustees, May 3, 1991)
STUDENT RIGHTS, RESPONSIBILITIES, AND CONDUCT
Faculty should be familiar with the Indiana University Code of Student Rights, Responsibilities, and Conduct, published separately, approved by the University Faculty Council and by the Board of Trustees, and previously known as the Code of Student Ethics. The current version of the code can be found at: (http://www.iu.edu/~code/code/index.shtml ).
GRADES AND GRADING POLICY
- To graduate with academic distinction, baccalaureate and associate degree candidates must rank within the highest 10% of the graduating class of their respective degree-granting units. Additionally, baccalaureate degree candidates must have completed a minimum of 60 hours at Indiana University. Associate degree candidates must have completed at least half of the hours required for their degree at Indiana University.
- The determination of students eligible for graduation with academic distinction will be done by degree-granting units so that students will be ranked with classmates who receive the same type of degrees.
- Each degree-granting unit shall determine the appropriate GPA requirements for the three levels of recognition: distinction, high distinction, and highest distinction.
- In the application of this policy, questions about ties and fractions shall be decided by the degree-granting unit. To go beyond the 10% restriction in the event of a tie should not be construed as a violation of this policy.
- This policy shall apply to students first matriculating at Indiana University in the fall semester of 1983–84 and thereafter. Those who matriculated prior to that time shall be eligible for degrees with academic distinction under the guidelines which prevailed at the time of their matriculation in the degree-granting unit in question.
- The standards recommended here are minimum standards, and any degree granting unit may adopt standards that are in excess of these.
(University Faculty Council, April 26, 1983; November 27, 1984)
Students admitted to an Honors Degree Program within an academic unit, who complete the honors degree curriculum, are awarded the degree with honors.
The current grade code for Indiana University is:
- A = Highest passing grade
- F = Failed
- FN = Failed/Non-Attendance
- [see a) below]
- FX = Failed/Retaken [see b) below]
- I = Incomplete
- R = Deferred grade [see c) below]
- S = Satisfactory [see d) below]
- W = Withdrawn [see e) below]
- P = Passed [see f) below]
(Faculty Council, January 4, 1949; December 1, 1953; and subsequent actions cited below)
a) FN ( Non-Attendance) Policy. This grade is used to indicate failure due to student non-attendance in class, and will provide a distinction between an “F” grade awarded for failing performance and an “F” grade assigned for non-attendance in compliance with the 1953 Faculty Council policy stating that “failure to complete a course without an authorized withdrawal will result in the grade of ‘F’.” When an “FN” grade is assigned, an “F” will appear on the student’s transcript. The “N” portion of the “FN” grade and the last attendance date will be retained on the student’s record as internal notations only.
(University Faculty Council, March 30, 1999)
b) FX (Failed/Retaken) Policy. Any undergraduate who has retaken a course previously failed shall have only the second grade in that course counted in the determination of his or her grade-point average. The student’s transcript shall record both grades. Any grade-point average calculated in accord with this policy shall be marked with an asterisk denoting that an F grade has been replaced by the grade in the course when taken subsequently.
(University Faculty Council, December 9, 1975; and March 13, 1979)
Validity and Limitations:
- The FX Option is honored by all undergraduate schools and divisions on all Indiana University campuses.
- A student may exercise this FX Option for no more than three courses, totaling no more than 10 credits.
- A student may use the FX Option only once for a given course.
- Upon successful completion of the repeated course, the grade of FX will replace the grade of F that the student originally received in the course. The FX will be defined in the transcript explanations as representing an F grade in a course that has been removed from GPA calculations by a subsequent retaking of the course.
- The policy pertains only to undergraduate students.
- Although the policy went into effect the first semester 1976–77, undergraduate students may repeat courses in which they received an F at any time prior to that semester.
- The policy of re-enrollment pertains only to a course in which an F was previously received.
- The grades of WF and F (under the P/F option) are considered the same as an F grade.
- In retaking the course the student must receive a regular letter grade of A, B, C, D, F, P, or S to change the original F to an FX. The grades of W, I, or NC will not qualify for removal.
- Students who wish to repeat a course in which they received an F must secure the approval of the dean of their school or the chairperson of their division prior to repeating the course. The course in which the student re-enrolls should be the same course in which an F was previously received. Account, however, should be taken of the fact that course numbers and titles are occasionally changed.
- After final grades for the semester have been processed, the dean’s office will enter the newly-received grade on a form, approve the form, and forward it to the campus Registrar for processing.
- Enforcement of the FX policy shall be the responsibility of the school or division which certifies the student’s fulfillment of degree requirements. Problems relating to the policy shall be referred to the school dean or the administrator fulfilling the equivalent responsibility on the campus.
(University Faculty Council, April 10, 1984; Report to UFC November 27, 1984; April 28, 1987)
[NOTE: Details of the FX policy may vary from campus to campus per UFC action which gave each campus the authority to develop campus-specific policies for transcript grade representation, grade replacement, and the timing of automatic withdrawals (University Faculty Council, April 12, 1994). Several campuses (including IUB and IUPUI) have since expanded the FX policy to other grades (A- through D-) using an option called the “Extended X Policy.”]
c) R (Deferred Grade) Policy. The grade R (Deferred Grade) used on the final grade report indicates that the nature of the course is such that the work of the student can be evaluated only after two or more terms. The grade R is appropriate in thesis and research courses in which the student’s work is evaluated when the thesis or research is completed. It may also be used at the end of the first term of a two-term course or a course that overlaps two terms if the course is announced as a Deferred Grade course in the Schedule of Classes. The grade R is appropriate only so long as there is work in progress. This procedure will assure the approval of the department and the willingness of the students to take both terms of the course before getting a grade.
At the end of the second term of a Deferred Grade course or when a thesis or research project is complete, the instructor shall submit the student’s grade for the last term on the grade sheet for that term and/or send a Removal-of-Deferred-Grade card through the office of the dean of the student’s school to the Office of the Registrar. If work is interrupted due to extenuating circumstances, a special arrangement between student and instructor must be made on a term-to-term basis. If a student drops out of a course before the work is complete, the instructor must assign a regular grade for the course.
(University Faculty Council, February 8, 1977)
d) S/F (Satisfactory/Fail) Policy. Prior permission must be sought from the School Dean and the Vice Chancellor/Vice Provost for Faculty and Academic Affairs or equivalent to offer a course on a Satisfactory/Fail basis. The grade of S may be awarded only for such approved special courses; S and F are the only grades which may be awarded to enrollees in such a course.
(Faculty Council, February 2, 1954)
e) W (Withdrawn) Policy. The W grade may not be recorded by an instructor unless the student has officially withdrawn from the course. See also “Grades given upon withdrawal from courses” below.
f) P (Pass) Policy. The grade P (Pass) is a grading option a student may elect with the approval of the student’s dean, under the procedure established by the school or division. Instructors of undergraduate students are not notified of students registering for this option; all instructors should record a regular letter grade, which if D or higher, will be changed to P when grades are processed by the Registrar. The P grade cannot subsequently be changed to a grade of A, B, C, or D.
[NOTE: Following University Faculty Council approval to allow use of + and - distinctions with grades of A through D for both undergraduate and graduate courses, the lowest passing grade converting to P (Pass) is D- (see item (g) below).]
(Administrative Practice; Initially approved by the faculties of the undergraduate schools of the University, April 18, 1967; and by the Graduate Council, May 25, 1967.)
g) Instructors in undergraduate and graduate courses may use a grading system which includes plus and minus grades. The Registrar will use the following numerical equivalents in computing GPAs:
- A+ or A = 4.0
- A– = 3.7
- B+ = 3.3
- B = 3.0
- B– = 2.7
- C+ = 2.3
- C = 2.0
- C– = 1.7
- D+ = 1.3
- D = 1.0
- D– = 0.7
- F = 0.0
(University Faculty Council, March 29, 1977)
- 1. One of the above grades must be turned in at the end of the term for each student enrolled in a course.
- 2. If a final grade roster is not received by the processing deadline published by the Registrar each term, a notation of NR will be printed for that course on all student grade notifications. (Administrative Practice)
- 3. Once a grade sheet has been received by the Registrar, no grade, except that of Incomplete (I) or Deferred (R), contained thereon may be changed except with the written consent of the dean or his or her authorized representative of the college or school in which the instructor or professor is a faculty member and with a report to the faculty of the respective college or school.
(Faculty Council, February 17, 1953)
- [NOTE: Grade changes are now handled through an on-line automated process. (Administrative Practice)]
- 4. Faculty members or instructors may request a change of a non-temporary grade such as A, B, etc., by submitting an on-line eGrade document. The document is routed electronically for necessary approvals. Campus participation varies; check with campus-specific Registrar’s offices for questions about grade change submission procedures.
CIRCUMSTANCES PERMITTING INCOMPLETES
The grade of Incomplete used on the final grade reports indicates that the work is satisfactory as of the end of the semester but has not been completed. The grade of Incomplete may be given only when the completed portion of a student’s work in the course is of passing quality. Instructors may award the grade of Incomplete upon a showing of such hardship to a student as would render it unjust to hold the student to the time limits previously fixed for the completion of his/her work.
(Faculty Council, November 5, 1952; February 19, 1963)
UNIFORM HANDLING OF INCOMPLETES
Each academic unit shall maintain a record of Incomplete grades recorded in its courses. This record, completed by the instructor, should include (l) the name of the student and the student’s identification number, (2) the course number, section number, and hours of credit, (3) semester and year of enrollment, (4) the signature of the instructor, (5) a brief statement of the reason for recording the Incomplete, and (6) an adequate guide for removal of the Incomplete grade (with a suggested final grade) in the event of the departure or extended absence of the instructor from the campus.
(Faculty Council, February 19, 1963; updated language, June 1997)
Removal of Incompletes
Methods. A grade of Incomplete may be removed (a) by the student completing the course within the time limit and the instructor sending the appropriate Removal of- Incomplete form to the Office of the Registrar, or (b) by the dean of the student’s school authorizing the change of Incomplete to W.
(Faculty Council, February 19, 1963)
Limits. The time allowed for the removal of an Incomplete is one calendar year from the date of its recording, except that the dean of the student’s college or school may authorize adjustment of this period in exceptional circumstances. By assigning an Incomplete an instructor implicitly authorizes and requires the “I” to be changed to an “F” at the end of the appropriate time period, if that instructor does not otherwise act to remove the “I”. The Registrar will automatically change the “I” to “F” at the end of the appropriate time period except when an adjustment of the period has been authorized or the student has received a degree since that date. Both the student and the instructor in whose course the student received the Incomplete will be notified of this change of grade.
(University Faculty Council, February 8, 1977)
A student may not re-enroll in a course in which a grade of Incomplete has been recorded.
The student may be denied the right to make up an Incomplete if it seems to the unit dean and the instructor that it is impractical for the student to complete the course. In this case, the student should be given the opportunity to withdraw from the course.
(Faculty Council, November 5, 1952)
Absence from Final Examinations
See campus bulletins and schedules of classes for more information.
Grades for Credit Earned by Examination
When credit is earned by examination, only the grades of S and A will be used in recording. The grade of S will ordinarily be used and the grade of A will be assigned only in instances of clearly superior performance.
(Faculty Council, April 21, 1964)
Grades Given Upon Withdrawal From Courses—Undergraduates Only
WITHDRAWAL DURING DROP AND ADD PERIOD
The permanent record will not show withdrawals made during the period of Drop and Add.
(University Faculty Council, October 15, 1974)
WITHDRAWAL DURING AUTOMATIC WITHDRAWAL PERIOD
A grade of W is given to the student who withdraws during the automatic withdrawal period of any semester or term. The grade is assigned on the date of withdrawal.
(Administrative interpretation of action by Faculty Council, May 18, 1965)
WITHDRAWAL AFTER AUTOMATIC WITHDRAWAL PERIOD
After the automatic withdrawal period a student may withdraw only with the permission of his or her dean. This approval is given only for urgent reasons relating to extended illness or equivalent distress. To qualify for the grade of W, a student must be passing the course on the date of withdrawal. If the student is failing, the grade recorded on the date of withdrawal will be F.
(Faculty Council, May 18, 1965; University Faculty Council, February 8, 1977)
ABSENCE DURING LAST WEEKS OF A SEMESTER
If a student is not in attendance during the last several weeks of a semester, the instructor may report a grade of I if there is reason to believe that the absence was beyond the student’s control; otherwise, he or she shall record a grade of F. Failure to complete a course without an authorized withdrawal will result in the grade of F.
(Faculty Council, December 1, 1953)
The grade-point average (GPA) is determined by multiplying the semester hours of a particular course times the credit points equivalent to the grade of the course, then by dividing the sum of the credit points by the total number of semester hours completed.
Midterm Class Reports
From two to four weeks prior to mid-semester, members of the faculty receive in the mail “pink sheets” or class lists on which are listed the names of all students in their various classes. On some campuses, access to on-line copies of the enrollment rosters is provided via electronic mail. Instructors make corrections on the list (or electronic roster) to indicate students not present in the class or present and not enrolled, and return (or submit) it to the Office of the Registrar, which researches discrepancies, makes changes, and notifies students of possible problems, so that class lists for final grades at the end of the academic session are correct.
MIDTERM GRADE REPORTS
Faculty members are expected to give each undergraduate a written evaluation of performance as early as compatible with the nature of the course, but not later than after two-thirds of the semester or summer session has elapsed. This evidence will normally consist of a letter grade, but it could also be recorded in a different manner (e.g., written critique of a paper, written evaluation of the student’s total performance). In certain types of courses such as senior or honors seminars, the evaluation might be given orally.
(Faculty Council, January 10, 1967)
FINAL GRADE REPORTS
At the end of the semester, the faculty members are provided written and/or email notice of the availability of their final grade rosters to which class grades must be recorded, approved by the instructor, and submitted to the Registrar:
- Faculty members are given instructions as to how to enter and submit their grades. The electronic grade reporting system checks for permissible grades and reports apparent errors back to the instructor for immediate correction. Faculty receive an on-line confirmation when grades are submitted and an email confirmation when their grades are accepted and posted by the Registrar. Grades can be viewed after submission, but cannot be modified on-line. (Administrative Practice)
- These grade reports are due in the Office of the Registrar 48 hours after the final examination or last class meeting, whichever is later. If academic considerations justify such a change, each campus may elect to extend the present 48-hour examination rule to no more than 72 hours. It shall be the joint responsibility of the campus Vice President/Chancellor/Provost, faculty governing body, and the campus Registrar to determine the appropriate time interval and to establish this as campus policy. (Faculty Council, December 5, 1967; University Faculty Council, March 26, 1985)
- If grade reports are turned in after the deadline, the Registrar cannot be responsible for informing the deans and students of the late grade, and the faculty member is required to so inform them. (Administrative Practice)
- If the final grade sheet carries the grade of W or F already printed upon it when it is received by the instructor, in no case is this grade to be changed without discussion with the Registrar. (Faculty Council, May 18, 1965)
POSTING OF GRADES
Generally, student grades should not be posted where they can be viewed by anyone other than the instructor and the individual student receiving the grade.
When faculty members need to post the grades of students, the grades should be identified by code unique to the students in the class and not by the names of the students or other recognizable identifiers. Student social security numbers or portions thereof may not be used.
(Faculty Council, May 15, 1956; Administrative Practice in compliance with Federal law, 1997)
Discussion of Grading Policy
The faculty of every department or division shall, for the guidance of new faculty and the mutual understanding of all, discuss regularly the practice and standards of the departmental faculty in the assessment of student performance, including academic expectations and the awarding of letter grades. A written summary of the discussion shall be filed in the office of the Vice Chancellor/Vice Provost for Faculty and Academic Affairs or equivalent.
(Board of Trustees, May 3, 1996)
Additional Information on Instructional Policies
Other important information regarding instructional policies is available in the Schedule of Classes publication for each campus and in school bulletins.
CHEATING AND PLAGIARISM
General Principles and Policy
The faculty member has a responsibility to foster the intellectual honesty as well as the intellectual development of students. He or she should carefully scrutinize methods of teaching and assignments in order to be sure that they encourage students to be honest. If necessary, the faculty member should explain clearly the meaning of cheating and plagiarism as they apply to the course. The faculty member’s obligation is particularly serious in connection with examinations. It is his or her duty to arrange for careful supervision of all examinations and class exercises. Should the faculty member detect signs of plagiarism or cheating, it is his or her most serious obligation to investigate these thoroughly, to take appropriate action with respect to the grades of students, and in any event to report the matter to the Dean for Student Services [or equivalent administrator]. The necessity to report every case of cheating, whether or not further action is desirable, arises particularly because of the possibility that this is not the student’s first offense, or that other offenses may follow it. Equity also demands that a uniform reporting practice be enforced; otherwise, some students will be penalized while others guilty of the same actions will go free.
A university is devoted to the discovery and communication of knowledge. In this endeavor, intellectual integrity is of the utmost importance, and correspondingly, its absence is taken very seriously. By enrolling at Indiana University, students commit themselves to its ideals and must expect to find these ideals actively fostered and defended.
In practical terms, in addition to the preceding moral considerations, the University must determine whether its teaching is effective and give due recognition, which includes valuable fellowships and scholarships, to those students who have succeeded in learning. In order to encourage learning and to judge its quality, examinations and assignments are employed. To evaluate these with justice and fairness, it is necessary that they be executed with complete honesty. In the interest of protecting the honest student and making an accurate evaluation of every student’s performance, the University has adopted the following regulations governing cheating and plagiarism.
(Faculty Council, May 2, 1961)
Dishonesty of any kind with respect to examinations, course assignments, alteration of records, or illegal posses-sion of examinations shall be considered cheating. It is the responsibility of the student not only to abstain from cheating but, in addition, to avoid the appearance of cheating and to guard against making it possible for others to cheat. Any student who helps another student to cheat is as guilty of cheating as the student he or she assists. The student also should do everything possible to induce respect for the examining process and for honesty in the performance of assigned tasks in or out of class.
(Faculty Council, May 2, 1961; University Faculty Council, March 11, 1975; Board of Trustees, July 11, 1975)
Honesty requires that any ideas or materials taken from another source for either written or oral use must be fully acknowledged. Offering the work of someone else as one’s own is plagiarism. The language or ideas thus taken from another may range from isolated formulas, sentences, or paragraphs to entire articles copied from books, periodicals, speeches, or the writings of other students. The offering of materials assembled or collected by others in the form of projects or collections without acknowledgment also is considered plagiarism. Any student who fails to give credit for ideas or materials taken from another source is guilty of plagiarism.
(Faculty Council, May 2, 1961; University Faculty Council, March 11, 1975; Board of Trustees, July 11, 1975)
Policy on Student Academic and Personal Misconduct
Faculty are required to report all incidents of academic misconduct to the Dean of Students and may report incidents of personal misconduct, such as classroom incivility. For information about policies and procedures, see the Code of Student Rights, Responsibilities, and Conduct, especially Part II, Sections G, H, and I, and Part III. Copies of the code can be obtained from the Dean of Students. The code is also accessible at (http://www.iu.edu/~code/ ).
(University Faculty Council, April 24, 1990; April 13, 1993; May 12, 1993; October 8, 1996; April 12, 2005; Board of Trustees, May 4, 1990; December 4, 1992; June 5, 1993; December 13, 1996; June 24, 2005)
Policy on Faculty Misconduct
Students are to have clear procedures to follow when they believe that any of their rights, as defined in the Code of Student Rights, Responsibilities, and Conduct, Part I, have been violated by a member of the university community. The local campus offices of the dean of students, affirmative action, and faculty affairs, as appropriate, will assist students in addressing their complaints. See Code of Student Rights, Responsibilities, and Conduct, Part III: Procedures for Implementation of the Code. (http://www.iu.edu/~code/ ).
(University Faculty Council, April 24, 1990; April 13, 1993; May 12, 1993; October 8, 1996; April 12, 2005; Board of Trustees, May 4, 1990; December 4, 1992; June 5, 1993; December 13, 1996; June 24, 2005.)
In compliance with Section 438 of the “General Education Provisions Act” (as amended) entitled “Family Educational Rights and Privacy Act,” the following constitutes the institution’s policy which instructs the student in the procedures available to provide appropriate access to personal records, while protecting their confidentiality.
A. Certain definitions and principles contained in the law and proposed guidelines are specifically adopted in the policy:
- 1. “Student” is defined as one who has attended or is attending Indiana University and whose records are in the files of the University.
- 2. “Educational records” do not include records retained by individuals which are not accessible to any other person except a substitute faculty/staff member.
- 3. “Public information” is limited to name; address; e-mail address; phone; major field of study; dates of attendance; admission or enrollment status; campus; school, college, or division; class standing; degrees and awards; activities; sports; and athletic information. Records of arrests and/or convictions and traffic accident information are public information and may be released to anyone making inquiry.
- 4. “Record” means any information or data recorded in any medium, including but not limited to: handwriting, print, tapes, film, microfilm, microfiche, and electronic media.
B. Public information shall be released freely unless the student files the appropriate form requesting that certain public information not be released. This form is available at: [See campus-specific documents for location.]
C. All students have records in one or more of the following offices and maintained by the administrative officer listed: [See campus-specific documents for appropriate offices, locations, and officers for permanent record, school or college files, etc.]
D. Some departments maintain records separate from the school or college. A list of departments which have separate records, their location, and person responsible for the record may be obtained from the office of the dean of the school or college in which the department is located.
E. Students may also have records in the following places: [See campus-specific documents for a list of appropriate offices such as financial aid, bursar, placement, and police.]
F. The privacy of all records may be broken at a time of emergency defined in terms of the following considerations:
- 1. The seriousness of the threat to health or safety
- 2. The need for access to the record in meeting the emergency
- 3. Whether the person requesting the records is in a position to deal with the emergency
- 4. The extent to which time is of the essence in dealing with the emergency
G. A student’s record is open to the student, with the following exceptions:
- 1. Confidential letters of recommendation placed in files prior to January 1, 1975
- 2. Records of parents’ financial status
- 3. Employment records; see #H below
- 4. Medical and psychological records; see #I below
- 5. Some items of academic record under certain conditions; see #J below
H. The employment records excluded from accessibility are records kept in the normal course of business which relate exclusively to persons as employees and are not used for any other purposes.
I. Medical and psychological records are presently governed by State Statute, Burns Indiana Statutes, 1971 Code Edition, 34-1-14-5 and 25-33-1-17 which rigidly protects their confidentiality. They are not available to anyone other than those providing treatment, but can be reviewed by a physician or appropriate professional of the student-patient’s choice.
J. To ensure the validity and confidentiality of references prepared off-campus and on--campus, certain documents may carry waivers, signed by the student relinquishing the right of access to the document.
- 1. Waivers are subject to the following conditions:
- i. Waivers can be signed only for the specific purposes of application for admission, candidacy for honor or honorary recognition (including financial aid based at least in part on merit), and candidacy for employment.
- ii. Waivers cannot be required.
- iii. The student shall be told, upon request, the names of those supplying references.
- 2. All items in the academic record not covered by waivers are open to the student. Material not covered by waivers may not be protected by keeping it out of the student’s file.
K. Student records are open to school officials who have a legitimate educational interest in their contents, except where access is prohibited by special policies such as those governing medical and psychological records.
- 1. 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 person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. Faculty members are considered to be advisors with a legitimate educational interest for all students currently enrolled in their classes or seeking enrollment, and others that they may be advising on an assigned basis.
- 2. The determination of “a legitimate educational interest” will be made by the person responsible for the maintenance of the record. This determination must be made scrupulously and with respect for the individual whose records are involved.
- 3. Academic documents inaccessible to students (because the documents have been filed before January 1, 1975, or are segregated by waivers) are to be used only for the purpose for which they were prepared.
L. The University has established the following procedures enabling the student to have access to his record and has provided for interpretation and challenge:
- 1. The student may see his or her record by filling out a request form at the office where the record of interest is maintained.
- 2. Access is to be granted promptly and no later than thirty days from the date of request.
- 3. The student may make the request in person or by mail.
- 4. The student may obtain copies upon request (for which the University may charge).
- 5. The student may request and receive interpretation of his or her record from the person (or designee) responsible for the maintenance of the record.
- 6. If the student considers the record faulty, he or she can request and receive an informal and/or formal hearing of the case to the end that the record will be corrected if judged faulty or in violation of privacy:
- i. The informal hearing will be in conference with the person (or his or her designee) responsible for the maintenance of the record and—where appropriate—the party or parties authoring the record segment in question.
- ii. The student may request a formal hearing by obtaining from the Dean for Student Services’ Office a request form on which he or she must designate the location of the record in question and a brief explanation of the reason for faulting the record. A panel of not fewer than ten Hearing Officers will be appointed by the chief administrative officer for each campus. The Dean for Student Services will forward a copy of the request to the person responsible for the record and will provide the student and the keeper of the record with three names of Hearing Officers. The parties (student and keeper of the record in challenge) shall each strike one name; the remaining Hearing Officer shall conduct an administrative hearing with both parties present.
- The hearing shall be held within a reasonable period of time; notice of the date, place, and time must be given reasonably in advance. The student shall be afforded a full and fair opportunity to present relevant evidence and may be assisted or represented by any person of his or her choosing (including an attorney at his or her own expense). A written decision based solely upon the evidence presented shall be prepared within a reasonable amount of time and shall include a summary of the evidence and the reasons for the decision. The judgment of the Hearing Officer shall be final, and the record shall be changed or retained as recommended.
- If the institution decides the information is accurate, it shall inform the student of his or her right to place in his or her educational record a statement commenting upon the information, and/or noting any reasons for disagreeing with the decision. Any statement of this sort shall be maintained as long as the student’s educational record or contested portion is maintained; if the student’s educational record or contested portion is disclosed to any party, the student’s statement shall also be disclosed.
M. Normally, records can be released—or access given—to third parties (i.e., anyone not a school official) only at the written request of the student.
- 1. Without the consent of the student releases to third parties may be given only as follows:
- i. To parents of students who are dependents as defined by IRS standards
- ii. To federal officers as prescribed by law
- iii. As required by state law
- iv. To research projects on behalf of educational agencies for test norms, improving instruction, etc. (provided that the agencies guarantee no personal identification of students)
- v. To accrediting agencies carrying out their functions
- vi. In response to a judicial order or lawfully issued subpoena (provided that the student is notified prior to compliance or provided that a reasonable attempt to notify the student has been made)
- vii. By IU Police to other law enforcement agencies in the investigation of a specific criminal case
- 2. A student may secure from the Registrar’s Office a “consent form” authorizing the release of specified records to specific individuals.
- 3. A notification of releases made to third parties must be kept in the student’s record. This notification is open only to the student and the person in charge of the record.
- 4. The third party must be informed that no further release of personally identifiable data is authorized without the written consent of the student.
N. Nothing in this policy requires the continued maintenance of any student record. However, if under the terms of this policy a student has requested access to the record, no destruction of the record shall be made before access has been granted to the student. Persons in charge of records should ensure that only pertinent items are retained in student files.
(University Faculty Council, March 29, 1977; October 2, 2001)