3 - Board of Regents' Policies and Procedures

The Academic Appeals Policy provides students with an appeal mechanism by which they can request a hearing before an Academic Appeals Board for appeals related to:  an academic evaluation in a course; a thesis or dissertation defense, a general or comprehensive exam, suspension or dismissal under the Student Professional Behavior in an Academic Program Policy, and academic program-related decisions resulting in the student being dismissed from a program or being required to repeat a semester or year.

The Academic Appeals and Academic Misconduct policies are established to provide students with an appeal mechanism by which they can request a hearing before a Student Appeals Board.   For the purposes of this policy, Student Appeals Board means any Academic Appeals Board, as referenced in the Board of Regents’ Academic Appeals Boards Policy, as well as any academic appeals board or academic misconduct boards referenced in Health Campus college policies and procedures. A Student Appeals Board shall be established in each college of the University consisting of an equal number of students and faculty, including instructors. Faculty members on the Board will be chosen by the faculty of the college for a three-year term. Student members of the Board will be appointed for a term of one year by the dean of the college, upon annual recommendations from the college student association president. The student association president’s recommendations shall be provided to the dean no later than the add/drop date of each fall semester.

It shall be the primary function of a Board, through an appointed Hearing Panel, to adjudicate appeals described below: 

1. Appeals of an academic evaluation in a course or course component, appeals related to a thesis or dissertation defense, or appeals related to a general or comprehensive exam in which the student alleges there was an arbitrary or capricious evaluation by the instructor(s) or evaluator(s). 
2. Appeals of academic program-related decisions resulting in a) the student being dismissed from a program or b) being required to repeat a semester or year or c) suspension or dismissal under the Student Professional Behavior in an Academic Program Policy, the basis of which the student alleges is arbitrary or capricious. 
3. Academic Misconduct 

All students may obtain assistance in interpretation of appeals policies and procedures in their respective college student affairs office or in the Office of the Vice Provost for Academic Affairs.

The University will work to expedite the decision and/or hearing process. During this period, a student may choose to continue his or her regular enrollment in the University pending administrative resolution of the academic appeals process. In doing so, the student is accepting financial responsibility for continued enrollment. Should a student choose to continue with their enrollment and the outcome of the appeal is not in the student’s favor, the student will be administratively withdrawn from their courses and will not receive credit for any work completed. Until the resolution of an appeal, a student may not graduate or receive a transcript without approval of the Senior Vice President and Provost, and any official transcript released during such period shall bear a notation that Student Code proceedings are ongoing.

All appeals under this policy must be handled according to the following processes.

ACADEMIC APPEALS POLICY AND PROCEDURES       

1. General Principles

The responsibility for academic evaluations of students rests with the instructors or evaluators.

Under the Academic Appeals Policy, the sole basis for an appeal of an academic evaluation in a course or course component, or an appeal related to a thesis or dissertation defense, or an appeal related to a general or comprehensive exam is an alleged arbitrary or capricious evaluation by the instructor(s) or evaluator(s). The burden of proof shall be upon the student, who must establish by a preponderance of the evidence (i.e., more likely than not) that the evaluation was arbitrary or capricious. For purposes of this policy, arbitrary is defined as coming about at random or by chance. Capricious is defined as illogical, impulsive, or unpredictable.

The Academic Appeals Policy does not provide the forum for other grievances related to a course or academic assignment (e.g., disappointment in a grade or dissatisfaction with the instructor or the course). Such matters should be discussed with the department chair or college dean. The Academic Appeals Policy is also not the policy under which to grieve possible violations of the University’s Institutional Equity Policies, including the Nondiscrimination Policy, Sexual Misconduct, Discrimination, and Harassment Policy, or Consensual Sexual Relationships Policy. Allegations of these possible violations should be reported to the Institutional Equity Office according to Faculty Handbook Appendices H and J.

2. Initiating an Academic Appeal 

A. Appeals of an Academic Evaluation Related to a Course or Course Component, a Thesis or Dissertation Defense, or a General or Comprehensive Exam.

The appeal process includes an informal resolution procedure as well as a procedure for formal appeal to the Student Appeals Board. If a student feels he or she has received an arbitrary or capricious evaluation by an instructor or evaluator, the student must first seek an informal resolution through the process noted in (1) and (2) below. Note: Graduate student appeals related to a thesis or dissertation defense or general or comprehensive exam skip to the process noted in (3) below.

1. Conference with the Instructor or Evaluator: The student shall provide a detailed, written statement to the instructor or evaluator setting forth the allegation of an arbitrary or capricious evaluation. The instructor or evaluator will then schedule a conference with the student within ten (10) University business days so they can attempt to discuss and resolve the matter.

Timeline:  In cases of an evaluation made known to a student during the term, the student must provide the detailed written statement above, notifying the instructor or the evaluator of the dispute over the academic evaluation, and the student and instructor or evaluator must meet to attempt to resolve differences no later than ten (10) University business days after the results of the evaluation are made known to the student.  In cases of end-of-term evaluations, the student must provide the detailed written statement above, notifying the instructor or evaluator of the dispute over the academic evaluation and the parties must meet to attempt to resolve differences no later than February 15 for the previous fall semester or winter intersession and no later than September 15 in cases of end-of-term evaluations for the previous spring semester, spring intersession, or summer term.

2. Conference with the Department Chair: If the dispute is not resolved to the satisfaction of the student after the conference with the instructor or evaluator, the student must attempt to resolve the matter with the department chair by forwarding a copy of the written statement and requesting a meeting within ten (10) University business days of the meeting with the instructor or evaluator.
   1. In those instances in which the complaint is against the department chair as the instructor or evaluator, references to the “department chair” shall refer to the dean.
   2. Timeline: The chair shall schedule a meeting with the student within ten (10) University business days of the student’s request. Prior to the meeting, the student will give the department chair a copy of the detailed written statement provided to the instructor or evaluator pursuant to subsection (II(A)(1) above.
   3. As part of this informal resolution process, the department chair will: 1) consider the information contained in the detailed written statement provided by the student; 2) remind the student that the responsibility for academic evaluation rests with the instructor or evaluator; 3) explain that the appeal must be based on an articulated arbitrary or capricious action of the instructor or evaluator; 4) confer with the instructor or evaluator, if deemed necessary; 5) attempt to resolve the matter; and 6) advise the student about the academic appeals process and procedures if there is no resolution and the student decides to request a hearing on the matter.  The chair should make no statement about whether the matter should go to a hearing or whether a hearing will be granted.
3. Request for a Hearing:  If the dispute is not resolved to the satisfaction of the student after the conference with the department chair, then the student may request a hearing on such matter, through the dean of the college offering the course.  If a student failed to notify an instructor or evaluator or department chair or failed to attempt resolution within the timelines above, the dean shall deny any request for a hearing unless, in the view of the dean, the student has been prevented from complying with the appropriate time limit
   1. In those instances in which a complaint is against the dean as the instructor, references to the “dean” shall refer to the Vice Provost for Academic Affairs.
   2. Timeline: The student shall make a written request to the dean for a hearing. In the hearing request, the student shall provide the dean a copy of the detailed written statement provided to the instructor pursuant to subsection (1) above, and shall request to meet with the dean, both within ten (10) University business days following the day when the attempts at resolution in paragraph (2) above are completed.
   3. The filing of a written request for a hearing related to graduate student appeals of a thesis or dissertation defense or a general or comprehensive exam shall be made to the Graduate College Dean within ten (10) University business days following the day the graduate student was notified of the evaluation.
   4. The dean or VPAA (as applicable) shall deny any request for a hearing that does not meet the deadline in subsection (II)(A)(3)(b) above unless, in the view of the dean/VPAA the student has been prevented from complying with the appropriate time.  Furthermore, if in the judgment of the dean/VPAA the case does not allege an arbitrary or capricious evaluation, the dean/VPAA may refuse the student a hearing. If a student alleges violation of University institutional equity policies, the dean/VPAA should refer the matter to the Institutional Equity Office for further handling.

B.   Appeals of academic program-related decisions resulting in the student being dismissed from a program or  being required to repeat a semester or year including suspension or dismissal under the Student Professional Behavior in an Academic Program Policy

Within ten (10) University business days following the day when the student was notified of the suspension, dismissal, or required repetition, the student shall make a written request for a hearing to the Senior Vice President and Provost. Along with this request, the student shall submit a written statement that articulates the circumstances giving rise to the allegation of an arbitrary or capricious decision to suspend, dismiss, or repeat.  The Senior Vice President and Provost shall deny any request for a hearing that does not meet the request deadline unless, in the view of the Senior Vice President and Provost, the student has been prevented from complying with the appropriate time limit. Furthermore, if in the judgment of the Senior Vice President and Provost, the case does not allege an arbitrary or capricious decision to repeat, suspend, or dismiss, the Senior Vice President and Provost may refuse the student a hearing.

3. Academic Appeals Panel Selection Process

Selection of a Hearing Panel and Chair: Upon receiving notice of a student’s request for a hearing, if the dean/ VPAA determines that the timelines have been met and that the student’s allegation meets the criteria for appeal, the dean/VPAA or his/her designee shall select a Hearing Panel randomly from the college’s Student Appeals Board.  Each Academic Appeals Hearing Panel shall generally consist of three (3) instructors and three (3) student members from the college’s Student Appeals Board. However, to allow flexibility for unforeseen scheduling conflicts, a minimum of two (2) instructors and two (2) student members shall be sufficient for a hearing to convene. If that minimum number cannot attend, the hearing date will be re-scheduled. In all instances, the membership of the Hearing Panel must remain equally balanced between  instructors and students. 

For appeals under IIA above, the dean or his/her designee will appoint one of the instructor panel members to serve as Chair of the Hearing Panel. In appeals under IIB above, the Vice Provost for Academic Affairs or his/her designee will appoint the Chair. The Chair serves as a voting member of the panel.

Upon selection of a Hearing Panel, the dean/VPAA or his/her designee shall notify the Registrar of the pending appeal. The Registrar will make a notation on the student’s transcript that the course grade is under appeal.

4. Prior to the Hearing – Duties of the Chair

The Chair of the Hearing Panel will notify the student and the instructor or evaluator in writing of the applicable hearing procedure, the date and location of the hearing, and all relevant timelines.

The Chair of the Hearing Panel will notify the student and the instructor or evaluator in writing that they must produce, by a date determined by the Chair, the following documentation:    

1. A copy of the written statement provided to the instructor
2. A list of proposed witnesses to be called
3. An optional, brief summary of the testimony of each proposed witness (including the instructor and the student) 
4. Exhibits proposed to be presented
5. A brief position statement outlining the party’s viewpoint, supported by evidence, that the party anticipates presenting

Once the documentation has been received by the Chair, the Chair will provide each party with a copy of the other party’s documentation.  Prior to sharing the documentation, the Chair will determine the relevance of submitted documents based on pertinence to the student allegation of arbitrariness or capriciousness.

Students who elect to have legal counsel representation at the hearing shall furnish to the Chair the name of such counsel, when identified, but no later than ten (10) University business days before the hearing.

5. Hearing Procedures

The Chair is responsible for administrative matters, including scheduling the hearing, providing notification to hearing participants, and managing the dispensation of hearing- related records. Meetings of the Hearing Panel, including the hearing and deliberations, are closed to the public. Prospective witnesses other than the instructor or evaluator and the student are excluded from the hearing during the testimony of other witnesses.

Both parties shall have the right to be accompanied by a personal advisor or legal counsel throughout the hearing. Provided, however, that the instructor or advisor may have legal counsel at the hearing only if the student does. The Hearing Panel shall have its counsel present throughout the hearing, regardless of whether the parties are represented. Individuals advising the student or the instructor or evaluator shall not question witnesses or address the panel.

The student and then the instructor or evaluator will be allowed to give a five-minute opening statement and a five-minute closing statement. The Chair has discretion to allow longer opening and/or closing statements. 

After the opening statements, the Hearing Panel shall provide the parties an opportunity to present their respective positions, including the presentation of pertinent documentary evidence and witness testimony, with the student presenting first. Each party shall be given the opportunity to cross-examine witnesses presented by the other. The Hearing Panel may also directly question any witnesses and will consider any relevant documents presented.  Attorneys and advisors may not question witnesses or respond to questions from the Hearing Panel.

6. Hearing Panel Deliberations

Following closing statements and dismissal of all parties and witnesses, the Hearing Panel will deliberate and make determinations about the facts and the credibility of witnesses and determine by majority vote whether the student has proven by a preponderance of the evidence that the academic evaluation was arbitrary or capricious.

In the event of a tie vote, the finding will be that the student did not meet the burden to prove by majority vote that there was an arbitrary or capricious evaluation.

The instructor’s or evaluator’s grade or assessment, or program-related decision will not become final until the appeal is concluded or is withdrawn by the student. Pending the outcome of an appeal, the grade will post as awarded by the instructor, with the notation that it is pending appeal.  

7. Transmittal of Hearing Panel Decision

A.  Appeals of evaluation of a course or course-component

The decision of the Hearing Panel (i.e., the evaluation was or was not proven to be arbitrary or capricious) shall be communicated in writing by the Hearing Panel Chair to the dean of the college (or VPAA, as appropriate). The college dean (or VPAA, as appropriate), shall notify the student’s dean (if different), the student, the instructor or evaluator, and the Vice Provost for Academic Affairs. The student’s dean/VPAA has the responsibility to confirm that the appropriate evaluation is reported to the Registrar and recorded on official student records.

In cases where the student proves by a preponderance of the evidence that there was an arbitrary or capricious evaluation of a course or course component, the dean will assign an impartial qualified instructor or evaluator to re-evaluate the student’s performance, according to the original applicable evaluation criteria. The impartial instructor will transmit the new evaluation to the college dean, the student’s dean (if different), the student, the instructor or evaluator, and the Vice Provost for Academic Affairs. 

              B. Appeals of Thesis or Dissertation Defense or general or comprehensive exams

The decision of the Hearing Panel (i.e., the evaluation was or was not proven to be arbitrary or capricious) shall be communicated in writing by the Hearing Panel chair to the dean of the college (or VPAA, as appropriate). The college dean (or VPAA, as appropriate), shall notify the student’s dean (if different), the student, the instructor or evaluator, the student’s thesis or dissertation committee (as appropriate), and the Vice Provost for Academic Affairs.

Where the student proves by a preponderance of the evidence that there was arbitrary or capricious evaluation of a thesis or dissertation defense or general or comprehensive exam, the VPAA will refer the matter to the Graduate College dean who will be responsible for coordinating an impartial evaluation. The dean (or VPAA, as appropriate) shall notify the student’s dean (if different), the student, the instructor or evaluator, the student’s thesis or dissertation committee (as appropriate), and the Vice Provost for Academic Affairs of the outcome of the independent review.

              C. Appeals of an academic program-related decision resulting in suspension, repetition, or dismissal, including suspension or dismissal under the Student Professional Behavior in an Academic Program Policy

The Hearing Panel will transmit in writing its finding to the Senior Vice President and Provost, who shall notify the dean of the college, the student’s dean (if different), the student, and the Vice Provost for Academic Affairs. The Vice Provost for Academic Affairs will notify the Registrar of the finding.

Where the student proves by a preponderance of the evidence that there was arbitrariness or capriciousness in the program-related decision, the student shall be reinstated to the program under such terms and conditions as are in effect at the time of the final decision or action.

8. Appeals of the Hearing Panel’s Findings

The findings of the Hearing Panel shall be final and not appealable within the University unless the student submits written evidence of (1) manifest procedural irregularities that effectively denied the student a fair hearing; (2) new and significant evidence that could not have been discovered by a reasonably diligent student before or during the original hearing; or (3) probable inequity in the disposition of the matter.

Harmless deviations from prescribed procedures may not be used to invalidate the finding or proceeding. Technical departures from these procedures and errors in their application shall not be grounds to overturn the Hearing Panel’s finding unless, in the opinion of the Senior Vice President and Provost, the technical departure or errors prevented a fair determination of the issues.

Appeals, on the basis of (1), (2), or (3) above, shall be made in writing to the Senior Vice President and Provost within ten (10) University business days of the time such grounds for appeal are discovered or should have been discovered. Consideration of appeals will be made upon the basis of written statements and such other evidence as the Senior Vice President and Provost may require according to procedures he/she deems appropriate.

In all cases, the President and the Board of Regents reserve the right to review, at their discretion, the decision of the Senior Vice President and Provost for manifest error or inequity.

Additionally, the Health Campus and Norman Campus Faculty Handbooks and the student handbooks include the full policy and procedures for academic appeals (Faculty Handbook). 

The University of Oklahoma Health Campus undergradaute academic programs are excluded from participation in the Oklahoma State Regents for Higher Education (OSRHE) Academic Forgiveness Provision, including repeat, reprieve, and renewal.  Therefore, all grades earned will be included in grade point calculations when applying for acceptance to an OU Health Campus academic program.  The OU Health Campus student undergraduate coursework is included in this policy.  (OSRHE Approved, 6-21-93)

Academic Integrity means honesty and responsibility in scholarship. The basic assumptions regarding student academic work at the University of Oklahoma are:

1. Students attend the University of Oklahoma in order to learn and grow intellectually.
2. Academic assignments exist for the sake of this goal and grades exist to show how fully the goal is attained.
3. A student's academic work and grades should result from the student's own effort to learn and grow. Academic work completed any other way is pointless, and grades obtained any other way are fraudulent.

Academic integrity means understanding and respecting these basic truths, without which no University can exist. Academic misconduct violates the assumptions at the heart of all learning.  It destroys the mutual trust and respect that should exist between student and professor.  Academic misconduct is unfair to students who earn their grades honestly. (Faculty Handbook, 4.17)

The Academic Misconduct Code describes academic misconduct as including cheating, plagiarism, fabrication, fraud, destruction, bribery or intimidation; assisting others in any act proscribed by this code; or attempting to engage in such acts.

It is the responsibility of each faculty member and each student to be familiar with the definition, policies, and procedures concerning academic misconduct as cited in the Academic Misconduct Code.

The definitions of each type of academic misconduct as well as reporting, investigation, potential disciplinary actions (i.e. censure, limited notation suspension, permanent notation suspension, expulsion), and the appeals process are detailed in the Academic Misconduct Code found in the Faculty Handbook. (Appendix C; 12.1, 12.6)

Any student who writes, compiles, or otherwise completes academic work for sale or use by students of the University or any student who sells academic work or uses a commercial term paper to complete academic assignments is subject to the Academic Misconduct Code.   (Faculty Handbook, 4.19)

Consensual amorous, dating, or sexual relationships have inherent risks when they occur between a student, faculty member, or other member of the University community and any person over whom he or she has a professional responsibility.  Those with professional responsibility over others and with whom they have a romantic relationship should be aware that their involvement may subject them and the University to legal liability; consequently, such relationships are strongly discouraged.

The policy and complaint procedures are found in the Faculty Handbook. (Appendix I-18)

A national criminal background check (CBC) is required of each conditionally accepted applicant prior to full admission and at least annually thereafter for every continuing student.  Applicants waiting for confirmation of conditional acceptance should check with the college/program to which they are applying for specific CBC requirements and timelines.  Enrolled students should check with their respective college/program for specific CBC requirements.

The complete policy is found in the Faculty Handbook.  (Appendix C)

This policy applies to all University of Oklahoma Health Campus admitted students to designated degree programs that include or may include a clinical experience at a health care facility that requires drug screening as a condition of its affiliation with the university.  Students should check with their college and/or degree program for specific requirements.  For purposes of this policy, the term "clinical experience" includes clinical and observational rotations, and any other clinically-based experiential learning. See Drug Screening Policy for the details.

The University of Oklahoma, in compliance with all applicable federal and state laws and regulations does not discriminate on the basis of race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to admissions, employment, financial aid, housing, services in educational programs or activities, or health care services that the University operates or provides.

Please refer to the OU Institutional Equity Office's policies and procedures for a more detailed explanation and complaint procedure (see Faculty Handbook Appendix J), contact the Institutional Equity Office on the Health Campus directly at (405)271-2110 or ieo@ou.edu.

Students are governed by the Policy on Ethics in Research. Research and any other scholarly activity at the university must be above reproach.  Each member of the university community has the responsibility to ensure integrity and ethical standards.   The University of Oklahoma Health Campus is responsible for promoting scholarly practices that prevent misconduct and has developed policies and procedures for dealing with allegations or evidence of scholarly or research misconduct. 

The complete ethics in research standards, definitions and policy and procedures for handling allegations of scholarly misconduct are located in the Faculty Handbook.  (Appendix P)

Firearms and munitions of all types, as well as other weapons as identified in 21 O.S.1277 are prohibited on all property owned, leased, or occupied by the Board of Regents at all times except as specifically authorized.

Refer to the Regents’ Policy Manual for details. (3.1.11)

Per the University of Oklahoma Board of Regents' Policy, all students enrolled in OU Health Campus academic programs are responsible for maintaining health insurance and providing coverage information each semester of enrollment in their programs. 

If a student has alternate insurance coverage that meets the university's waiver requirements (see: https://students.ouhsc.edu/Current-Students/Student-Wellbeing/Health-Insurance#waiver), they may waive their coverage in the student health plan. Students will have ten university business days to provide proof after the request is made. If non-compliant within ten days, students may be suspended from didactic education, clinical education, and/or rotations until proof of coverage is provided. Additional information may be obtained by contacting the student services office within the student's college and/or Health Campus & OU-Tulsa Student Affairs.

To comply with this policy, students may participate in the student-sponsored health insurance policy, Academic Health Plans, or submit proof of comparable insurance coverage via the waiver system. For further details regarding acceptable health insurance coverage see: https://students.ouhsc.edu/Current-Students/Student-Wellbeing/Health-Insurance. 

Enrollment forms and the Summary of Benefits for the Academic Health Plans Student Health Insurance Policy are available online at http://ouhsc.myahpcare.com or at Health Campus Student Affairs in the Health Campus Student Union, Suite 300, and OU-Tulsa Student Affairs in Founders Student Center.

Further details are available on the Student Affairs website https://students.ouhsc.edu/student-affairs. 

The terms of the Intellectual Property Policy are a part of any relationship of the University with any student, staff or faculty member.  The policy is deemed a part of the conditions of enrollment and attendance at the university by all students engaged in research using university resources and facilities.

The complete policy is located in the Faculty Handbook.  (Appendix D)

1. A financial obligation is incurred at the time a student elects to register. Registration may be canceled without financial obligation at any time before the scheduled first day of classes or during the first two weeks of fall and spring semesters or the first week of a summer term. A student establishes a student account with the Bursar’s Office for the sole purpose of financing his or her education. Any charge on a student’s Bursar account is an educational benefit overpayment made by the University and will be considered non-dischargeable in bankruptcy.
    
2. Students may pay fees in the Bursar’s Office beginning one week prior to the first day of the fall or spring semester or the first day of the summer term. Monthly statements will be prepared and mailed prior to the fee payment deadline. Failure to receive a statement will not exempt a student from late penalties. It is the student’s responsibility to determine his/her financial obligation and how it is to be met.
    
3. To avoid penalties and/or service charges, students are required to pay all tuition and fees in total prior to the date designated by the Bursar’s Office as the last day to pay tuition and fees without penalty. At the time of enrollment, students will receive detailed information regarding tuition and fee payment.
    
4. Students may pay their tuition and fees in four payments during each fall and spring semester. These payments are subject to the service charge as defined below. Students who do not pay their tuition and fees during the period noted above will be considered to have delinquent accounts. The Bursar’s Office will send “Overdue Notices” directly to the students when their tuition and fees are not paid on time.
    
5. Students will be charged a monthly service charge on any unpaid balance on their student accounts receivable that is one billing cycle past due.  The monthly service charge rate is published by the Bursar’s Office each semester.  The minimum monthly service charge shall be $0.50.  Service/Late Payment Charges may be waived if the University, through its action or inaction, has caused the payment for tuition and fees to be made beyond published deadlines or if there are extraordinary circumstances (e.g. death in family, serious illness, accident) which result in the student’s tuition and fees not being paid by the published deadlines. The extraordinary circumstances must be an event which the student could not reasonably control or foresee.  Extraordinary circumstances do not include reasons such as failure to receive a bill, not having the funds to pay, other payments due, or other reasons which could be reasonably controlled by the student. Students requesting a waiver of the Service/Late Payment Charges due to an extraordinary circumstance should submit a written request to the Bursar fully describing the circumstances and include copies of supporting information. Requests for waivers should be submitted prior to the published deadline for tuition and fee payment whenever possible. The Bursar shall review the request and supporting documentation and determine whether a Service/Late Payment Charges waiver is to be made. In addition, students requesting Service/Late Payment Charge waivers should contact the Office of Financial Aid to determine if the extraordinary circumstance makes them eligible for aid from any of the University’s financial aid programs. Students paying tuition and fees with financial aid must obtain a Service/Late Payment Charge waiver from the Office of Financial Aid. Eligibility for this waiver will be determined by the Office of Financial Aid.
    
6. Students with outstanding tuition and fees not in conformance with items three or four above at the beginning of any enrollment period will not be permitted to enroll. The Bursar’s Office will notify the Registrar of the names of those students with outstanding tuition and fees. Except for STOPS on students’ accounts that have been referred to the University’s Legal Counsel Office, the Bursar or his or her designee may remove enrollment STOPS as an exception to this policy when, in the judgment of the Bursar or his or her designee, there are extraordinary circumstances that prevented the students from paying outstanding tuition and fees. A quarterly report of STOPS removed due to extraordinary circumstances shall be available to the University’s Legal Office and to the Office of the President.  This report shall include, as a minimum, the student’s name and the dollar value of the STOPS removed.
    
7. Until and including the last day of final examinations, students may pay their delinquent accounts by paying tuition and fees for all of their original enrollment plus the service charge noted above. Students settling their delinquent accounts after the last day of final examinations will be charged an additional penalty over and above charges for delinquent accounts noted above.  The amount of the additional late payment charge is published each semester.
    
8. The Bursar will notify the Registrar of the names of those students whose tuition and fees are not paid by the last day of classes so that the Registrar, to the extent allowed by federal laws and regulations, may withhold a transcript, official or unofficial for any financial indebtedness to the University. 
    
9. Withdrawal from classes after the first two weeks of a fall or spring semester or first week of a summer term does not relieve students of their financial obligation to the University, and these students will be charged 100% of the tuition and fees due the University.
    
10. Students who wish to pay tuition and fees to reinstate for a semester or summer term after the last day of finals for that session must be referred to the Vice Provost for Instructional Services on the Norman Campus or the Vice Provost for Educational Services on the OU Health Campus for a final decision. The basic posture is that retroactive reinstatement may be allowed only in cases where it can be established that the University somehow contributed to the student’s late payment by some error on its part.  Students requesting to be retroactively enrolled or added for prior semesters will be charged the tuition and fee rates in effect for the current semester plus applicable late fees and service charges.  Regardless of when a student pays tuition and fees, payment for the entire enrollment is required.  Selective course payment is not permitted.
     
11. Acceptable methods of payment for delinquent accounts shall be determined by the Vice President for Administration and Finance.  Only those payment methods that are approved by the Vice President for Administration and Finance and the University's General Counsel as secure forms of payment will be accepted by the Bursar's Office or the University Collections Department for delinquent accounts.  Delinquent accounts may be referred for collection action to Legal Counsel or its designee.  In such cases, the student is responsible for any collection costs or fees, including attorney’s fees, assessed to his or her delinquent account.

The University of Oklahoma is committed to the goal of achieving equal educational opportunity and full participation for students with disabilities. Consistent with the Rehabilitation Act of 1973, as amended, and the Americans with Disabilities Act of 1990, as amended, The University of Oklahoma ensures that no “qualified individual with a disability” will be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination solely on the basis of disability under any program or activity offered by The University of Oklahoma.                                       

Accommodations on the basis of disability are available for OU Health Campus students by contacting Student Accommodation Services (SAS). Students requesting disability-related services or accommodations are required to submit appropriate documentation to substantiate the disability. SAS staff will review the documentation and send an e-mail to the student's university e-mail account that explains the eligibility determination. Students can expect to receive an initial response within fifteen (15) University business days of SAS receipt of the documentation. Students with disabilities will then schedule an appointment for an initial intake meeting with the SAS staff to discuss any history of accommodation, strengths and limitations, and review policies/procedures.

Information on policies and registration with Student Accommodation Services is available on the SAS website. For Health Campus and Additional Sites:http://www.ouhsc.edu/academicaffairs/accommodations/register-for-accommodations, and for Tulsa-based students: http://www.ou.edu/tulsastudentaffairs/accommodations.

OU Health Campus strives to attract, matriculate, and train students who not only possess the intellectual capacity for health professions and graduate study, but who also have a high capacity for ethical and professional behavior.  Ethical and professional behaviors are critical to the effective education of OU Health Campus students, are considered a core competency in the academic program, and thus, are a key factor in academic good standing.

Expectations of professional behavior as well as procedures for breaches of ethical and professional behavior are outlined in the Student Professional Behavior in an Academic Program Policy in the Faculty Handbook. (Appendix C.3)

The University is committed to creating and maintaining a community where all persons who participate in University programs and activities can work and learn together in an atmosphere free from all forms of harassment, exploitation, or intimidation. The University prohibits discrimination based on sex, which includes discrimination and harassment on the basis of pregnancy, sexual orientation and gender identity/expression (consistent with applicable law), and all forms of sexual harassment, including sexual assault, dating violence, domestic violence, and stalking in compliance with applicable federal laws, inluding Title IX of the Education Amendments Act of 1972, Title VII of the Civil Rights Act of 1964, the Violence Against Women Act of 1994 (as reauthorized), and applicable Oklahoma laws. 

This policy covers unwelcome conduct of a sexual or gender-based nature, whether committed on-campus or off-campus where the University has control over the perpetrator or the context of the harassment.  The policy in its entirety and the associated complaint and grievance procedures are contained in the OUHSC Faculty Handbook. (Appendices H, I and J)

Pursuant to the Board of Regents Policy, all OU Health Campus students are required to successfully complete the online Sexual Misconduct Awareness training.  Failure to complete the training will result in a student’s inability to enroll in the upcoming semester.

Persons who have complaints alleging discrimination based upon sex or gender, which may include sexual harassment, sexual assault, sexual orientation discrimination, discrimination based on gender identity or gender expression, and sexual misconduct may file their complaints in writing to the following:

OU Health Campus Associate Title IX Coordinator Officer
David L. Boren Student Union, Suite 300
(405) 271-2416
ieo@ou.edu

Continuing at OU Health Campus requires maintaining satisfactory academic performance levels.  Students who do not maintain satisfactory progress towards their academic objective will be placed on probation, suspended, or dismissed.

Please refer to each college dean's office for the policies regarding a college's standards for scholarship and academic progression.

The Student Rights and Responsibilities Code and Procedures establishes specific student rights and responsibilities while maintaining a learning environment conducive to the University’s mission. 

Details of the Student Rights and Responsibilities Code, may be found at Student Conduct.

The Oklahoma State Legislature requires that all instructors now employed or being considered for employment at institutions within the Oklahoma State System of Higher Education be proficient in speaking the English language. Students having concerns with regard to an instructor's English proficiency are to report their concerns to the Vice Provost for Academic Affairs at (405)271-5557. The Vice Provost will investigate the complaint and report said complaint(s) and disposition to the State Regents annually.

The use of all tobacco products, including but not limited to cigarettes, cigars, pipes, smokeless tobacco, and electronic cigarettes and vaping devices, is strictly prohibited anywhere on University property.

This policy is subject to all applicable laws, regulations, and recognized exceptions contained therein, including without restriction, an exception allowing tobacco use for religious or ceremonial purposes.

The complete policy and non-compliance procedures are outlined in the Faculty Handbook. (Section 5.10)

Acting or intending to act to illegally use, possess, sell, share, distribute, cultivate, manufacture or be under the influence of any state or federally controlled drug or substance is prohibited. This includes: possessing drug paraphernalia; inhaling or ingesting any substances (e.g., nitrous oxide, glue, paint, etc.) that will alter a person’s mental state; knowingly providing a location for individuals to possess or consume drugs, or knowingly being in the presence of drugs. Medical Marijuana: While the use of medical marijuana has been legalized in the state of Oklahoma, federal law continues to prohibit marijuana sale, possession and use. Therefore, the sale, possession or use of medical marijuana is prohibited on University property and at University-sponsored activities.

Students required to participate in learning experiences and/or clinical service at community-based hospitals, clinics, schools or other affiliated learning sites are expected to adhere to drug policies of that workplace. A positive drug test, to include the marijuana derivative (THC), may prevent the student from being eligible to fulfill such learning experiences and/or clinical service and, as a result, the student may be unable to advance in their OU Health Sciences academic program. It is the student’s responsibility to know and comply with the policies of any facility where they are hosted as an OU Health Campus student through an educational affiliation agreement authorized by the OU Board of Regents.