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UHM Policies and Procedures

Students enrolled in credit and noncredit classes at Outreach College are expected to abide by the University of Hawai‘i's rules, regulations, and student conduct code (http://studentaffairs.manoa.hawaii.edu/policies/conduct_code/). For more information, refer to these policies.

Academic Grievance

A student who believes that a faculty member has failed to meet specific responsibilities outlined in "Responsibilities of Faculty and Students and Academic Grievance Procedures for Students, UH Mānoa (Policy M-4527)" may register a grievance. Sudents and faculty are encouraged to resolve their differences through consulation and mediation. Where these efforts are ineffective, the policy sets forth the process that is available to the student grievant. The decisions of the Academic Grievance Committee are final within the UH. Information, advice, or a copy of the relevant policies and procedures may be obtained from the Office of the Vice Chancellor for Students, Queen Lili‘uokalani Student Services Center 409. (UHM 2007-2008 Catalog)

Academic Integrity

The integrity of a university depends upon academic honesty, which consists of independent learning and research. Academic dishonesty includes cheating and plagiarism. The following are examples of violations of the Student Conduct Code that may result in suspension or expulsion from UH.

Cheating. Cheating includes, but is not limited to, giving unauthorized help during an examination, obtaining unauthorized information about an examination before it is administered, using inappropriate sources of information during an examination, altering the record of any grade, altering an answer after an examination has been submitted, falsifying any official UH record, and misrepresenting the facts in order to obtain exemptions from course requirements.

Plagiarism. Plagiarism includes, but is not limited to, submitting, to satisfy an academic requirement, any document that has been copied in whole or in part from another individual's work without identifying that individual; neglecting to identify as a quotation a documented idea that has not been assimilated into the student's language and style; paraphrasing a passage so closely that the reader is mislead as to the source; submitting the same written or oral material in more than one course without obtaining authorization from the instructors involved; and dry-labbing, which includes obtaining and using experimental data from other students without the express consent of the instructor, utilizing experimental data and laboratory write-ups from other sections of the course or from previous terms, and fabricating data to fit the expected results.

Disciplinary Action. The faculty member must notify the student of the alleged academic misconduct and discuss the incident in question. The faculty member may take academic action against the student as the faculty member deems appropriate. These actions may be appealed through the Academic Grievance Procedure, available in the Office of the Vice Chancellor for Students. In instances in which the faculty member believes that additional action (i.e., disciplinary sanctions and a UH record) should be established, the case should be forwarded to the Vice Chancellor for Students.
(UHM 2007-2008 Catalog)

Academic Rights and Freedoms of Students

The University of Hawai‘i, like all state universities, embraces those aspects of academic freedom that guarantee the freedom to teach and the freedom to learn. Free inquiry and free expression for both students and faculty are indispensable and inseparable. Students, whether from the United States or from foreign countries, as members of the academic community are encouraged to develop a capacity for critical judgment and to engage in sustained and independent search for truth.

For its part, the University guarantees all students the freedom of silence. No student is required to engage in research on any topic or to make statements of any kind, unless it is the student's wish to do so. (UHM 2007-2008 Catalog)

Class Attendance

Regular attendance at class and laboratory sessions is expected for all courses in which a student enrolls. Unavoidable absences should be explained to the instructor.

Excused Student Absences for Official University-Sponsored Events

Faculty members will make all reasonable attempts to accommodate student absences from class due to their participation in a university-sponsored event, such as an intercollegiate athletic competition or academic event at which the student represents his or her department or UH.

For regularly-scheduled events, students are to notify instructors within the first two weeks of the semester. For special events or tournaments, students are to notify their instructors as soon as they learn of the anticipated absence. In both cases, students who must miss class for such events will be responsible for completing all assigned work as expeditiously as possible. (UHM 2007-2008 Catalog)

Confidentiality Policy for Student Employees

Student employees are governed by policies and procedures stated in APM 9.980. The following is an excerpt from those policies:

Student employees at UH may have access to confidential information relating to other students, faculty and staff and/or pertaining to the UH in the course of performing their duties and responsibilities as student employees.

Under FERPA, federal law and UH policy, educational records (see Student Records below) are protected from disclosure to third parties unless pursuant to narrow exceptions and that other confidential records must not be disclosed.

As part of their duties and responsibilities, student employees shall maintain the confidentiality of all such records during and after their period(s) of employment at UH. They shall not, directly or indirectly, disclose to any person other than their supervisor, or an individual approved by their supervisor, any information concerning such records. Any unauthorized disclosure may be grounds for immediate termination, prohibition of future employment and/or disciplinary action up to and including dismissal from UH. (UHM 2007-2008 Catalog)

Financial Obligations

Students who have not met their financial obligations (traffic fines, library fines, locker fees, lab, breakage charges, transcript fees, loans, rental contracts, etc.) to the satisfaction of the Cashier's Office may be denied a variety of enrollment services including registration, withdrawal, and transcripts. Notation of the financial obligation may appear on transcripts.

Copies of the delinquent financial obligations policy and procedures are available for inspection at the Mānoa campus Cashier's Office.

Financial Liability Policy

Enrollment at the University of Hawai‘i signifies consent to, and acceptance of all policies and procedures governing enrollment, including financial liability. Students who fail to remit payment when due, agree to pay the University of Hawai‘i all reasonable costs for collection, to include collection agency, attorney's, and court fees.

Gender Equity in Intercollegiate Athletics

Gender equity in athletics extends the doctrine of fairness to all areas of athletic activity at the university level. It is activated by a sense of moral obligation that exceeds any specific duty to comply with legal requirements, although it also recognizes the necessity of observing the tenets of Title IX. Its desired effect is to offer women and men equal opportunities to participate in sports for which there is demonstrated interest among athletes in Hawai‘i and to provide equitable levels of support for coaching, travel, scholarships, operating expenses, and facilities used. Beyond these specific goals, gender equity also fosters an attitude and establishes an environment in which men's and women's sports are encouraged in comparable ways. Those who support gender equity are willing to cooperate in frequent self-evaluations and to implement change so that all student-athletes can have the same opportunity to realize the highest level of their abilities.

Nondiscrimination Policy—UH-Mānoa Equal Opportunity/Affirmative Action Policy Statement

The University of Hawai‘i is an equal opportunity/affirmative action institution and is committed to a policy of nondiscrimination on the basis of race, sex, age, religion, color, national origin, ancestry, disability, marital status, arrest and court record, sexual orientation, and status as a covered veteran. This policy covers admission and access to, and participation,treatment, and employment in, the University's programs, activities, and services. With regard to employment, the University is committed to equal opportunity in all personnel actions such as recruitment, hiring, promotion, and compensation. Sexual harassment and other forms of discriminatory harassment are prohibited under University policy.

The University strives to promote full realization of equal opportunity through a positive, continuing affirmative action program in compliance with the federal Executive Order 11246. The program includes measuring performance against specific annual hiring goals, monitoring progress, and reporting on good faith efforts and results in annual affirmative action plan reports. As a government contractor, the University is committed to an affirmative policy of hiring and advancing in employment qualified persons with disabilities and covered veterans.

For information on equal opportunity policies or complaint procedures for the UH-Mānoa campus, contact:

Students:
Francisco Hernandez, Vice Chancellor for Students,
Title IX & ADA Coordinator
Queen Lili‘uokalani Center for Student Services 409
Tel: (808) 956-3290 (V/T)

Sexual Harrassment & Gender Equity:
Jennifer Rose, Gender Equity Counselor
Queen Lili‘uokalani Center for Student Services 210
Tel: (808) 956-9977

Civil Rights Counselor:
Jill Nunokawa, Civil Rights Counselor
Queen Lili‘uokalani Center for Student Services 210
Tel: (808) 956-4431

Employees (& Affirmative Action Plan):
Mie Watanabe, Director of EEO/AA, Title IX and ADA Coordinator
Administrative Services Building 1, Room 102
Tel: (808) 956-7077 (V/T)
Web: www.hawaii.edu/offices/eeo

UH Mānoa recognizes its obligation to provide equal access to programs, services, and activities to students with disabilities. Contact Kokua (studentaffairs.manoa.hawaii.edu/departments/seed.php), our office for students with disabilities, for accessibility information and services.

KOKUA Program (Students with Disabilities):
Ann Ito, Director of Kokua Program
Queen Lili‘uokalani Center for Student Services 013
Tel: (808) 956-7511 (V/T) or (808) 956-7612; Fax: (808) 956-8093
Email: kokua@hawaii.edu

Residency Requirements (for Tuition Purposes)

Students who do not qualify on the first day of instruction as bona fide residents of the State of Hawai‘i, according to University of Hawai‘i rules and regulations in effect at the time they register, must pay the nonresident tuition. An official determination of residency status will be made prior to enrollment. Applicants may be required to provide documentation to verify residency status. Once classified as a nonresident, a student continues to be so classified during his or her term at the University until he or she can present clear and convincing evidence to the residency officer that proves otherwise.

Some of the more pertinent University residency regulations follow. For additional information or interpretation, contact the residency officer in the Admissions office. The complete rules and regulations are available at the Admssions office.

Definition of Hawai‘i Residency

A student is deemed a resident of the state of Hawai‘i for tuition purposes if the student (19** years old or older) or the student (under 19** years old) and his or her parents or legal guardian have done the following:

**The age of majority is 18 years. However, a person between the ages of 18 and 19, unless emancipated, cannot claim residency solely on the basis of himself or herself because he or she does not have the minimum 12 months residency, which commences on his or her 18th birthday. Therefore, the applicant must claim a portion of the required 12 months on the basis of his or her parents or legal guardian.

  1. Demonstrated intent to permanently reside in Hawai‘i (see below for evidences);
  2. Been physically present in Hawai‘i for the 12 consecutive months prior to the first day of instruction and subsequent to the demonstration of intent to make Hawai‘i his or her legal residency; and
  3. The student, whether adult or minor, has not been claimed as a dependent for tax purposes for at least 12 consecutive months prior to the first day of instruction by his or her parents or legal guardians who are not residents of Hawai‘i.

To demonstrate the intent to make Hawai‘i your legal residency, the following evidence apply:

  1. Filing Hawai‘i resident personal income tax return;
  2. Voting or registering to vote in the State of Hawai‘i; and
  3. Other evidence, such as permanent employment and ownership or continuous leasing of a dwelling in Hawai‘i may apply, but no single act is sufficient to establish residency in the State of Hawai‘i.

Other Legal Factors
Other legal factors in making a residency determination include the following:

  1. The 12 months of continuous residence in Hawai‘i shall begin on the date upon which the first overt action (see evidences) is taken to make Hawai‘i the permanent residence. Resident status will be lost if it is interrupted during the 12 months immediately preceding the first day of instruction;
  2. Residency in Hawai‘i and residency in another place cannot be held simultaneously;
  3. Presence in Hawai‘i primarily to attend an institution of higher learning does not create resident status. A nonresident student enrolled for 6 credits or more during any term within the 12-month period is presumed to be in Hawai‘i primarily to attend college. Such periods of enrollment cannot be applied toward the physical presence requirement.
  4. The residency of unmarried students who are minors follows that of the parents or legal guardian. Marriage emancipates a minor;
  5. Resident status, once acquired, will be lost by future voluntary action of the resident inconsistent with such status. However, Hawai‘i residency will not be lost solely because of absence from the state while a member of the United States Armed Forces, while engaged in navigation, or while a student at any institution of learning, provided that Hawai‘i is claimed and maintained as the person's legal residence.

Residency Exemptions

Nonresidents may be allowed to pay resident tuition if they qualify as one of the following:

  • United States military personnel and their authorized dependents (as defined by the armed services) during the period such personnel are stationed in Hawai‘i on active duty;
  • Members of the Hawai‘i National Guard and Hawai‘i-based Reserves.
  • Full-time employees of the University of Hawai‘i and their spouses and legal dependents (as defined under Internal Revenue Service rules);
  • East-West Center student grantees pursuing baccalaureate or advanced degrees; or
  • Hawaiians, descendants of the aboriginal peoples that inhabited the Hawaiian Islands and exercised sovereignty in the Hawaiian Islands in 1778.

U.S. citizens are not eligible for an Institutional Exemption. Citizens of an eligible Pacific island district, commonwealth, territory, or insular jurisdiction, state, or nation which does not provide public institutions that grant baccalaureate degrees may be allowed to pay 150% of the resident tuition. These currently include the following: American Samoa, Commonwealth of the Northern Marianas, Cook Islands, Federated States of Micronesia, Futuna, Kiribati, Nauru, New Caledonia, Niue, Republic of Palau, Republic of the Marshall Islands, Solomon Islands, Tokelau, Tonga, Tuvalu, Vanuatu, Wallis. This list is subject to change.

Misrepresentation
A student or prospective student who provides incorrect information on any form or document intended for use in determination of residency status for tuition purposes will be subject to the requirements and/or disciplinary measures provided for in the rules and regulations governing residency status.

(Residency Regulations from the Fall 2007/Spring 2008 UH system application form. The BOR Residency Policy is available in PDF format on this web page manoa.hawaii.edu/admissions/undergrad/financing/residency.html)

Residency Appeal Process

Residency decisions may be appealed. The UH Board of Regents residency policy requires students to appeal their written request for a change of residency status in a timely manner no later than on or before the thirtieth day following the notification of nonresident determination or on or before ten days after the residency determination date, whichever is later. Contact the residency officer for information on how to initiate an appeal at (808) 956-7221 or 1-800-862-6628.

Selective Service (Registration of Males 18 through 25)

Males between the ages of 18 and 25 are required to register for the U.S. Selective Services. Failure to register may result in ineligibility for financial aid, jobs, and other negative consequences. Information and application forms are available at post offices and on the Web (www.sss.gov).

Sexual Harassment

Sexual Harassment/Gender Equity Counselor:
Jennifer Rose
Queen Lili‘uokalani Center for Student Services 210
Tel: (808) 956-9977

Social Security Account Number Usage

The University of Hawai‘i (University) is committed to safeguarding the privacy of personal and confidential information of its students, employees, alumni, and other individuals associated with the University. In the normal practice of conducting official University business, the University collects and maintains confidential information relating to its students, including a student's Social Security Number (SSN). The University requests that a student provide a SSN at the time of application to the University.

The SSN is not required for enrollment, however, the University is required by federal law to report to the Internal Revenue Service (IRS) the SSN and other information for tuition-paying students. Federal law also requires the University to obtain and report to the IRS the SSN for any person to whom compensation is paid. Due to the practical administrative difficulties which the University would encounter in maintaining adequate student records and processing financial transactions without the SSN, the University will continue to collect SSNs as permitted by law for official use within the University system. Providing the SSN ensures that University programs and services are available with the least delay.

Students will be assigned a University generated student identification number upon enrollment, which will be used as the primary identifier. The SSN will not be used as the primary identifier of students associated with the University. The SSN will be used in activities, including but not limited to, matching and reconciling documents in order to determine eligibility for admission and financial aid, to determine residency for tuition purposes, to comply with federal and/or state law reporting requirements (e.g. for financial aid, Internal Revenue mandates, Taxpayer's Relief Act of 1997, Immigration and Naturalization Service), and in accordance with the Family Educational Rights and Privacy Act. The SSN will not be disclosed to any persons outside the University system, except as allowed by law or with permission from the individual. This policy does not preclude, if a primary means of identification is unavailable, the University from using the SSN as needed to conduct official University business.

(Office of the Vice President for Student Affairs 6/4/08)

Student Records

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:

  1. The right to inspect and review the student's education records within 45 days of the day the University receives a request for access.

    Students should submit to the registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.

  2. The right to request the amendment of the student's education records that the student believes are inaccurate or misleading.

    Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.

    If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

  3. The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.

    One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as an attorney, auditor, or collection agency); 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. A school official has a legitmate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

  4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:

    Family Policy Compliance Office
    U.S. Department of Education
    400 Maryland Ave., SW
    Washington, DC 20202-4605

  5. Students are advised that institutional policy and procedures required under FERPA have been published as Administrative Procedure A7.022 Procedures Relating to Protection of the Educational Rights and Privacy of Students. Copies of Administrative Procedures A7.022 may be obtained from the Office of the Vice Chancellor for Students.

  6. Directory Information. Students are advised that certain personally identifiable information is considered by the University to be Directory Information and, in response to public inquiry, may be disclosed without prior consent of the student unless the student otherwise so informs the University not to disclose such information.

    • Name of student.
    • Local address and zip code
    • Local telephone number
    • Email address
    • Major field of study
    • Educational level (i.e., freshman, sophomore etc.)
    • Dates of attendance
    • Enrollment status (i.e., full-time or part-time)
    • Degrees and awards received
    • Most recent educational institution attended
    • Fact of participation in officially recognized activities and sports
    • Weight and height of members of athletic teams

    A student has the right to request that all of the above items NOT be designated Directory Information with respect to the student. Should a student wish to exercise this right, he or she must in person and in writing, not earlier than the first day of instruction nor later than fourteen calendar days from the first day of instruction for the academic term or semester, or the fourth day of a summer session, inform each Campus Registrar at each campus the student is attending which of the above items are not to be disclosed without prior consent of that student. Report to the UH-Mānoa Admissions & Records Office information counter at the Queen Lili‘uokalani Center for Student Services, Room 001 (ground floor), to make the request.

  7. A parent or spouse of a student is advised that information contained in educational records, except as may be determined to be Directory Information, will not be disclosed to him or her without prior written consent of the son or daughter, or spouse.

Suspension and Dismissal from the University of Hawai‘i at Mānoa
(beginning Summer 2009)

Suspension

Students may be suspended when they fail to achieve a cumulative GPA of at least 1.7 after attempting 24 credit hours or when they fail to meet the terms of probation.

Once suspended, a student is not eligible for readmission to the University of Hawai‘i at Mānoa or Outreach College for one full semester (Fall or Spring). A suspended student who is currently registered in an Outreach College Summer course may complete the course. However, completion of the course will not change the suspension.

Regulations governing academic suspension are applied at the end of each semester (Fall and Spring).

Applications for Return from Suspension
Students who wish to return after suspension should apply to the Office of Admissions and Records for the fall semester by the initial deadline of February 1 or final deadline of May 1, and for the spring semester by the initial deadline of September 1 or final deadline of October 1.

Suspended students who attend another institution will be considered "transfer students" when reapplying to UH-Mānoa and must meet all transfer requirements. The students will have their work evaluated by the college or school in order to determine eligibility for readmission.

Students who take no courses after being suspended for the required one semester are eligible to be readmitted into the college or school from which they have been suspended provided they submit an application form by the official deadline. However, readmission is not automatic if the student stays out beyond the required period.

Students readmitted after suspension are placed on probation and must meet the terms and conditions of probation as specified. Failure to do so will result in dismissal.

Dismissal.

Students who have been suspended and who subsequently fail to maintain the minimum academic requirements of UH-Mānoa or their college, school, or program or fail to meet the terms of probation may be dismissed. Such students will be readmitted only in unusual circumstances. Students admitted on probation may be dismissed if they fail to maintain the minimum academic requirements or to meet the terms of probation.

Once dismissed, a student is not eligible for readmission to the University of Hawai‘i at Mānoa or Outreach College for a minimum of one academic year (Fall and Spring semester). A dismissed student who is currently registered in an Outreach College Summer course may complete the course. However, completion of the course will not change the dismissal.

Regulations governing academic dismissal are applied at the end of each semester (Fall and Spring).

The following conditions apply to students who have been dismissed one or more years:

  1. To apply for readmission as a classified or unclassified student at UH-Mānoa, the student should do so on the admissions application form, following established procedures and deadlines. The student must meet the standard admission criteria applicable to all students. The Colleges of Arts and Sciences require a written statement from the student explaining the circumstances of the dismissal and a rationale for reinstatement. If readmitted, the student is placed on academic probation and must meet established terms of probation;

  2. To enroll in UH-Mānoa's Outreach College, the student is eligible if he or she has attended any UH system campus or other regionally accredited college or university subsequent to the dismissal and earned a cumulative post-dismissal GPA of 2.0 or better for a minimum of 12 earned credits. Transcripts will be required to establish eligibility; or

  3. To enroll in UH-Mānoa's Outreach College, the student who has not earned a cumulative post-dismissal GPA of 2.0 or better for a minimum of 12 earned credits at another UH system campus or other regionally accredited college or university subsequent to dismissal may petition the dean of Outreach College for special enrollment consideration.

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