Part II. Community Policies
A. Alcohol Policy & Information
B. Academic Integrity
a. Texas Tech University Statement of Academic Integrity
Academic integrity is taking responsibility for one's own class and/or course work, being individually accountable, and demonstrating intellectual honesty and ethical behavior. Academic integrity is a personal choice to abide by the standards of intellectual honesty and responsibility. Because education is a shared effort to achieve learning through the exchange of ideas, students, faculty, and staff have the collective responsibility to build mutual trust and respect. Ethical behavior and independent thought are essential for the highest level of academic achievement, which then must be measured. Academic achievement includes scholarship, teaching, and learning, all of which are shared endeavors. Grades are a device used to quantify the successful accumulation of knowledge through learning. Adhering to the standards of academic integrity ensures grades are earned honestly. Academic integrity is the foundation upon which students, faculty, and staff build their educational and professional careers. [Texas Tech University ("University") Quality Enhancement Plan, Academic Integrity Task Force, 2010]
b. Academic Dishonesty Definitions
Students must understand the principles of academic integrity, and abide by them in all class and/or course work at the University. Academic Misconduct violations are outlined Part II, section B.2 of the Code of Student Conduct. If there are questions of interpretation of academic integrity policies or about what might constitute an academic integrity violation, students are responsible for seeking guidance from the faculty member teaching the course in question.
c. Instructor Responsibilities
Any person becoming aware of alleged violations of academic integrity should report the allegation to the instructor of record in the course. The instructor in a course is responsible for initiating action in each case of dishonesty or plagiarism that occurs in that class. The instructor should contact the Office of Student Conduct to discuss the nature of the violation and the student's record of academic integrity violations. Instructions for reporting allegations of academic dishonesty are available in the Code of Student Conduct. The instructor should attempt to discuss the matter with the student and receive a response from the student about the allegations. Then, the instructor may notify the student of possible academic sanctions including, but not limited to assigning a paper or research project related to academic integrity, make-up assignment that is different than the original assignment, issue no credit for the original assignment, reduce the grade for the assignment and/or course, issue a failing grade on the assignment, and/or issue a failing grade for the course. The academic penalty will not be implemented or assigned until all disciplinary procedures are complete. All academic integrity violations should be referred to the Office of Student Conduct as a central clearinghouse of violations and for adjudication as a Code of Student Conduct violation where disciplinary sanctions will be assigned.
d. Withdrawal and Assignment of Grades
- Once a student has been notified of an academic integrity allegation, the student
may not drop the course until the academic integrity processes are complete. If a
student drops or withdraws, the student will be reinstated to the course in question.
A student should continue attending class and participating in course work until the
disciplinary process is complete. If it is determined that the student was not responsible
for academic integrity violations and/or the referring faculty member allows the student
to withdraw from the course, the student may file a request with the Associate Vice
Provost for Student Affairs for approval to drop the course or withdraw from the University
- If a referring faculty member must submit a final course grade before an Academic Integrity Violation allegation is resolved, the faculty member should notify the Department Chair and the Associate Academic Dean of the intention to assign a grade of F and/or leave the final grade blank. The involved student may be given a temporary grade of X by the Office of the Registrar, which does not affect the student's GPA, until the academic integrity adjudication process is complete. When the academic integrity adjudication process is complete, the final grade will be assigned through the appropriate academic channels and the completion of a grade change form. All appeals related to academic integrity violations should follow the process outlined in Part I, section C.5 (Disciplinary Appeals Procedures).
e. Academic and Disciplinary Penalties
The academic and disciplinary penalties will not be implemented until the disciplinary procedure and appeal process has been exhausted. In cases in which a student is found not responsible for academic dishonesty, the student will be entitled to the grade he/she would have received in the absence of an academic integrity violation. In addition, the student will be allowed to continue in the particular course without prejudice.
g. Referrals to the Office of Student Conduct
In addition to the assignment of academic sanctions by the instructor of record, a referral of the academic integrity violation should also be made to the Office of Student Conduct for the assignment of disciplinary sanctions. Instructions for reporting academic dishonesty violations are available in the Code of Student Conduct. A student referred to the Office of Student Conduct for alleged violations of academic misconduct is entitled to all substantive and procedural guarantees provided in the Code of Student Conduct. Law students are subject to discipline procedures as described in the Honor Code of the School of Law. Instructors of record of the course where the violation occurred and the associate academic dean of the college where the student is enrolled or of the college housing the course where the violation occurred may participate in the adjudication of the violation and assignment of additional sanctions, conditions and/or restrictions with the Office of Student Conduct as outlined in the Code of Student Conduct.
C. Anti-Discrimination Policy
1. The university does not tolerate discrimination or harassment based on or related to sex, race, national origin, religion, age, disability, protected veteran status, genetic information, or other protected categories, classes, or characteristics. While sexual orientation and gender identity are not explicitly protected categories under state or federal law, it is the university's policy not to discriminate in employment, admission, or use of programs, activities, facilities, or services on these bases. (http://www.depts.ttu.edu/opmanual/OP40.02.pdf)
1. Discriminatory Harassment
Discriminatory harassment is verbal or physical conduct based on a student’s sex, race, national origin, religion, age, disability, sexual orientation, or other protected categories, classes, or characteristics and is so severe, persistent, or pervasive it adversely affects the victim’s education or creates an intimidating, hostile, abusive or offensive educational environment which interferes with the student’s ability to realize the intended benefits of the University’s resources and opportunities.
Examples of inappropriate behavior that may constitute discriminatory harassment include, but are not limited to:
- Slurs and jokes about a protected class of persons or about a particular person based on protected status, such as sex or race;
- Display of explicit or offensive calendars, posters, pictures, drawings, screen savers, e-mails, or cartoons in any format that reflects disparagingly upon a class of persons or a particular person;
- Derogatory remarks about a person’s national origin, race or other ethnic characteristic;
- Disparaging or disrespectful comments if such comments are made because of a person’s protected status;
- Loud or angry outbursts or obscenities in the academic environment directed toward another student, faculty, staff, or visitor; or
- Disparate treatment without a legitimate business reason.
2. Sexual Harassment
Unwelcome verbal, written, or physical conduct of a sexual nature that is sufficiently severe, persistent, or pervasive such that it unreasonably interferes with the student's educational experience.Examples of inappropriate behavior that may constitute unlawful sexual harassment include, but are not limited to:
- Sexual teasing, jokes, remarks, questions
- Sexual looks and gestures;
- Sexual innuendoes or stories;
- Communicating in a demeaning manner with sexual overtones;
- Inappropriate comments about dress or physical appearance;
- Gifts, letters, calls, e-mails, or materials of a sexual nature;
- Sexually explicit visual material (calendars, posters, cards, software, internet materials);
- Sexual favoritism;
- Pressure for dates or sexual favors;
- Unwelcome physical contact (touching, patting, stroking, rubbing)
- Non-consensual video or audio-taping of sexual activity;
- Inappropriate discussion of private sexual behavior;
- Exposing one's genitals or inducing another to expose their genitals;
- Unwelcome physical contact (touching, patting, stroking, rubbing);
- Non-consensual video or audio-taping of sexual activity;
- Exposing one's genitals or inducing another to expose their genitals;
- Sexual assault; or
- Other gender-based threats, discrimination, intimidation, hazing, bullying, stalking, or violence.
Note: While not appropriate, not all rude or offensive comments or conduct constitute sexual harassment or unlawful discrimination.
3. Reporting Concerns
Students wishing to report an incident of discrimination or harassment, including gender-based discrimination, sexual harassment, or sexual assault, should contact the Deputy Title IX Coordinator for Students. Additional reporting information can be found at titleix.ttu.edu/students. Students reporting discrimination or harassment in their employment capacity should contact the Office of Equal Employment Opportunity. An online reporting form is also available: https://www.depts.ttu.edu/titleix/students/Report_an_Incident.php
4. Office of Civil Rights Complaints
Nothing in this policy shall prevent a student from presenting a charge of discrimination or other grievance covered by this policy to an external agency, such as the United States Department of Education: Office of Civil Rights (OCR), 400 Maryland Avenue, SW Washington, DC 20202-1100, Customer Service Hotline#: (800) 421-3481, http://www.ed.gov/ocr.
Retaliation is strictly prohibited against a person who files a complaint of discrimination or harassment in good faith, opposes a charge or testifies, or assists or participates in an investigative proceeding or Hearing. Retaliatory harassments is an intentional action taken by an accused individual or allied third party, absent legitimate non-discriminatory purposes, that harms an individual as reprisal for filing or participating in a grievance process.
Confidentiality of both Complainant and accused will be honored to such extent as is possible without compromising the University's commitment to investigate allegations of discrimination and harassment and only in instances where there is no credible threat to the safety of the Complainant, Respondent, or others. The willful and unnecessary disclosure of confidential information by anyone, including the alleged victim, regarding discrimination and harassment complaints to any person outside of the investigation process may result in appropriate disciplinary measures against the offending party.
7. Faculty/Staff and Student Relationships
Texas Tech University is committed to the promotion of professional and educational relationships and open channels of communication among all individuals. The faculty/staff and student relationship is of the highest value and impacts a student's educational experience. Consensual relationships, including affectionate liaisons or other intimate or close relationships between faculty and students in a faculty members class or with whom the faculty member has an academic or instructional connection are prohibited. Faculty/staff with direct or indirect teaching, training, research oversight or direction, supervisory, advisory, or evaluative responsibility over the student should recognize and respect the ethical and professional boundaries that must exist in such situations. If questions arise about situations involving faculty/staff and student relationships, they can be directed to the student's Academic Dean, Provost's Office or the Dean of Students.
8. Grievances and Complaint Process
A grievance is a formal complaint pertaining to adverse actions taken on the basis of a student's protected status or other violation of law or TTU policy. A violation of a University policy alone does not necessarily constitute a violation of law or an action prohibited by law. For additional information regarding the complaint process, see TTU Operating Policies 40.02 and 40.03.
9. Grievance and Investigations - Complaints Involving Other Students
Grievances and investigations of formal complaints against other student(s) pertaining to adverse actions taken on the basis of the student's protected status or other violation of law or TTU policy are guided by TTU Operating Policies 40.02 and 40.03.
10. Grievances and Investigations – Complaints Involving Employees, Whether Faculty,
Staff, or Students
a. This grievance process is applicable to all students who choose to complain about unlawful discrimination, harassment, or other violations of the law that adversely affect their educational environment and the responding party is an employee, whether faculty, staff, or student.
b. All grievance investigations and procedures will be non-adversarial in nature. These procedures are entirely administrative in nature and are not considered legal proceedings.
c. The filing of a grievance shall not affect the ability of TTU to pursue academic and disciplinary procedures for reasons other than the student's filing of a grievance.
d. A student may consult with the Dean of Students or Student Resolution Center to determine if he/she wishes to file a formal grievance. Students wishing to file a grievance should complete the grievance form located at www.deanofstudents.ttu.edu. However, even if a formal grievance is not filed, the Dean may notify key personnel at their discretion about the allegation, and other action may be taken by TTU as deemed appropriate. Other actions include, but are not limited to, conferring with supervisors or other administrators concerning inappropriate behavior occurring within their area of responsibility and informing alleged offenders of TTU's policy and educating departments and supervisors as needed on this and other policies.
e. If the grievance involves the Dean of Students, the grievance should be presented to the Equal Employment Opportunity Office.
f. Student complaints of discrimination or harassment by an employee will be investigated jointly by the Office of the Dean of Students and the Office of Equal Employment Opportunity.
g. The investigation may consist of the review of the grievance and any supporting documentation, examination of other relevant documentation, and interviews with relevant individuals. The extent of the investigation and its procedures will be determined by and at the discretion of the Dean of Students or the Office of Equal Employment Opportunity. Other administrators may be consulted to assist with the investigation.
h. After the investigation is complete, the Office of the Dean of Students or the Office of Equal Employment Opportunity or designee will provide a written determination to the student who has filed the grievance, the accused parties, and the appropriate administrators.
i. The finding of the Office of the Dean of Students or the Office of Equal Employment Opportunity is final and not appealable.
j. In the event a finding of a violation of this policy is made, appropriate disciplinary action will be taken as determined by the appropriate administrator.
k. If either party disagrees with the imposed disciplinary action, or lack thereof, he or she may appeal within 10 business days through procedures established in OP 32.05 for faculty and OP 70.10 for staff.
l. Any disciplinary action taken in connection with a grievance filed pursuant to this policy shall be reported in writing to the Office of the Dean of Students and the Office of Equal Employment Opportunity at the time the disciplinary action is implemented. Confirmation of the disciplinary action can be provided via a copy of a counseling or other written disciplinary action, resignation, termination document, etc.
m. At the conclusion of the investigation, the student shall be advised that if the discrimination or unlawful activity persists the student should contact the Office of Equal Employment Opportunity. Likewise, in the event the student believes unlawful retaliation for filing a grievance has taken place, the student should contact the Dean of Students or the Office of Equal Employment Opportunity, and/or file a grievance for retaliation.
n. In the event of a finding of a violation of this policy, the Office of Equal Employment Opportunity will follow up with the grievant within 60 days to ensure that the complained of behavior has ceased.
D. Class Absences
1. Class Absences
Responsibility for class attendance rests with the student. Regular and punctual attendance at all scheduled classes is expected, and the University reserves the right to deal at any time with individual cases of non-attendance. In case of an illness requiring an absence from class for more than one week, the student should notify his/her academic dean. Texas Tech University Operating Policy 34.04 provides complete information regarding class attendance and reporting student illness and emergencies.
2. Religious Holy Day Absences
A student who intends to observe a religious holy day should make that intention known in writing to the instructor prior to the absence. More information is available in Texas Tech University Operating Policy 34.19.
3. Student Absence due to Sponsorship of Student Activities and Off-Campus Trips
- According to the Undergraduate and Graduate Catalog, faculty, department chairpersons,
directors, or others responsible for a student representing the University on officially
approved trips should notify the student's instructors of the departure and return
schedules in advance of the trip. The instructor so notified must not penalize the
student, although the student is responsible for material missed. Students absent
because of University business must be given the same privileges as other students
(e.g., if other students are given the choice of dropping one of four tests, then
students with excused absences must be given the same privilege).
- According to Texas Tech University Operating Policy 34.06, students will be responsible for making their own individual arrangements with instructors for class work missed while participating in an off-campus trip.
E. Complaint Processes
Texas Tech University has various procedures for addressing written student complaints/grievances. Students may seek assistance from the Student Resolution Center as they go through a written complaint/grievance process. The Student Resolution Center helps students understand all of the steps of the process as well as what information they may want to include in their written complaint/grievance.
2. Academic Status Complaints
Policies and processes related to academic status are found in the Undergraduate/Graduate Academic Catalog as well as in Operating Policy 34.07 Undergraduate Academic Status, Operating Policy 34.15 Grade Replacement Policy, and Operating Policy 64.04 Academic Probation and Suspension of Graduate Students.
- Undergraduate students on academic suspension may appeal their academic status to the Associate Academic Dean of their Academic College for review of mitigating factors or the use of grade replacement to impact grade point average. Graduate students may appeal to the Graduate School for review.
3. Complaints Against Faculty (Non-Grading and Non-Discrimination)
Conduct of University Faculty is outlined in Operating Policy 32.04 Conduct of University Faculty. The processes for complaints against faculty are outlined in the policy and in the Undergraduate/Graduate Academic Catalog. Students should direct complaints to the supervisor of the department or organization housing the faculty member, typically the department chair.
4. Conduct Complaints Against Other Students and Student Organizations
The Code of Student Conduct Part I, Section C and Section D of the TTU Student Handbook outlines the process for filing a conduct complaint against a student or student organization.
5. Discriminatory and/or Sexual Harassment
Texas Tech University has established policies and grievance procedures providing for prompt and equitable resolution of student complaints of discrimination and harassment, including sexual harassment, sexual violence, and other forms of sexual misconduct. In the event a student believes their rights under Title IX or other laws have been violated, TTU Operating Policies 40.02 and 40.03 set forth procedures for filing, investigating, and resolving complaints of harassment and discrimination.
6. Disability-Related Complaints
Complaints related to disabilities are guided by Operating Policy 10.08 Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act (Section 504) and Operating Policy 34.22 Establishing Reasonable Accommodation for Students with Disabilities.
- Any students seeking remedy on the basis of a disability must register as a disabled student with Student Disability Services and must provide all required documentation of a disability. Students who are denied services or denied a specific accommodation request by a Student Disability Services counselor may appeal the decision to the Managing Director Managing Director of Student Disability Services. The ADA Campus Coordinator for Students is the Managing Director of Student Disability Services, 335 West Hall, (806) 742-2405.
7. Student Record Complaints & FERPA
Guidelines governing student access to personal records and the procedures for challenging information in these records are contained in the student records policy that is detailed in the Student Handbook Part II, section O. The Registrar's Office provides oversight for student records and student record complaints.
8. Disciplinary Action
The University disciplinary appeals process is outlined in the Student Handbook Part I, section D. Conduct Procedures relating to the School of Law are contained in the Honor Code of the School of Law. Procedures relating to the School of Medicine, School of Nursing and the School of Allied Health are contained in the School of Medicine Student Handbooks, School of Nursing Student Handbook, and the School of Allied Health Student Handbooks.
A student wishing to pursue a grievance concerning employment with the University and who has not found satisfaction or resolution with their immediate supervisor or the person in charge of that department may contact Human Resources or the Office of Equal Employment Opportunity in accordance with the grievance procedures outlined in the University Operating Policy 70.10 Non-Faculty Employee Complaint Procedures and Operating Policy 40.03 (formerly 70.28) Anti-Discrimination Policy and Grievance Procedure for Violations of Employment and Other Laws.
The instructor assigned to a course has the responsibility for determining a grade and for judging the quality of academic performance. A grade can be formally appealed only when there is demonstrable evidence that prejudice, arbitrary or capricious action on the part of the instructor has influenced the grade. The burden of proof that such an unfair influence has affected a grade rests with the student who appeals the grade. The complete student grade appeal policy and procedure is listed in Operating Policy 34.03 Student Grade Appeal. A copy of the grade appeal procedures may be obtained from any academic college dean's office or from the Office of the Provost. Also, refer to the Student Handbook Part I, section B.1 (Academic Misconduct).
11. Parking Citations
Students may appeal a campus parking citation online at www.parking.ttu.edu. Transportation & Parking Services rules and a description of the three-tiered appeals process is described in the Traffic and Parking Regulations available online at http://www.parking.ttu.edu/resources/pdf/rulesregulations.pdf
7. Student Record Complaints & FERPA
Guidelines governing student access to personal records and the procedures for challenging information in these records are contained in the student records policy that is detailed in the Student Handbook Part II, section O. The Registrar's Office provides oversight for student records and student record complaints.
12. Graduate School Requirements
- Graduate student complaints related to academic standing and performance follow processes
outlined in Operating Policy 64.07 Graduate Student Appeals. Such matters include,
but are not limited to, disputes concerning comprehensive and qualifying examinations,
theses and dissertations, academic probation and suspension, and graduate assistantships.
- Appeals of course grades are made through the dean of the college in which the course is offered and are guided by process in Operating Policy 34.03 Student Grade Appeal.
13. Housing Complaints
Housing regulations and processes are provided annually in the Housing Contract Guide, on the University Student Housing website. University Student Housing oversees the resolution of complaints related to student housing.
14. Online and Distance Student Complaints
Students enrolled in distance learning courses utilize the same complaint procedures as students enrolled in traditional courses. In accordance with the Higher Education Opportunities Act of 2008, Texas Tech University provides a website related to enrollment in distributed education courses or programs and complaint processes for filing with the accrediting agency and other appropriate state agencies at http://www.depts.ttu.edu/elearning/complaint-process/.
15. Tuition, Fee, and Financial Aid Complaints
Tuition, fee, and financial aid complaints are guided by Student Business Services and Student Financial Aid processes. Information is available on both department websites. Students with complaints related to tuition, fee, and financial aid may submit concerns through an online system.
F. Financial Responsibility
1. Financial Responsibility of Students
b. Generally, failure to meet financial obligations to the University may result in:
• Cancellation of the student's registration.
• Possible criminal prosecution for writing insufficient fund checks.
• A student who fails to make full payment prior to the end of the semester or term may be denied credit for the work done that semester or term.
• A hold preventing future registration placed on a student's academic records.
• A hold on receiving official University transcripts until the obligation is paid.
• The University may report individual student financial problems to a credit agency or a collection agent. Before registering or requesting a transcript, students may check on the presence of holds by accessing their records at www.raiderlink.ttu.edu under the TTU MyTech (for Students) tab.
c. For more information, please visit the Student Business Services website at www.sbs.ttu.edu.
G. Freedom of Expression
Freedom of Expression
Information related to freedom of expression policy is available in Part II, Section P Use of University Space.
H. GENDER-BASED HARASSMENT, SEXUAL MISCONDUCT, DISCRIMINATION, AND TITLE IX
Student Policies & Procedures
I. HOUSING REQUIREMENTS
1. Housing Information
- The Texas Tech residence hall system includes a variety of living options and provides
convenient and affordable housing for approximately 8400 students. Learning Communities
provide students with the opportunity to live with others of similar interests or
major. Carpenter/Wells Complex, which is arranged in three-bedroom townhouses or four-bedroom
flats, offers private bedrooms in a suite-style setting.Murray Hall and Talkington
Hall offer suite-style accommodations to men and women. Most suites include four private
bedrooms, a common living area, and shared bathrooms. Talkington Hall includes a limited
number of two bedroom suites. West Village offers apartment style living with full
kitchens and washer and dryers. Priority for assignment to Carpenter/Wells complex
and West Village A will be given to students of sophomore or higher classification.
West Village Bwill be assigned for students at least 21 years of age or older. Gordon
Hall, a suite-style residence, is designated as the Honors College Residence Hall.
- Ethernet computer connections are provided in each room. All halls will have WiFi
throughout the building. Other services include basic cable television service with
Showtime, limitless laundry rooms, study lounges, and in hall 24-hour professional
- An experienced and trained staff of Residence Life Coordinators and Community Advisors
manages each residence hall. Each residence hall office provides assistance to residents
with concerns, including maintenance requests, room and roommate assignments, and
- The interests of students living on campus are promoted through the Residence Halls
Association and individual hall governments. Each hall government sponsors social,
cultural, educational, and recreational activities.
- Complete information regarding campus housing can be found at housing.ttu.edu. Information regarding residence hall policies can be found at housing.ttu.edu/hall-policies.
2. Housing Policy
• In support of the Strategic Plan of Texas Tech University, the university requires enrolled first year students to live in the university residence halls. Institutional research suggests that students who live on campus are significantly more inclined to remain in college and achieve higher GPAs in comparison to students living off campus. Compliance with the university housing policy is a condition of enrollment, as set forth in the Student Handbook and the Undergraduate and Graduate Catalog and approved by the Board of Regents.
3. Housing Requirement
Subject to verification and authorization by University Student Housing, students
who meet one or more of the following criteria may be given permission to live off
campus prior to moving in:
1. A student is residing and continues to reside in the established primary residence of her/his parents (or legal guardian) if it is within a 60-mile radius of Texas Tech University. The parents must have established their primary Lubbock residency at least six months prior to the request for an exemption. Legal guardianship must have been established by a court of law at least one year prior to the request.
2. A student presents sufficient evidence of an extreme financial hardship condition based on guidelines similar to those required for Financial Aid.
3. A student is married or has dependent children living with the student.
4. A student is 21 years of age or over on or before the first day of classes of the initial semester of enrollment.
5. A transfer student has successfully completed 30 or more semester hours of academic credit prior to the student's enrollment or re-enrollment. Credit earned by exam (Advanced Placement, CLEP, ACT, and SAT) and hours received from concurrent high school credit are not considered.
6. A student is awarded a university scholarship/sponsorship that is managed by a university department or college, which minimally includes the equivalence of the current academic school year's room, dining plan, tuition, fees, and textbooks (as estimated by the Student Financial Aid Office). Upon prior approval from the managing department or college, the student may request to be exempt from living on campus. The managing department or college must provide verification in writing to University Student Housing prior to the student's enrollment and/or re- enrollment to the university.
7. A student is enrolled in the Graduate School or Law School.
8. A student has served in active military service, as verified by a discharge certificate (DD214).
9. A student presents sufficient evidence of an extreme medical condition, as documented by his/her treating physician for which on-campus accommodations cannot be made.
10. A student presents sufficient and satisfactory evidence of extreme or unusual hardship that will be intensified by living in the residence halls.
11. A student has completed a full academic year (fall and spring terms) of living on campus in the Texas Tech University residence halls; or provides sufficient evidence of living on campus at another university prior to off-campus residence eligibility.
12. A student is enrolled in on-line classes only.
13. A student is taking less than six hours during the academic year.
14. A student enrolled for a Texas Tech University or Texas Tech University Health Sciences Center at a campus other than the Lubbock campus.
• In conjunction with the University's support of academic integrity, evidence of deliberate falsification of information, data, or any materials submitted, or providing false or erroneous information in connection with an application for exemption from the on-campus housing requirement will be grounds for disciplinary action. Such action may include, but is not limited to, revocation of a previously approved exemption, restitution of up to a semester's room and dining plan fees, or probation, as determined by the Office of Student Conduct and in accordance with the Code of Student Conduct of Texas Tech University.
• Students sign a Residence Hall Contract for the summer session or the academic year (fall and spring semesters). Any student wishing to move from the residence halls should consult the Residence Hall Contract for the provisions applicable to cancellation of the contract.
• Signing a lease for off-campus housing does not relieve the student of contractual obligations that may have been assumed with the university for housing in the residence halls. It is responsibility of the student to comply with all provisions of the contract.
• It is the responsibility of the student to update any incorrect information, regarding place of residence with the Office of the Registrar.
• No exemptions will be approved once the student has moved in to the residence halls.
4. Room and Dining Plan Fees and Advance Payments
a. Room and dining plan fees are due and payable by the semester and will be billed
by Student Business Services. A payment plan is available. Payments must be made by
the scheduled due dates to avoid delays in registration or termination of the residence
hall contract. Additional remedies available to the university for non-payment of
room and dining plan fees include withholding the student's transcript of grades,
diploma, and other academic records, and cancellation of enrollment.
b. Students with academic year contracts are charged 60 percent of the academic year room and dining plan rate for the fall semester and 40 percent for spring semester. Students entering the residence halls for the spring semester with an academic year contract are charged 50 percent of the academic year rate.
c. An Advance Payment must be paid prior to reserving a room/space in the residence halls. These fees are applied to the student's billing account at the end of the contract term provided the contract is not cancelled prior to the end date of the contract term.
d. An Apartment Reservation Fee must be paid prior to reserving a room/space in designated halls. These fees are applied to the student's billing account at the end of the contract term provided the contract is not cancelled prior to the end date of the contract term.
e. An Initial Deposit ($400) must be paid prior to reserving a room/space in the residence halls. An Apartment/Suite Deposit ($250) is required in addition to the Initial Deposit for Carpenter/Wells, Murray Hall, Gordon Hall, Talkington Hall, or West Village. The $400 Initial Deposit and $250 Apartment/Suite Deposit will rollover to the next contract term or will be credited to the student's Student Business Services account after the student moves out and damages to the room are assessed. For more information about the Residence Hall Rates visit housing.ttu.edu/rates.
J. SOLICITATIONS, ADVERTISEMENTS AND PRINTED MATERIALS
1. General Policy
a. The primary mission of the University is education. The University is responsible for promoting and protecting the intellectual and cultural growth and development of the institution and the members of its community. Therefore, solicitations or advertisements and sales, displays or distribution of publications on the campus are not permitted, except as provided below or as provided by law.
a. Solicitation includes, but is not limited to requesting money, seeking agreement
to pay, taking subscriptions, selling merchandise or tickets or offering other comparable
materials and privileges in person or by handbills, posters or similar materials to
b. Advertisements are the displays of any items that have, as an integral part of their design, the identification of a consumer product or service.
c. Printed materials are publications, handbills, posters, leaflets and other written matter intended for public distribution, sale or display on campus.
3. University Name, Document and Records
a. The use by any person or organization of the University's name in connection with any program or activity, without the prior written permission of the Office of the Vice Chancellor for Institutional Advancement, or any unauthorized use of University documents, records or seal is prohibited. Information is also available in Operating Policy 01.06 Use of Texas Tech University Name or Logo for Private Business Purposes, Operating Policy 72.23 Licensing and Use of TTU Registered Names, Logos, and Trademarks, and Operating Policy 68.03 Visual Identity Guidelines.
a. All solicitation requests should be directed to the Outdoor Events Coordinating
Committee for review. Complete the Grounds Use/Solicitation Request form at www.depts.ttu.edu/centerforcampuslife/
and return to the Center for Campus Life. Requests must be submitted at least six
(6) University working days before intended use.
b. All regulations pertaining to on-campus solicitations by students and registered organizations shall be administered by the Managing Director of the Center for Campus Life.
c. All regulations pertaining to on-campus solicitations by University departments and staff shall be administered by the Senior Vice President of Administration and Finance.
d. All regulations pertaining to on-campus solicitations by academic departments and faculty shall be administered by the Provost and Senior Vice President of Academic Affairs.
e. Solicitation of all gifts, donations, and non-contractual grants from private philanthropic sources (e.g., individuals, foundations, and corporations) are administered by the Vice Chancellor of Institutional Advancement and in accordance with OP 02.02.
5. Solicitation Processes
a. Solicitations by registered student organizations and students are prohibited on
Texas Tech University grounds and facilities except for:
• Activities supporting the educational mission of the institution;
• Promotion of organizational activities consistent with organization mission;
• Recruitment of members or membership drives;
• Accepting donations on behalf of altruistic or charitable projects;
• Scholarship and/or fundraising projects in support of organization mission.
• The regulating offices may grant special permission for solicitation purposes or places not listed above in exceptional circumstances.
b. Permission will not be granted for any activity which promotes the use of alcoholic beverages, infers sponsorship by Texas Tech University or violates any federal, state and/or local laws and/or University policies.
c. In order to solicit in University buildings, authorization is required via the Outdoor Events Coordinating Committee and appropriate building manager.
d. Registered student organizations may use the University's registered marks when used in connection with a student organization activity, provided items are acquired from a licensed vendor. A sample or drawing needs to be provided showing how the University's registered marks are to be used before production of the merchandise can proceed. This sample will be submitted by the licensed vendor selected by the registered student organization. For additional information on licensing and use of Texas Tech University registered names, logos and trademarks, refer to OP 54.03 or contact the Office of Intercollegiate Athletics External Operations.
e. Requests for permission to solicit are granted for a specified period. To be eligible to solicit, an individual must present current student identification and submit a Grounds Use/Solicitation request form to the Outdoor Events Coordinating Committee (OECC) in Student Union Room 304. A permit to solicit may be revoked if the solicitation violates any of the regulations pertaining to solicitations and advertising or sale, display, or distribution of printed materials.
f. Decisions by the Outdoor Events Coordinating Committee rejecting or revoking permission of students or registered student organizations to solicit may be appealed to the Director of the Center for Campus Life.
g. A written appeal describing the objections to the denial to the Director of the Center for Campus Life must be filed no later than five (5) University working days after receipt of notice of denial from the Outdoor Events Coordinating Committee.
h. The Director of the Center for Campus Life will convey the appeal decision, in writing, to the student or registered student organization and to the Outdoor Events Coordinating Committee within five (5) University working days from the receipt of the written appeal.
i. The student or registered student organization may not appeal beyond the Director of the Center for Campus Life.
- Advertisements by commercial organizations, either as groups or through student representatives,
are not allowed on the campus unless they advertise specific registered student organization
functions. This implies sponsorship and/or co-sponsorship, which minimally includes,
but is not limited to, direct participation in planning, coordination and implementation
by members of the sponsoring organizations.
- Individuals and commercial organizations attempting to display or distribute unauthorized
materials on campus, or use campus facilities for such activity, will be removed from
the campus by the Texas Tech Police and will be subject to appropriate legal action.
- Advertisement is not permitted on the exterior side of residence hall room doors or
within public areas of the residence halls.
- Amplification equipment may not be used to advertise or promote sales in conjunction with any approved solicitation activity unless authorized in advance by the Outdoor Events Coordinating Committee.
7. Printed Materials & Digital Signage
The following policies apply to the display and distribution of printed materials and digital signage in all areas of the University campus:
- Only individuals affiliated with the University (i.e. students or student organizations)
may distribute handbills, leaflets or any other type of printed materials, except
as provided by law
- Students and registered student organizations do not need prior approval concerning
the content or distribution of materials such as leaflets and handbills; however,
students may be required to provide verification of current student status upon request;
- Solicitation and Advertising materials must conform with the provisions stated above;
- All regulations pertaining to on-campus solicitations by academic departments and
faculty shall be administered by the Provost and Senior Vice President of Academic
Affairs.Student election campaign literature must conform to the procedures outlined
in the Student Election Code of the Student Government Association;
- Use of the Texas Tech campus that results in the need to utilize University personnel
for litter collection, crowd control, repair/replacement of University property, etc.,
may necessitate repayment to the University by the responsible party;
- Printed materials may not be placed on vehicles parked in University parking lots
or on vehicles in motion without permission of the vehicle owners;
- Printed materials such as handbills and leaflets may not be distributed within University
- Printed materials and digital signage content shall not violate any local, state,
or federal law; Printed materials shall not include the use of obscenities, libelous
statements, or "fighting words" as defined by law.
- Registered student organizations and University departments are allowed to hang banners within the Student Union at the discretion of the Managing Director of the Center for Campus Life. A list of requirements regarding the banners is available in the Center for Campus Life.
8. Use of Bulletin Boards & Digital Signage
- Posters, signs, and announcements may be displayed only on University announcement
bulletin boards and approved digital signage designated specifically for use by students
and registered student organizations. The University announcement bulletin boards
and approved digital signs may be used only be students, registered student organizations,
and University departments. Bulletin boards will be cleared periodically. A list of
designated University announcement bulletin boards and digital signs is maintained
in the Center for Campus Life.
- Posters, signs and announcements shall not exceed a maximum size of 18" x 24", digital
signage requirements will differ per location and are available via the coordinator
of that signage;
- Posters, signs, and announcements shall not promote the use of alcoholic beverages,
tobacco, or illegal drugs;
- Posters, signs, and announcements shall not promote unauthorized sponsorship by Texas
- Posters, signs, and announcements shall not violate any local, state or federal law;
- Bulletin boards belonging to academic and administrative Departments are for official
University use only. Posters, signs, and announcements may not be displayed without
consent of the appropriate department; and
- Posters, announcements, banners, cards or other campaign material for any individuals seeking student government office may be posted in accordance with the rules and regulations of the Student Government Association.
A student or registered student organization violating regulations governing solicitations, advertising, and printed materials is subject to the disciplinary sanctions outlined in the Code of Student Conduct.
K. STUDENT IDENTIFICATION
1. Student Identification
- The student identification card is the property of the University.
- Students shall not allow their student identification to be used by other persons.
- Students shall not alter their student identification in any way.
- On request, students must present their student identification to any member of the
University faculty, staff, administration or police.
- A student must pay a replacement charge for lost, stolen or damaged student identification cards.
L. Student Involvement & Representation
a. Student Government Association
The Student Government Association (SGA) is the official organization representing student interests and voicing concerns to administration. SGA provides programs and activities directed to enhance and develop premier leadership and career success through education.
b. Student Media
Texas Tech University recognizes the editorial independence and press freedom of all student-edited campus media, specifically The Daily Toreador student newspaper and La Ventana yearbook. Student editors have the authority to make all content decisions; consequently, they bear the responsibility for the decisions they make. Student Media should be operated and published within the canons of responsible journalism and policies as established by the University Student Media Committee and the Department of Student Media.
c. Military & Veterans Programs
Military & Veterans Programs (MVP) is here to assist veterans and their families in achieving academic and personal success. The department serves as a resource to connect veterans and their family members to the university and surrounding community. MVP oversees the certification of Veterans Educational Benefits such as:
- The exemption for Texas Veterans under the Hazelwood Act which provides an education
benefit to honorably discharged or separated Texas veterans and to eligible dependent
children and spouses of Texas veterans.
- The educational programs such as the various educational benefits offered through the Department of Veteran Affairs.
M. Student Organizations
Categories and Definitions
1. Registered Student Organizations
a. A registered student organization is a group (president, treasurer, SORC/Organization
Representative and a minimum of two members, excluding officers) comprised of at least
five students enrolled at Texas Tech University who voluntarily come together under
a common purpose. The purposes and activities of the organization shall be lawful
and not in conflict with the policies, rules, regulations and standards of the University
and/or federal, state and/or local statutes.
b. Generally, student groups broadly fall under one of the following categories: Advocacy/Lobby, Campus Departmental Support, Cultural/International, Fraternity/Sorority, Graduate, Hobby/Leisure/Recreation, Honor, Law, Professional-Agricultural Sciences and Natural Resources, Professional-Architecture, Professional-Arts and Sciences, Professional-Business, Professional-Education, Professional-Engineering, Professional-Human Sciences, Professional-Media and Communications, Professional-Visual and Performing Arts, Religious, Residential, Service, and Sports Clubs.
c. All student organization registration is administered by the Center for Campus Life.
2. Sports Clubs
- Recreational Sports is responsible for the oversight of the Texas Tech Sports Clubs Program. This program exists to promote and develop interest in sports. Sport club members learn new skills, engage in competition and enjoy the recreational and social fellowship of sport.
- A group seeking sports club status must first be a registered student organization, subject to the rules and regulations of the University. Typically, a student organization must be registered with the Center for Campus Life for at least an academic year before full consideration for Sport Club status.
- Following the organization registration process, a group should request a meeting with Recreational Sports to initiate the application process for sports club affiliation. After obtaining Sport Clubs status, groups must also comply with the guidelines of Recreational Sports.
3. Social Fraternities/Sororities
a. The Center for Campus Life is responsible for the oversight of Texas Tech Social Fraternities and Sororities. A group seeking single-sex social fraternity or sorority status must first be recognized by one of the four governing councils for social fraternities and sororities: Interfraternity Council, Multicultural Greek Council, National Pan-Hellenic Council, and Panhellenic Council.
b. All student organizations registering as a single-sex social fraternity or social sorority must show proof of their Title IX exemption by attaching to their registration application a letter from their national affiliate with their IRS 501(c) 7 number.
4. Conditions for Registration of New and Reforming Student Organizations
a. A student organization is eligible for registration if it does not deny membership
on the basis of race, color, religion, national origin, gender, age, disability, citizenship,
veteran status, sexual orientation, gender identify, or gender expression, except
that: a registered student organization created primarily for religious purposes may
restrict the right to vote or hold office to persons who subscribe to the registered
student organization's religious beliefs; and a registered student organization may
restrict membership based on the provisions of Title IX of the Education Amendments
b. Faculty and staff may hold associate memberships to the extent allowed by the student organization's constitution.
c. The organization shall not duplicate the purposes and functions of a previously or currently registered student organization unless the need for duplication is substantiated with the Center for Campus Life.
d. All funds allocated to a registered student organization from University-controlled sources must be maintained in a University account. Additional resources acquired by fundraising may be kept in an off-campus organizational account.
e. The student organization shall show initiative in effectively meeting its stated purpose and be lawful and peaceful in its activities. The Center for Campus Life is available to assist in organizational development.
f. The student organization shall be free from control by any other non-student individual or organization. Alumni and affiliate/ associate members should not be granted voting privileges nor can they hold executive officer positions. To preserve the governing integrity of a student organization, these privileges can only be vested in currently enrolled students at Texas Tech University.
g. Registered student organizations shall not use the name, logo or symbols of the University in print, online, and on social media as part of its name or in its publications. In addition, the organization shall not advertise or promote functions or activities in a manner that suggest sponsorship by the University. Registered student organizations are permitted to use the word "Tech" as a part of their names or to use the complete statement "a registered student organization at Texas Tech University." Approval of the use of logos or symbols protected by Texas Tech University is under the discretion of the Athletic Department External Operations, Texas Tech University.
h. Solicitation is prohibited on campus by registered student organizations that may abridge any contractual agreements of Texas Tech University. To avoid violations, registered student organizations should seek clarification on any solicitation initiatives or materials in the Center for Campus Life. Any student organization wishing to solicit on campus must follow the policies and procedures listed in the current Student Handbook.
i. All registered student organization resources must be used to advance and support the organization's purpose, identified goals, and/or mission.
j. Must comply with University rules, standards, and policies.
k. Student organization registration does not imply University approval of either the organization or its functions or activities.
5. Registration of New and Re-Registering Student Organization
a. A student may submit the "intent to form" request, a new student organization application
on OrgSync. The student is then required to meet with the Student Organization Staff
to discuss the registration process. After the form has been submitted and the student
has met with the Student Organization Staff the non-registered group will be placed
on a 30 day temporary status, which will allow the group the privileges of the University
facilities and publicity venues common to registered student organizations. The 30-day
time period should be used to recruit new members, develop a constitution and by-laws
and obtain a permanent full-time faculty/staff advisor. A student organization may
choose to register within the 30-day time period if they have met all of the requirements
b. Before the "intent to form" expiration deadline, students still interested in permanent status should complete the on-line registration process, and schedule an additional meeting with the Student Organization Staff, if necessary to discuss finalizing their status as a registered student organization. Extensions of the "intent" status are possible under extenuating circumstances and requests should be addressed to the Student Organization Staff. Although re-registration of current groups occurs during the spring, this does not mean that new or reforming groups have to wait until the spring to complete the process.
c. New and/or re-registering student organizations that desire the benefits of a registered student organization should attend request an appointment with the Student Organization staff to discuss the policy regulating the registration of student organizations.
d. After attending the meeting or individual appointment and reviewing the policy regulating student organization registration, students who are still interested in re-registering or forming an organization and are in a position to meet the requirements of registered student organizations, must complete the online registration process.
e. Registration occurs by going to the Student Organization website at http://ttu.orgsync.com and logging in to OrgSync. Students are guided through completing the registration process online. Students will be prompted to create an individual profile if they have not already created one.
f. To validate the online process, student organizations must provide:
• List of Officers (must include president and treasurer).
• List a member of the organization as the Student Organization Representative Council (SORC) representative (either an officer or a general member may be listed) or an Organization representative (for fraternities, sororities, and sport clubs).
• List of membership, must have a minimum of two members in addition to a president, treasurer and SORC/Organization Representative (total minimum organization size of five).
• List an on-campus address, also known as a Mail Stop or box number.
• Submit updated copy of constitution and/or by-laws and constitution and/or by-laws of any other local, state or national affiliate organization (if applicable). An organization's constitution and/or by-laws should address a minimum of these areas: purpose, membership selection and removal, officer titles, duties, election and removal, departmental and/or external relationships, financial procedures, procedures for decision making, advisor selection and expectations, and parliamentary authority. It is recommended to include the organization's risk management policy
in to the bylaws or upload it to the organization OrgSync files folder.
• New student organizations registering as a single-sex, social fraternity or social sorority must show proof of their Title IX exemption. Upon filing their registration application, groups must attach a letter from their national affiliate with their IRS 501(c) 7 (Internal Revenue Code) tax exemption number from the Internal Revenue Service. This is the mechanism the government uses to verify eligibility for single-sex exemption.
• Provide the title, campus address, telephone number and e-mail address of a full-time Texas Tech University/Texas Tech Health Science Center faculty or staff member indicating their willingness to serve as the organization's advisor.
• President, Treasurer, SORC or Organization representative, advisor(s) and two (2) members must sign a "University Policy Agreement" (found within registration in OrgSync and in the OrgSync "files" folder) stating they intend to comply with all University standards, rules and/or policies as well as all federal, state, and/or local laws.
• Submit the signed University Policy Agreement page(s) to complete the registration process. These form(s) should be scanned and uploaded into the OrgSync registration application.
g. The registration process must be completed annually for student organizations and sport clubs to maintain registration status. Registration will open up in mid-spring and will need to be completed by the first day of the fall semester. The registration process for fraternities and sororities will take place twice a year needing to be completed by the first day of the fall and spring semesters.
6. Benefits of Registered Student Organizations
- 1. Registered Student Organizations
b. Registered student organizations may apply for funding through the Student Government Association (SGA) each year provided they are registered as a student organization with the Center for Campus Life and have completed the annual risk management requirement prior to the application deadline for reviewing registered student organization funding and meet other eligibility requirements.
c. Sport Clubs are entitled to all of the benefits of a registered student organization. In addition, each club receives administrative and financial support from Recreational Sports. However, since the Sport Club program receives its funding from the Student Recreation Fee, organizations that affiliate with Recreational Sports are not eligible for SGA funding.
7. Faculty or Staff Advisor
a. Each registered student organization shall have a full-time University faculty
or staff advisor available to the officers and members for consultation regarding
the affairs of the organization. Attendance at organizational meetings and functions
is encouraged to facilitate incorporating the advisor into the organization's program
planning and decision-making. The advisor should certify the organization's expenditures
by co-signing all checks or vouchers. The advisor must oversee adherence to University
standards, rules and/or policies as well as the organization's constitution and by-laws.
b. Registered student organizations may have additional advisors, i.e. coaches (typical of sports clubs) or alumni advisors, to the extent permitted by their constitution and/or by-laws; however, one advisor must be a full-time Texas Tech University/Texas Tech Health Science Center faculty or staff member as required and identified in the registration packet.
c. Any individual who is a secondary advisor or coach who is not affiliated with the University or is not a full-time Texas Tech employee should also be included when filling out the registration application, complete with names, addresses, telephone numbers and emails.
d. Registered student organizations have ten (10) University working days to update their Org Profile at http://ttu.orgsync.com with the name, address, telephone number and email of any new or replacement full-time University faculty or staff member appointed as their advisor. Failure to do so may result in suspended privileges.
e. Certain student organizations do not choose their advisor(s); rather, they are assigned a full-time faculty or staff person by the department to oversee the administration of those areas, groups and resources.
f. Established full-time University faculty or staff members, who reduce employment hours below full-time status and maintain an office on-campus, may continue to function as the "Primary" advisor of a student organization with the approval of the Center for Campus Life.
g. Student organization advisors should complete advisor risk management training set by the Student Organization Staff.
7. Prerequisites for Maintaining Registration
To maintain its active registration status throughout the academic year, a registered
student organization must meet the following criteria:
Organizations must update the "Org Profile" on OrgSync at http://ttu.orgsync.com within ten (10) University working days of any of the following:
a. Election of or change in officers and/or SORC/Organization representatives;
b. Change of full-time faculty or staff advisor;
c. Changes in organization documents (i.e. constitution, membership requirements);
d. Conduct its affairs in a lawful manner as a collaborative entity, in accordance with the constitution and by-laws it has on file, and applicable policies, rules, regulations and standards of the University and/or federal, state, and/or local statutes.
e. Solicitation on campus by registered student organizations may not abridge any contractual agreements of Texas Tech University. To avoid violations, registered student organizations should seek clarification on any solicitation initiatives or materials with the Student Organization Staff or designee.
f. Ensure off-campus individuals or organizations whose appearance on campus is sponsored by the organization observe all applicable policies, rules, regulations and standards of the University.
g. In accordance with Texas Education Code, Section 51.9361, all registered student organizations are required to attend training sessions on the topic of risk management as it relates to individuals, organization functions, and/or activities. Social fraternities and sororities are required to attend the Clay R. Warren Risk Education Programming annually. The Student Organization Staff and/or other designated departments may require other student organizations to attend the Clay Warren Risk Education Programming in order to fulfill this requirement. Student organizations not required to attend will participate in an alternative risk management training opportunity identified by the Student Organization Staff.
• Student organizations will be assigned a tier group based on the questions they answer in their student organization registration regarding risk.
• The Student Organization Staff will determine any additional risk management training requirements for student organizations.
h. Student Organizations are expected to send at least their president to the Student Org Academy each spring to receive needed training to prepare them for next academic school year.
i. Center for Campus Life and/or Office of Student Conduct may suspend the registration of an organization for noncompliance with the regulations and/or standards as set forth in the Student Handbook, Part I, Section D
9. Conduct Procedures for Student Organizations
Student organization conduct procedures are outlined in Part 1 Code of Student Conduct, Section D, including processes for the temporary suspension and denial of registration for student organizations.
N. Student Right to Know Information
In compliance with federal guidelines, Texas Tech University provides all students, employees, and prospective students up-to-date information about campus crime statistics, six-year graduation rates of students and student athletes, and campus services such as tuition and fee rates, housing options, withdrawal procedures, study abroad programs and disability services. Links to current information are available at http://www.depts.ttu.edu/studentconduct/right-to- know.php.
O. Student Records
1. General Policy
Policies and procedures concerning student records are based on respect for the privacy of the individual. To minimize the risk of improper disclosure, academic records are maintained separately from disciplinary records. (During the time of disciplinary suspension or expulsion, the notice is placed in the student's permanent file.) The conditions for access to each are set forth in the Student Handbook and complies with federal and state statutes and with registered student organization guidelines. The procedures set forth below apply to all persons formerly or currently enrolled at Texas Tech University.
2. Address of Record
Students must maintain an accurate permanent address with the Office of the Registrar. The address is used for official notifications including billing and notification of official University requirements. Students should maintain a current local address and telephone number that is used by University officials, and/or student organizations and the campus community. Students may update their contact information at www.raiderlink.ttu.edu via the MyTech (for Students) tab.
3. Student Access to Educational Records
a. All current and former students of the University have the right to access their
educational records as provided by law.
b. Students may obtain copies of records relating to themselves at their expense. The reproduction charge shall not exceed the actual cost to the University.
c. The University will respond to all requests for explanations and interpretations of records or information, if the response does not violate the Family Educational Rights and Privacy Act of 1974, as amended.
d. A student may waive the right of access to confidential letters of recommendation in the areas of admissions, job placement and receipt of awards. A student seeking employment through the University Career Center may sign a waiver.
e. Personally identifiable information such as classification, personal conduct, grade point average, academic progress, etc., shall not be released to non-authorized personnel without the consent of the student.
4. Records Not Accessible to Students
a. Instructional, supervisory and administrative personnel records and the student's educational personnel records in the sole possession of the author and not revealed to any person other than a substitute (i.e. grade books, notes of observation and notes for recollection purposes).
b. Employment records of a University employee who is not a student.
c. Medical records are maintained for students visiting Student Health Services. Information contained in the medical record is privileged and will not be released to another person or institution without written permission of the student, unless otherwise authorized by law. Medical records are kept on file indefinitely at the Student Wellness Center at the corner of Main and Flint, Lubbock, Texas 79430. Students needing to request a copy of their medical records may contact Student Health Services at (806) 743-2860. While not considered "education" records under the Family Educational Rights and Privacy Act of 1974, as amended, the mentioned statue still allows the patient, in most instances, access to his/her records. The general rule of confidentially contains an exception when the patient or someone authorized to act on his/her behalf submits a written consent. Consent must be in writing and signed by the patient (or a parent or legal guardian if the patient is a minor). A physician shall furnish copies of medical records requested in accordance with the consent provided, except if the physician determines that access to the information would be harmful to the physical, mental or emotional health of the patient.
d. Medical and/or psychological information submitted to Student Disability Services for the purpose of determining eligibility and services are not releasable. Students may obtain the original information from the sources.
5. Authorized Non-student Access to Student Records
a. Officials, faculty and staff employed by the University if they have a legitimate educational interest.
b. Officials of other educational institutions in which the student intends to enroll or seeks to enroll if the student is notified of what is being released and given a copy if desired.
c. Authorized representatives of the Comptroller General of the United States, the Secretary of Education and administrative heads of educational agencies or state educational authorities.
d. Individuals needing this information in connection with a student application for, or receipt of, financial aid.
e. Federal, state and local officials to whom laws (in effect on or before Nov.19, 1984) require information to be reported.
f. Organizations such as Educational Testing Service administering predictive tests, student aid programs and improving instruction. The organizations must not show the personally identifiable information to outsiders and the information must be destroyed when no longer needed for audit, evaluation or compliance with federal requirements.
g. Accrediting organizations.
h. Parents who certify a student is carried as a dependent for federal income tax purposes. This certification must be ascertained by the Office of the Registrar.
i. Appropriate persons, if necessary, to protect the health or safety of the student or other persons.
j. Individuals requiring such information by means of a judicial order or any lawfully issued subpoena, on condition that the student may be notified by the University of all such orders and subpoenas in advance of compliance.
k. Emergency contacts as listed in students' educational records may be notified by designated staff upon notice of student hospitalization or transport via emergency personnel.
6. Students’ Rights to Challenge Records
Students have the right to challenge records and information directly relating to
them. This section does not include procedures for students challenging individual
grades. Grade appeal procedures are described in the Student Handbook, Part VI, section
A.7. The challenge is limited to inaccurate, misleading or otherwise inappropriate
records and information. The procedures set forth below shall be followed for an appropriate
a. Any student wishing to challenge records or information directly relating to him or her must notify the individual responsible for maintaining the records. The notice must be in writing and specifically identify the item challenged and the basis for the custodian of the challenged records.
b. All initial meetings will be informal and participants will include: the custodian of the challenged records or information, the student and the author (if appropriate) of the material.
c. If any of the participants (record custodian, student or author) are not satisfied with the results of the informal meeting, a formal Hearing will be conducted under the following procedures:
• The Hearing will be conducted within seven University working days following the request for the Hearing.
• The Hearing will be conducted by an institutional official or other party who does not have direct interest in the outcome of the Hearing appointed by the Associate Vice Provost for Student Affairs.
• The student may present evidence relevant to the content of the educational records to demonstrate how they are inaccurate, misleading or otherwise in violation of the privacy rights of the student. The Hearing also provides an opportunity for correction or deletion of any inaccurate, misleading or otherwise inappropriate data contained in the records and for insertion into the records a written explanation by the student requesting the content of the challenged records.
• A written decision must be delivered in writing to all interested parties within seven University working days after the conclusion of the Hearing.
7. Release of Student Directory Information
a. The following student information is considered Texas Tech University Directory
• Student Name
• Permanent and Local Addresses
• Place of Birth
• Major Field of Study
• Dates of Attendance
• Degrees, Awards, and Honors Received
• Specific Enrollment Status
• Full-time, Part-time, Half-time
• Undergraduate, Graduate, Law
• Participation in Officially Recognized Sports and Activities
• Height/weight of members of Athletic Teams
• Previous Institution(s) Attended
b. This information will be released by various campus offices periodically, or on request, unless the student stipulates that directory information (as defined above) be withheld. Students may request that directory information be withheld in writing in West Hall, room 103, or by restricting personal directory information at www.raiderlink.ttu.edu under the MyTech (for Students) tab. Students should select the Directory Profile link located under Personal Information and uncheck the box next to their name.
c. The publication known as the Texas Tech Campus Directory is one type of printed periodical containing data classified as "directory information." To restrict directory information from appearing in the directory, students must go to Raiderlink and restrict directory information prior to the 12th class day in the fall term. Restricted directory information will remain restricted until the student unrestricts the information.
d. The personal identifying information obtained from an individual for the purpose of the emergency alert system of an institution of higher education, including an e-mail address or telephone number, is confidential and not subject to disclosure under Section 552.021, Government Code.
8. Destruction of Records
The University constantly reviews the "educational records" it maintains and periodically destroys certain records. The University will not destroy records if prohibited by state or federal law. The student's basic scholastic record is kept and maintained permanently in the Office of the Registrar. Disciplinary records are maintained for at least seven years in the Office of Student Conduct. Student Disability Services records are maintained for three years after the last date of enrollment. In cases resulting in Time-Limited Disciplinary Suspension or Expulsion, records will be kept indefinitely.
9. Letters of Recommendation
a. Students may review recommendations used in application for employment or for admission
to any educational agency or institution, or information concerning honors awarded,
except when the student waives, in writing, the privilege of examination.
b. Appropriate forms are available in University Career Center for students using this service for future employment purposes. These forms are designed to provide the student with several options concerning the use and confidentially of future letters of reference and recommendation.
c. Under the Family Educational Rights and Privacy Act 1974, as amended, the student does not have access to confidential letters and statements of recommendation which were placed in the educational records before January 1, 1975, if the letters or statements are used for purposes for which they were specifically intended.
P. Use of University Space
1. General Policy
With the exception of free expression activities outlined below, the space and facilities of the University are intended primarily for the support of the instructional programs of the institution. Second priority is given to programs sponsored and conducted by University academic and administrative departments or organizations affiliated with those departments. Beyond these two priorities, use of campus space and facilities is encouraged for activities that have as their purpose, service or benefit to the Texas Tech University community, and that are sponsored by registered student organizations. University buildings, grounds or property may not be used by individuals or organizations not connected with the University, with the exception of the use of Forum Areas for free expression as set forth in the section below or as otherwise permitted under Texas Tech University or Texas Tech University System policies. An individual who is not a student, faculty, or staff member may attend functions or activities held on University property, but to be eligible for the use of campus facilities, the function or activity must be sponsored by and affiliated with a University department or registered student organization. Sponsorship and/or co-sponsorship minimally include, but not limited to, direct participation in planning, coordination and implementation by members of the sponsoring organizations. A department, student or registered student organization may not reserve space or facilities on campus and permit it to be used by a non-registered organization or off-campus group or person. Except as otherwise permitted under Texas Tech University or Texas Tech University System policies, non-registered organizations or off-campus groups or persons not sponsored by a department or registered organization will not be permitted to reserve space on campus. State law requires that University facilities and property be used only for state purposes and not for private gain.
2. Reservation Requirements
a. Reservations must be made for the use of buildings and grounds under the control
of the University. Requests for reservations will be granted according to the priorities
of the designated area. Requests must be made to the appropriate office. Requests
from registered student organizations must be signed by the organization's president
and full-time faculty/staff advisor. Requests from individuals must be signed by the
person applying for the use of the space or facilities.
b. If the use of facilities is for programs or activities involving minor children, the sponsoring group must comply with Texas Education Code 51.976, which requires sexual abuse and child molestation training, certification, and reporting for program employees. Documentation of timely reporting to the Texas Department of State Health Services of such training should be received before reservation of space or facility will be confirmed.
3. Use of Facilities by Student Organizations
Student organizations must be registered to use University facilities or grounds.
• A student organization that has petitioned the Center for Campus Life for registration status may hold up to three meetings in the Student Union pending action on the petition.
• These meetings must be held within a 30 calendar-day time period from the date the Center for Campus Life Staff notifies the Student Union for the petitioning organization's intent to register. Academic campus facilities may be reserved by "-petitioning-" student organizations for one meeting only, if their full-time faculty or staff advisor agrees to be present at their event. Petitioning student organizations are also allowed to submit unlimited grounds use requests during the 30 day time period. If the petitioning student organization does not have a faculty/staff advisor yet the staff in the Center for Campus Life can sign off. Additional reservations will not be approved until the student organization is registered.
4. Procedure and Priorities for Designated Facilities
a. Student Union
Priority for use of space in the Student Union is given to programs and activities which are conducted by the various departments within the Student Union. Secondary priority is given to registered student organizations and University departments. Reservations must be made in the Student Union Office Room 203.
b. Academic Buildings
Any registered student organization may request the use of space in academic buildings for specific purposes. These purposes may include, but are not limited to, regular meetings of honorary or professional organizations, lectures, seminars or workshops and special programs and functions. The space must be reserved through the Operations Division Planning and Administration. All requests must be submitted by an active member of the student organization using the online request form in Ad Astra Schedule at http://academicscheduling.ttu.edu/Astra_Schedule or in person at the Operations Division Planning and Administration. A link to the scheduling site and complete instructions can be found on the department website at www.depts.ttu.edu/asfr/escheduling. All requests must include the full name, department, and phone number of the student organization's full-time faculty or staff advisor. Recurring space assignments may be made for one semester only. All space assignments are made on the basis of use consistent with the purposes of the University and of available space. Space assignments for student organizations will not be scheduled on weekends, holidays, or during final examination periods. Academic use by departments and colleges has priority over other uses and organizational assignments may be changed or canceled if conflicts with regular academic programs develop.
Academic space will be assigned on a limited basis if:
• The intended use is in keeping with the educational purposes of the University.
• The intended use does not conflict with the use by academic programs or academic organizations.
• The intended use does not conflict with normal security and maintenance schedules.
c. Residence Halls
Currently enrolled students who live in the residence halls and participate in the residence hall governments have first priority for use of all residence hall facilities. Facilities may also be provided for individuals or groups whose activities are sponsored by, or affiliated with, University Student Housing. University departments or registered student organizations may use residence hall facilities during the summer, or at times when space is available, for workshops, institutes, short courses and conferences. However, space availability is limited, and requests for the use of residence hall space must be made to the Managing Director of University Student Housing.
d. Intercollegiate Athletic Facilities
The Jones/AT&T Stadium Athletic Complex, Fuller Track and Field, Rip Griffin Park, McLeod Tennis Center, Rocky Johnson Field, John Walker Soccer and other athletic fields are owned and maintained by the University for the primary use and benefit of the intercollegiate athletic programs of the University, of allied non-University athletic activities consistent with such programs and of official academic events of the University. The use of these facilities shall be limited to these purposes unless otherwise authorized by the Intercollegiate Athletics Office. Requests for use of all intercollegiate athletic facilities must be made to the Intercollegiate Athletics Office.
e. Recreational Facilities
The Robert H. Ewalt Recreational Center, Aquatic Center, Leisure Pool, recreation fields, tennis courts, racquetball courts and basketball courts are intended primarily for student recreational and instructional use on an organized group and individual basis. Recreational Sports is responsible for scheduling the use of these facilities.
f. McKenzie-Merket Alumni Center
The McKenzie-Merket Alumni Center, located on the southeastern corner of the Texas Tech campus, directly west of the Kent R. Hance Chapel, is the home for all Texas Tech Alumni and friends. This facility boasts a ballroom that can seat 300-plus for a banquet and more than 500 in a theatre setting. Two separate courtyards provide space for outdoor events. Booking of this facility is coordinated by the Texas Tech Alumni Association at (806) 742-0400.
g. Frazier Alumni Pavilion
The Frazier Alumni Pavilion, situated just southwest of Jones AT&T Stadium is a 6,000-square foot facility designed to host large banquets but can be configured for weddings, press conferences, and other events. It also has a 10,000-square foot outdoor porch area that can be used to increase the size of your event. To book this venue, contact the Texas Tech Alumni Association at (806) 742-0400.
h. Kent R. Hance Chapel
A 6,879-square foot, 250-seat, non-denominational Spanish Renaissance chapel is capable of supporting a broad range of services and events. To book this venue, contact the Texas Tech Alumni Association at (806) 742-0400.
i. United Supermarket Arena
The United Supermarket Arena is a 15,000-seat multi-purpose facility and is host to a variety of entertainment and athletic events, including Texas Tech University basketball and volleyball, commencement ceremonies, concerts and numerous meeting room events. Facilities available for lease within the United Spirit Arena include the four meeting rooms in the City Bank Conference Center, Club Red, the arena concourse, the arena floor and the arena bowl area. Registered student organizations receive rental discount for the City Bank Conference Center meeting rooms. Texas Tech University Commencement, Health Sciences Center Commencement, Texas Tech basketball and volleyball games and major arena events, such as concerts, have priority in booking the United Spirit Arena. Space in the United Spirit Arena is reserved through the Arena Management Office.
5. Use of Campus Groundsa. Selected grounds area (other than those described above) are available for activities that are sponsored and approved by University departments, registered student organizations or individual faculty, students and employees. Academic use by departments and colleges has priority and assignments may be changed or canceled if conflicts with regular academic programs develop.
b. Students or registered student organizations desiring to use campus grounds must register for grounds use with the Outdoor Events Coordinating Committee (OECC) in Student Union Room 304. Faculty, staff, or departments of the University desiring to use campus grounds must register for grounds use with the Outdoor Events Coordinating Committee (OECC) in Student Union Room 304 as well. In accordance with the University's Operating Policy 61.02 regarding Use of University Grounds, Facilities and Amplification, each use must be approved in writing by the Outdoor Events Coordinating Committee (OECC). Requests must be submitted at least two (2) weeks before the intended use. Recurring use assignments shall not be permitted.
c. The Outdoor Events Coordinating Committee (OECC) will coordinate all grounds use applications and shall grant only grounds use requests that are consistent with applicable University regulations and local, state and federal law.
d. A permit granting grounds use shall specify the boundaries of the area to be used, the date for which the use is approved, the time at which the proposed activity may begin, the time at which the reservation for the use expires and any special provisions concerning the use of the space. No request will be approved for activities occurring during individual study days and/or final examination period.
e. Students or registered organizations using a designated area are subject to the following requirements:
• Use of amplification equipment must comply with the guidelines below.
• A structure may not be erected on campus grounds without prior written approval that will include arrangements for cleaning up after the event.
• If any expenses will be incurred in the course of an event, the sponsor or co-sponsor will be required to supply a University account number before the activity can be approved by the Outdoor Events Coordinating Committee.
• Violations of these campus grounds use regulations are subject to the disciplinary sanctions and procedures outlined in the Code of Student Conduct
• Students or registered student organizations desiring grounds use may be required to provide evidence of appropriate liability insurance in accordance with recommendations from the General Counsel's Office, Risk Management Office, other University departments or others as necessary prior to approval from the Outdoor Events Coordinating Committee.
• Participants in, and/or sponsors for, events may be required to sign a "Hold Harmless" release.
• The sponsor should contact the Environmental Health and Safety Department to make necessary arrangements for any event that includes concessions or a mobile concession stand. In order for any person, vendor, or organization to operate a temporary food service or mobile unit on Texas Tech property, the Environmental Health and Safety Department must issue a valid Temporary Food Service Permit.
• The sponsor should contact Transportation & Parking Services to make necessary parking arrangements for the event.
• If the use of University grounds is for programs or activities involving minor children, the sponsoring group must comply with Texas Education Code 51.976, which requires sexual abuse and child molestation training, certification, and reporting for program employees. Documentation of timely reporting to the Texas Department of State Health Services of such training should be received before reservation of space or facility will be confirmed.
6. Freedom of Expression Activities and Forum Areas
- The open exchange of information, opinions, and ideas between students is an essential element of the campus experience. These policies are intended to protect the interests of all students as well as other members of the University community. These policies presume that students are generally free to engage in freedom of expression activities in those outdoor areas of campus that are common and accessible to all students (such as park-like areas and sidewalks) without the need of prior approval of the University.
- Although the Texas Tech University campus is generally an open campus for purposes of student freedom of expression activities, students are encouraged, and persons and groups not affiliated with the University are required, to use the Forum Areas of the campus for freedom of expression activities.
- The following are the Forum Areas as currently defined at Texas Tech University. Each
location is marked with a plaque that reads, “Forum Area,” and may be used on a first-come,
- Southwest Collections – the outdoor gazebo and concrete octagon surrounding it located immediately east of the Southwest Collections building close to the corner of 15th Street and Boston Avenue.
- Engineering Key – the northern 1/3 of the grassy area of the Engineering Key from the diagonal sidewalk going north to the flowerbed and bound by the street curbs on the east and west sides.
- Student Union – northeast corner (15th Street and Akron Avenue).
- Student Union/Library Plaza – the southern 1/3 of the plaza between the Student Union and Library described as follows: From the southwest raised flowerbed in front of the Library on the west to the black brick border of the flowerbeds on the east; and from the black brick border that stretches from the Library steps to the flowerbed outside the Student Union west entrance on the north to the bollards on the south end.
- College of Media and Communication – the western half of the courtyard between the College of Media and Communication building and the Architecture building as described by the midway sidewalk on the east to the inside of the Flint Avenue sidewalk on the west and the sidewalks on the north and south sides.
- Jerry S. Rawls College of Business Administration – the western half of the courtyard between the College of business Administration building and the Architecture building as described by the midway sidewalk on the east to the inside of the Flint Avenue sidewalk on the west and the sidewalks on the north and south sides.
- Urbanovsky Amphitheater – the Urbanovsky Amphitheater bound on the west by the second semicircular sidewalk, on the east by the inside of the sidewalk bordering Flint Avenue, and by the north and south sidewalks.
- Students engaged in freedom of expression activities on campus may be required to
relocate under the following circumstances:
- The location selected for the activity is inadequate for the purpose for which it will be used (either too close to buildings, not big enough for the event, etc.);
- The activity substantially interferes with either vehicular or pedestrian traffic;
- The activity blocks the ingress or egress to buildings;
- The space is not available due to prior reservation;
- The activity conflicts with a previously planned University activity;
- The activity creates a sustained or repeated noise disturbance that substantially interferes with the normal activities of the University;
- The activity presents an unreasonable danger to the health or safety of the applicant or other individuals;
- The activity is prohibited by local, state, or federal law; or
- The activity prevents fire protection, law enforcement, or emergency medical service providers from access to areas on campus.
- Students engaged in freedom of expression activities may be subject to discipline
under the Code of Student Conduct for the following actions:
- Activities which are illegal.
- Activities that deny the rights of other students, faculty and staff of the University.
- Activities that substantially obstruct or restrict the free movement of persons on any part of the University campus, including the free entry or exit from University facilities.
- Activities that deny the use of office or other facilities to the students, faculty, staff or guests of the University.
- Activities that threaten or endanger the health or safety of any person on the University campus.
- Activities that include the use of obscenities, libelous statements, or “fighting words,” as defined by law.
- Activities that result in damage to or destruction of University property or;
- Activities that attempt to prevent a University event or other lawful assembly by the threat or use of force or violence.
- Signs, banners, posters, and other displays used for freedom of expression activities must be handheld and must remain in the hands of individuals engaged in the expressive activities at all times.
7. Appeals of Ground Use Request Denials
- A written appeal describing the objections to the denial presented to the Managing Director of the Center for Campus Life must be filed no later than five (5) University working days after the receipt of notice of the denial from the Outdoor Events Coordinating Committee.
- The Managing Director of the Center for Campus Life will convey the appeal decision, in writing, to the student or registered student organization and to the Outdoor Events Coordinating Committee within a reasonable time from the receipt of the written appeal.
8. Use of Amplification Equipment
a. Use of Amplification Equipment for Freedom of Expression Activities:
• Use of Amplification Equipment in Forum Areas. Students and registered student organizations
may use amplification equipment for freedom of expression activities within the designated
Forum Areas from 8:00 am to 5:00 pm Monday through Friday.
• Use of Amplification Equipment in All Other Outdoor Areas. Students and registered
student organizations may use amplification equipment for freedom of expression activities
in all other outdoor areas of the campus after 5:00pm Monday through Friday.
• Use of amplification equipment is subject to all rules concerning the time, place,
and manner of freedom of expression activities and Forum Areas as set forth in section
7 of this policy.
• Only handheld amplification devices are permitted.
• No amplification of sound is permitted during the week prior to or the week of final
• The volume and direction of amplification equipment shall be controlled so as not
to interfere with classes in session, examinations, or other campus community activities.
• Use of amplification equipment shall not create a sustained or repeated noise disturbance
that substantially interferes with the normal activities of the University community.
b. Other Use of Amplification Equipment
• The use of loudspeakers, any other type of amplification equipment (e.g. portable
stereo devices, portable studios, etc.), or amplified musical instruments on University
grounds by students and/or registered student organizations for any purpose other
than expressive activities as set forth in section 7, above, is by permission only.
• Applications from individuals, departments, and organizations for permission to
use amplification equipment must be made on the Grounds Use and Solicitation Request
form provided by the Outdoor Events Coordinating Committee and the management of Operations
Division Planning and Administration.
• Applications must be submitted at least two weeks before the intended use.
1. Voluntary Withdrawal from the University
- According to the Undergraduate and Graduate Catalog and OP 34.05, students who find it necessary to withdraw from the University during a semester or summer term must apply to the Office of the Registrar prior to the term withdrawal deadline. A student wishing to drop to zero hours must withdraw from the institution. If a student withdraws on the 13th class day or after, a W will be recorded for all classes that semester or term, and these W’s will not be counted toward the six state-defined permitted drops. International students must receive clearance from the Office of International Affairs as a part of the withdrawal procedure. Student athletes must receive clearance from their Athletic Academic Advisor. Withdrawal and reenrollment procedures vary for School of Law students. Students enrolled in the School of Law and seeking withdrawal information should contact the Associate Dean for Student Affairs at the School of Law for assistance.
- Students considering withdrawal for medical reasons may contact the Center for Campus Life to discuss additional University resources and services.
- There may be financial implications to withdrawal. If a student receives financial aid or is living in TTU student housing, he/she should first contact those offices before applying for the withdrawal. If a registration hold exists on the student’s record, it must be cleared before the withdrawal can be processed. To check your student record for registration holds, log on at www.raiderlink.ttu.edu and select the MyTech (for Students) tab.
- The Undergraduate and Graduate Catalog indicate that students withdrawing to zero hours at their request or those who have been withdrawn due to University action may be eligible to receive a refund of paid tuition and fees. A tuition and fee refund schedule is listed in the Undergraduate and Graduate Catalog and at http://www.depts.ttu.edu/registrar/.
- Returning to the University after a Voluntary Withdrawal
- Application materials and deadlines for former Texas Tech students are available at www.gototexastech.com. Official transcripts from all institutions attended subsequent to Texas Tech reenrollment must be submitted by the application deadline. All returning students must have a minimum of a 2.0 GPA on work taken since leaving Texas Tech. Please visit the following for more information: http://www.depts.ttu.edu/formertech/.
2. Involuntary Withdrawals
- Texas Tech University seeks to balance the rights of individual students with the rights of the community. In order to maintain the safety of both, some behaviors require consultation among a network of campus professionals to determine the appropriate course of action to address the behavior.
- When a student poses a direct threat to the health or safety of others, and the direct threat cannot be eliminated or reduced to an acceptable level through the provision of reasonable accommodations where required, a student may be involuntarily withdrawn from the University.
- Notice regarding students who may be direct threats (both self-reports and third-party reports) should be made to the Dean of Students or designee.
- A “direct threat” means
- There is a high probability (not just a slightly increased, speculative, or remote risk)
- of substantial harm
- based on observation of a student’s conduct, actions, and statements.
- The Dean of Students or designee will notify the student of the concern.
- The Dean of Students or designee will request a meeting with the student to inform
the student that an initial individualized, objective assessment will be scheduled
within five University working days in order to determine whether the student poses
a direct threat to him/herself or others. The meeting may include, but is not limited
to discussion of:
- Involvement of parents or significant others;
- Academic progress;
- Living arrangements;
- Previously granted accommodations;
- Confidentiality waivers;
- Other possible accommodations, care and support resources including medical or counseling assistance; and
- Withdrawal implications such as financial aid, health insurance, visas, and academic timelines.
- If the student does not respond to the request for a meeting or does not attend the meeting, written notice of the pending assessment will be sent via certified mail to the student’s last known official, local address as provided by the student to the Registrar’s Office and/or electronically to the student’s University email account. Students not responding to requests for meetings or assessments may be referred to the Office of Student Conduct for allegations of failure to comply with reasonable directives and/or requests of a University official acting in the performance of his or her duties.
- Temporary Suspensions
- During the involuntary withdrawal process, if the Vice Provost, Undergraduate Education and Student Affairs or designee determines that an immediate direct threat exists others or an overt disruption of the campus community has occurred, the student may be temporarily suspended pending a final decision on the involuntary withdrawal as long as the student has received notice of the concern, and had an opportunity to address the concern, and the student is afforded a hearing and right to appeal the final decision. During a temporary suspension, the student may not attend classes, use University services and/or resources (except those expressly permitted by the Vice Provost, Undergraduate Education and Student Affairs or designee), and may not be on campus until the proceedings have been resolved. If the student needs to return to campus, the visit must be coordinated through the Vice Provost, Undergraduate Education and Student Affairs or designee and the Texas Tech Police Department.
- Involuntary Withdrawal Assessment
- An individualized, objective assessment will be completed to determine whether a direct threat exists, and if so, whether the student should be permitted to remain enrolled at the University.
- The assessment will be based on reasonable medical judgment, using current medical knowledge, or the best available objective information, to assess the student’s ability to safely participate in the University’s programs. The assessment will be in the form of a written report containing the findings and recommendations of the medical and other professionals performing the assessment.
- Within five (5) University working days from the initial meeting with the student or five University working days from the date of notice regarding the meeting, the student will be scheduled for an assessment with a medical doctor, a licensed counseling or clinical psychologist, and other professionals as appropriate. If applicable, this assessment would include a psychiatrist from Student Health Services and a psychologist from the Student Counseling Center.
- The student may provide information from other medical professionals as part of the assessment.
- If a student elects not to participate in this assessment, the process will continue with the information that is otherwise available to consider.
- The assessment will determine:
- The nature, duration, and severity of the risk;
- The probability that the potentially threatening injury will actually occur; and
- Whether reasonable modifications of policies, practices, or procedures will sufficiently mitigate the risk.
- Involuntary Withdrawal Committee
- The assessment report will be forwarded to the Involuntary Withdrawal Committee for review.
- The Involuntary Withdrawal Committee is comprised of the following voting members: the student’s Associate Academic Dean, Director of the Student Counseling Center, Medical Director of Student Health Services, Director of Student Disability Services, and Dean of Students. If the student resides in campus housing, the Director of Student Housing will also serve as a voting member of the committee. The Dean of Students will chair the committee. A non-voting resource person may be assigned from the Vice Provost for Undergraduate Education and Student Affairs to present information and assist the committee. The Involuntary University Withdrawal Committee will meet with the student in an informal, non-adversarial hearing to review the information collected throughout the process, and discuss the assessment with the student. The student will be permitted an opportunity to address the evidence being considered by the Involuntary Withdrawal Committee.
- The hearing will be scheduled by the Dean of Students within five (5) University working days of the completion of the individualized assessment. The student will be provided the information to be considered at the hearing by the Dean of Students in advance of the hearing. The student may elect to attend the Involuntary Withdrawal Committee hearing and present information on his or her behalf. The student may be accompanied by one or more advisors. A non-voting resource person will present information and act as a recorder for the committee. When deliberating a decision, the Involuntary Withdrawal Committee will meet in closed session with only voting members and the resource person present.
- Following the hearing, the Involuntary Withdrawal Committee will recommend one of
- the student may remain enrolled at the University with no restrictions;
- the student may remain enrolled at the University subject to specific conditions and/or restrictions as defined by the Involuntary Withdrawal Committee; or
- the student should be involuntarily withdrawn from the University upon a specific date.
- Review of Committee Recommendation
- The Dean of Students will notify the student in writing of the decision within five University working days.
- Appeals Process
- The student may appeal the decision of the Dean of Students by submitting a written appeal to the Assistant Vice Provost for Student Affairs within five (5) University working days. The student will be notified in writing of the final decision within five (5) University working days of receipt of the appeal.
- Final Decision
- Upon completion of the appeal process or with no receipt of an appeal, the student who is involuntarily withdrawn may not attend class or use University facilities, must vacate University housing within 48 hours and may not return to campus unless approved by the Vice Provost, Undergraduate Education and Student Affairs. Referrals will be made for the student upon request to appropriate community resources, i.e. medical care and housing. The student may be entitled to refunds of prorated tuition, fees, and room and board charges as a result of involuntary withdrawal. A registration hold will be placed on the student’s record at the direction of the Dean of Students, limiting any subsequent registration until approval is given by the Dean of Students.
- Eligibility for Readmission
- Students are eligible for consideration of readmission following an involuntary withdrawal after one calendar year. At that time, the student should present documentation to the Dean of Students for review. Documentation may include, but it is not limited to, current psychological evaluation, demonstration of ongoing medical care, and a plan for care upon reenrollment. The documentation shall be presented to the Involuntary Withdrawal Committee for recommendation to the Dean of Students. Readmission requests and documentation must be presented by February 1 for summer enrollment, May 1 for fall enrollment, and October 1 for spring enrollment. Readmission will be contingent upon demonstration or documentation that the student is no longer a direct threat, and upon meeting admission deadlines and requirements.
Office of the Dean of Students
Address:Suite 201 AA, Student Union Building