Hamline University Policies

Use this site to search for university-level policies as they apply to students, faculty, staff, and visitors, all of whom are expected to abide by them at all times. While policies cannot address every situation that may arise, it is important for all to exercise common sense and good judgment, and to ask questions if any policy or practice is unclear. Every effort has been made to include all university-level policies on this page. If you have questions, comments, or concerns, please email policies@hamline.edu for assistance.

Nothing in any Hamline policy is intended to create or imply a contract or promise regarding how Hamline will deal with a particular situation. Hamline reserves the right to modify, suspend or revoke any policy, with or without prior notice, and retains the sole and complete discretion to interpret and apply its policies. Hamline also may choose not to apply a policy in certain circumstances, if it determines a different course of action is more appropriate in that circumstance.




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Name Categories Description
Academic Calendar (Bulletin 17-18)Undergraduate StudentsThe Academic Calendar can be found at: www.hamline.edu/academiccalendar. Please note that this calendar is subject to change.
Academic Honor Code: Graduate Students (Bulletin 17-18)StudentsEvery member of the Hamline University community—students, faculty, administrators, and staff—is responsible for upholding the highest standards of academic integrity at all times. The assumption that academic work is an honest reflection of one’s knowledge and skills is fundamental to the integrity of Hamline University and to the value of a Hamline diploma. If students at an institution of higher education develop a reputation for receiving grades based on honest work, then the GPAs and academic degrees held by all students from that institution are valued more highly. The faculty subscribes to standards of academic honesty in its research and teaching. Every person in the University is responsible for adhering to the principles of the Academic Honor Code (Code).
Academic Honor Code: Undergraduate (Bulletin 17-18)Undergraduate StudentsEvery member of the Hamline University community—students, faculty, administrators, and staff—is responsible for upholding the highest standards of academic integrity at all times. The assumption that academic work is an honest reflection of one’s knowledge and skills is fundamental to the integrity of Hamline University and to the value of a Hamline diploma. If students at an institution of higher education develop a reputation for receiving grades based on honest work, GPAs and academic degrees held by all students from that institution are valued more highly. The faculty subscribe to standards of academic honesty in their research and teaching. Every person in the University is responsible for adhering to the principles of the Academic Honor Code.
Academic Load: Graduate Students (Bulletin 17-18)Graduate StudentsFor all graduate programs students must be enrolled in at least 4 credits to be considered half-time, 8 credits to be considered full-time
Academic Load: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsThe typical program of study consists of 32 credits distributed annually over fall, winter, and spring terms.
Academic Probation and Suspension (Bulletin 17-18)Undergraduate StudentsAcademic probation is intended as a means to identify, notify, and extend help to students who seem for whatever reason to be jeopardizing the possibility of their eventual graduation.
Academic Progress for Graduate Students (Bulletin 17-18)Graduate StudentsStudents must make satisfactory progress toward completion of their degree or license.
Academic Standards and PoliciesGraduate Students, Undergraduate StudentsAcademic standards and policies can be found in two annually-updated bulletins, one for undergraduate and one for graduate students.
Accommodations for Faculty, Staff, or Visitors with DisabilitiesFaculty, Staff, VisitorsHamline University is committed to providing reasonable accommodations to qualified individuals with known disabilities to enable them to participate in the employment application process, perform the essential functions of the position held or desired, or enjoy the benefits and privileges of employment as are enjoyed by employees without disabilities.
Accommodations for Students with DisabilitiesGraduate Students, Residential Students, Undergraduate StudentsHamline University is committed to ensuring all qualified students equal access to academic and extracurricular activities.
Alcohol and Illegal Drug Use by StudentsStudentsHamline University is concerned with preventing the use of illegal drugs and the abuse of alcohol on campus and in connection with activities sponsored by or affiliated with a Hamline University program, class or organization. Hamline also has an interest in educating students regarding the physical and psychological hazards of the use of illegal drugs and alcohol abuse, and increasing student sensitivity to the ways in which substance abuse interferes with the rights and privileges of others.
Alcohol at EventsFaculty, Staff, Students, VisitorsThis policy covers alcohol service at events held on Hamline University premises.
Alterations, Cleanliness Expectations, Damages to Residential FacilitiesStudentsStudents must maintain the housing unit in a clean and orderly condition.
Amnesty for Student Drug/Alcohol ViolationsStudents, VisitorsHamline University is concerned with preventing the use of illegal drugs and the abuse of alcohol on campus and in connection with activities sponsored by or affiliated with a Hamline University program, class or organization. Hamline also has an interest in educating students regarding the physical and psychological hazards of the use of illegal drugs and alcohol abuse, and increasing student sensitivity to the ways in which substance abuse interferes with the rights and privileges of others.
Anderson Center Study Room UseFaculty, Staff, StudentsThis policy covers the use of the two study rooms located on the first floor in the Anderson Center.
Asset DisposalFaculty, StaffTo promote consistency and ensure proper control, a formal procedure has been developed for the disposition of surplus or obsolete assets (including equipment, supplies, scrap materials, etc.).
Bandwidth Use and Copyright InfringementFaculty, Staff, Students, VisitorsTo ensure adequate network performance across the Hamline campus, all users are required to follow computer-use guidelines.
Banner Student Worker PasswordStaff, StudentsAll students, including student workers, accessing the Banner system must have their own Banner access account and password.
Bereavement LeaveStaffKnowing that the death of a family member can be a very difficult and emotional time, Hamline University is committed to providing eligible employees time off to travel to and attend certain memorial and/or funeral services.
Bicycle Storage and ParkingFaculty, Staff, Students, VisitorsHamline University provides racks for securing bicycles and maintaining grounds safety.
Bishop Advertising/DressingFaculty, Staff, Students, VisitorsThe following policy covers using the Bishop statue to advertise for Campus Events.
Blackboard Learning Management System UseFaculty, Staff, Students, VisitorsAppropriate use of administrative remote access software at Hamline University, to be used by the Hamline ITS department in conjunction with all Hamline computer users.
Bone Marrow Donation LeaveStaffHamline University will provide paid leaves of absence to eligible staff employees who undergo medical procedures to donate bone marrow.
Building Closings and AccessFaculty, Staff, Students, VisitorsIn the event of campus closure due to unsafe weather conditions, specific buildings will be closed and locked and persons without exterior access will be asked to vacate. A small selection of buildings/offices will remain open regardless of weather.
Building Temperature Faculty, Staff, Students, VisitorsFacilities Services has adopted specific building temperature policies in order to optimize resource efficiency, standardize the use of space heaters and air conditioners, and maintain employee and student comfort.
Capital Asset PurchasesFaculty, Staff, StudentsThis policy provides a basis for the Accounting Office in the processing of capital purchases and the appropriate tracking and recording of capital assets in accordance with Generally Accepted Accounting Principles (GAAP). All employees have an obligation to act responsibly in connection with University funds and assets and to act only within the parameters of their fiscal authority. Each school and administrative unit purchasing capital assets must ensure that the following policy is implemented and basic internal control procedures are adhered to.
Cash AdvancesFaculty, Staff, Students, VisitorsThe University will not provide a cash advance (except in rare circumstances). The convenience and flexibility that the US Bank Visa Procurement Card provides has all but eliminated this need.
Cash and Check HandlingFaculty, Staff, StudentsEstablishes cash control guidelines with a special emphasis on handling cash and checks related to events that happen at night and on the weekends.
Chalk Use (Chalking)Faculty, Staff, Students, VisitorsChalk use on approved outdoor surfaces is permitted to accommodate the free exchange of ideas and the promotion of campus programs or events while balancing the needs of the campus to care for the facilities and grounds throughout the academic year.
Charging of Costs to Federal AwardsFaculty, StaffOnly costs that are reasonable, allowable and allocable to a Federal award shall be charged to that award directly or indirectly. All unallowable costs shall be appropriately segregated from allowable costs in the general ledger in order to assure that unallowable costs are not charged to Federal awards. All employees have an obligation to act responsibly in connection with University funds and assets and to act only within the parameters of their fiscal authority.
Class Attendance and Assignments: Graduate Students (Bulletin 17-18)Graduate StudentsOverview of policies related to attendance and assignments for graduate students
Class Attendance and Assignments: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsStudents are expected to attend all course meetings and to turn in all course work as assigned.
Class Cancellation: Graduate (Bulletin 17-18)Graduate StudentsIn the unlikely event that course enrollment does not reach the minimum, the course will be canceled.
Class Cancellation: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsIn the unlikely event that course enrollment does not reach the minimum, the course will be canceled.
Classification for Full-time and Part-time Student Status (Bulletin 17-18)StudentsFull-time status for Hamline undergraduate students is defined as a minimum of 12 semester credits per fall or spring term; half-time status is defined as a minimum of 6 semester credits per term.
Classroom and Space Reservations: Scheduling BlackoutsFaculty, Staff, Students, VisitorsLarge event spaces and classrooms are blocked out ahead of time to mitigate scheduling conflicts.
Conduct Code: ACTC CampusesUndergraduate StudentsACTC undergraduate students visiting and/or taking classes at any of the five institutions are expected to observe the policies of that campus.
Conduct Code: All StudentsGraduate Students, Residential Students, Undergraduate StudentsPrinciples of community have been developed to govern the conduct of undergraduate and graduate students as members of the Hamline University community. This includes all students who attend face-to-face, hybrid, or fully-online classes at Hamline University.The Student Conduct Code is a statement of minimal expectations and seeks to foster a commitment to the highest standards of ethical behavior.
Conduct Code: Student AthletesStudentsThe Department of Athletics holds high expectations for how student-athletes live and interact with one another in both the campus and local community. Because student-athletes voluntarily choose to be a part of the athletic department, student-athletes also acknowledge and accept being held accountable for their actions. Student-athletes are required to know and abide by all federal, state, local laws; University policies, and the Student-Athlete code of conduct.
Conflict of Interest and Disclosure of Certain InterestsStaffHamline University’s Conflict of Interest policy applies to Trustees and Key Employees regarding their obligation to disclose any potential conflicts of interest related to contracts or transactions (“Transactions”) involving the University.
Cooking and Appliance Restrictions in Residential FacilitiesStudentsCooking is allowed only in kitchen areas in each residence hall or in the kitchens of the apartments and the Residential Life Houses. Use of appliances is restricted to those appliances approved under this policy.
Course Add, Drop, and Withdrawal: Graduate Students (Bulletin 17-18)Graduate StudentsThe deadlines for adding and dropping courses are listed on the annual academic calendar at www.hamline.edu/academiccalendar.
Course Add, Drop, and Withdrawal: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsStudents who no longer wish to attend a course for which they are registered have the option to drop or withdraw from the class.
Course Evaluation: Graduate Students (Bulletin 17-18)Graduate StudentsStudents are expected to evaluate their current courses and quality of instruction at the conclusion of every course.
Course Evaluation: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsAll students are expected to participate in the online course evaluation process that the College of Liberal Arts, School of Business, and School of Education administer.
Course Numbers and Course Types (Bulletin 17-18)Undergraduate StudentsThe first digit of each course number indicates the course level.
Course Prerequisites and Schedules: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsMany courses require previous coursework (e.g. MATH 3560, Modern Geometry, has a prerequisite of MATH 1180, Calculus II).
Coursework Taken at Other Institutions: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsA student registered at Hamline in a degree program should consult his or her advisor or the Registration and Records office before enrolling for academic work at another institution.
Credit Card Payments via Mobile DevicesFaculty, Staff, StudentsMobile devices are available for use at admission, donor and other events throughout the year but are not for routine business use and never for contributions or student account payments.
Credit Value: Graduate Students (Bulletin 17-18)Graduate StudentsHamline University uses the definition of a credit hour as recommended by the US Department of Education
Credit Value: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsHamline University uses the definition of a credit hour as recommended by the US Department of Education
Dean’s List: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsThe Dean’s List policy in this Undergraduate Bulletin applies to all students regardless of matriculation term.
Death or Serious Injury of Faculty, Staff, or Students (Procedures for Response)Faculty, Staff, StudentsProcedures for response to death or serious injury of faculty, staff, or students
Delegation of AuthorityFaculty, StaffOnly identified employees are authorized to review and approve contracts and grants, to purchase goods and services on behalf of the University, and to engage legal counsel.
Department Conference Room SchedulingFaculty, Staff, StudentsDefines and identifies the use of “department” conference rooms and how they are scheduled.
Developing and Implementing PoliciesFaculty, StaffHamline University is committed to the development and implementation of policies that are consistent and that have been approved at an appropriate level within the University.
Diversity CommitmentFaculty, Staff, StudentsHamline University commits itself to inviting, supporting and affirming cultural diversity on the campus. All university programs and practices, academic and co-curricular, shall be designed to create a learning environment in which cultural differences are valued.
Drone, UAS, Model AircraftFaculty, Staff, Students, VisitorsThe operation of unmanned aircraft systems (UAS) including drones and model aircraft is prohibited on Hamline University property and at University-sponsored events.
Drug Free Workplace Faculty, StaffHamline University is committed to promoting an environment that rejects substance abuse as an acceptable lifestyle, to helping individuals obtain help for substance abuse problems, and to encouraging individuals to make health decisions about alcohol and other drugs.
Dunk TankFaculty, Staff, Students, VisitorsHamline University prohibits the use of Dunk Tanks at university sponsored events and at third party special events held on hamline university premises.
Effort Certification Faculty, StaffHamline University requires that effort certification be completed by all employees with time charged to University restricted funds (21xxx) at least once per academic term in order to comply with requirements imposed by Federal, State and other funding agencies.
Electric and Gas Cart UseFaculty, Staff, Students, VisitorsEstablishes proper safety procedures and consistent practices, as well as promotes and provides a safe environment for electric/gas cart usage. This policy provides guidelines for the use of electric or gas-powered carts and/or similar utility type vehicles (carts) that are not considered street-legal on the campus of Hamline University.
Email and Official University Communication: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsAll degree-seeking students are required to use their official Hamline email (Google) accounts and are responsible for attending to any message sent to their Hamline account. Many official university communications are sent only via email such as issues related to registration, finances, graduation, and important deadlines. In addition, many instructors require the use of email in their classes. Student email accounts are generated when students register for classes for the first time. For more information see www.hamline.edu/email.
Email Use by EmployeesFaculty, StaffAll Hamline employees must use their Hamline-provided Google Apps for Education email account (“Gmail account”) for all Hamline-related correspondence and communication.
Employee & Student Recognition (Awards/Gifts/Prizes)Faculty, Staff, StudentsHamline University funds may be used to purchase awards/gifts/prizes for eligible employees and student workers only under specified guidelines.
Facilities Use FeeFaculty, Staff, Students, VisitorsTo establish a consistent approach to charging fees for the use of Hamline University facilities.
Family and Medical Leave (FMLA)Faculty, StaffEligible employees, as defined further in this policy, may be eligible to take up to 12 weeks (or 26 weeks, if leave is taken to provide care for a qualifying family member injured during active military service) of unpaid, job-protected family and medical leave during a 12-month period.
Family Educational Rights and Privacy Act of 1974 (FERPA)Faculty, Graduate Students, Staff, Undergraduate StudentsThe Family Educational Rights and Privacy Act of 1974 (FERPA), as amended, affords students certain rights in regard to their education records, including the right to inspect, review, withhold disclosure of and request an amendment to directory information. The act also governs release of student information and retention of records.
Final Examinations: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsFinal examinations are held at the end of each term according to a schedule established by the Registration and Records office.
Financial Aid Consequences for Drug Conviction Graduate Students, Residential Students, Undergraduate StudentsA federal or state drug conviction can disqualify a student for Title IV (federal) aid funds. A student can regain eligibility after meeting one of several conditions.
Financial Aid: Satisfactory Academic Process for Graduate and Professional StudentsGraduate StudentsFinancial aid eligibility is based on Satisfactory Academic Progress (SAP) standards that Hamline University Office of Financial Aid is required by the U. S. Department of Education to establish, publish, and apply.
Financial Aid: Satisfactory Academic Progress for Undergraduate StudentsUndergraduate StudentsFinancial aid eligibility is based on satisfactory academic progress (SAP) standards that Hamline University's financial aid office is required by the U. S. Department of Education to establish, publish, and apply.
Financial Hold: Graduate Students (Bulletin 17-18)Graduate StudentsStudents who have a past due balance on their Hamline University student account will be placed on financial hold.
Financial Hold: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsStudents who have a past due balance on their Hamline University student account will be placed on financial hold.
Financial Policies and ProceduresStudentsA comprehensive overview of financial policies for all students.
Firearms and Weapons Faculty, Staff, Students, VisitorsHamline University maintains a strict policy prohibiting weapons in the University community, including legal and authorized weapons.
Fixed Assets and Capital Construction ProjectsFaculty, StaffHamline University has a $2,500 threshold on capital purchases. All purchases must meet the definition of a capital asset and have an approved budget and appropriate authorization prior to purchase.
Food Sales On CampusFaculty, Staff, Students, VisitorsThe following provides guidelines for occasional food sales, for example, bake sales used for fundraising purposes.
Food Served on Campus Not Provided by ARAMARKFaculty, Staff, Students, VisitorsFood that is purchased, served, and/or stored at events on campus that do not use catering services through ARAMARK are governed by this policy.
Four-Year Assurance of Graduation: Undergraduate (Bulletin 17-18)Undergraduate StudentsFirst-year students at Hamline University may enter into a partnership with the institution to ensure completion of their bachelor’s degree within four years.
Freedom of Expression and Interest Graduate Students, Residential Students, Undergraduate StudentsHamline students and student organizations are free to examine and discuss all questions of interest to them and to express opinions publicly and privately.
Fundraising Activities (Incl Raffles) Related to Operating & Restricted Funds Faculty, Staff, StudentsAll fundraising activities should be planned in conjunction with the Office of Institutional Advancement (OIA) (either the VP or AVP) for appropriate receipting and the Controller in Accounting for guidance on appropriate recording and handling of payments.
Gift Cards and Cash GiftsFaculty, Staff, Students, VisitorsUniversity funds may not be used to purchase gift cards or to provide cash for any reason.
Google Apps: Google Groups Faculty, Staff, Students, VisitorsITS has adopted the following policy to establish the approach Hamline University will use in the administration and management of Google Groups and to establish the appropriate use of Google Groups by the Hamline user community.
Google Apps: Google Sites Faculty, Staff, Students, VisitorsITS has adopted the following policy to establish the approach Hamline University will use in the administration and management of Google Sites and to establish the appropriate use of Google Sites by the Hamline user community.
Google Apps: Terms of Service for Education UseFaculty, Staff, Students, VisitorsThis policy describes Hamline University's terms of service for the use of the Google Apps for Education services. Hamline provides email services to support the educational, administrative and alumni activities of the University, and to serve as a means of official communication by and between users and Hamline. All members of the Hamline community now have their Hamline.edu mail accounts remotely hosted by Google. The purpose of these terms of service is to make the University community aware of certain obligations when utilizing the Google Apps for Education services.
Grade Change and Appeal: Graduate Students (Bulletin 17-18)Graduate StudentsStudents may request of their instructors course grade changes and appeals
Grade Change and Appeal: Undergraduate (Bulletin 17-18)Undergraduate StudentsStudents may request of their instructors course grade changes and appeals
Grading Information: Graduate (Bulletin 17-18)Graduate StudentsAll grades appear on students’ official transcripts, but only letter grades are calculated into the GPA.
Grading Information: Undergraduate (Bulletin 17-18)Undergraduate StudentsGrades must be a C- or higher to apply to major, minor, or certificate requirements.
Graduation Application: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsTo satisfy the student responsibilities outlined in the Hamline Four-Year Assurance of Graduation partnership, students must apply to graduate by the end of their junior year.
Graduation, Commencement, and Diplomas: Graduate Students (Bulletin 17-18)Graduate StudentsAlthough the words are often interchanged, “graduation” and “commencement” have different meanings. Graduation occurs when a student has fulfilled all degree requirements. A student may graduate at any point during the academic year, as long as all degree requirements are met. The degree conferral date is the date when final requirements are met or the end of term.
Graduation, Commencement, and Diplomas: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsAlthough the words are often interchanged, “graduation” and “commencement” have different meanings. Graduation occurs when a student has fulfilled all degree requirements. A student may graduate at any point during the academic year, as long as all degree requirements are met. The degree conferral date is the date when final requirements are met or the end of term.
Grant Procurement StandardsFaculty, StaffThere are specific guidelines for making grant-related purchases. Additionally, federal awards have more stringent guidelines as spelled out in the Uniform Guidance 2 CFR 200. This policy will take effect on July 1, 2018 in accordance with 2 CFR 200.317-326
Grievance Procedures for StudentsGraduate Students, Residential Students, Undergraduate StudentsThe following procedures cover action by Hamline staff/faculty or misapplication of university policies, which adversely affects students.
Grill Use on CampusFaculty, Staff, Students, VisitorsTo establish policy and guidelines for safe use and storage of grills on campus.
Guests and Accompanied VisitorsUndergraduate Students, VisitorsHamline University's residential life office has specific policies for hosted guests and overnight visitors to the residence halls.
Harassment and Sexual Misconduct: Procedures for Addressing Complaints Against StudentsFaculty, Staff, Students, VisitorsView a list of procedures for addressing harassment and/or sexual misconduct complaints against students.
Hate Incident and Crime ProtocolFaculty, StaffAny act that has the purpose or effect of unreasonably or substantially interfering with an individual's safety and security by creating an intimidating, hostile, or offensive educational or working environment will not be permitted. Hamline strives to maintain a respectful environment free from all forms of harassment, hostility, and violence.
Hazing Graduate Students, Residential Students, Undergraduate StudentsHamline University does not allow hazing by any individual or group.
Health Insurance for StudentsGraduate Students, Residential Students, Undergraduate StudentsAll Hamline University undergraduate are required to have sickness and accident insurance.
Holiday and After-Hours Support - ITS DepartmentStaffITS has adopted the following policy to outline the responsibilities of supervisors in relation to the use of Hamline-Provided or Hamline-Enabled devices.
Holiday LeaveFaculty, StaffHamline University designates official holidays (“Official Hamline Holidays”) for each fiscal-year, during which offices are closed unless otherwise specified, all classes are suspended, and most major events and athletic activities will not be held.
HonorariaFaculty, StaffTo ensure proper compliance with Internal Revenue Service regulations, immigration regulations, and generally accepted accounting principles, the university has established policy and guidelines for payments made to non-Hamline employees for services provided to the University through an honorarium.
Honors at Graduation: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsGraduation Honors indicate academic excellence achieved at Hamline in the University Honors Program, a student's cumulative GPA, or Departmental Honors programs.
HoverboardFaculty, Staff, StudentsHoverboards are not be permitted on campus grounds or buildings, including residential locations. Similar motorized or mechanized self-balancing devices are also prohibited.
Identity Theft PreventionFaculty, Staff, StudentsThe FTC issued the Red Flags Rule under sections 114 and 315 of the Fair and Accurate Credit Transactions Act (FACT Act), which amended the Fair Credit Reporting Act (FCRA). The rule requires "financial institutions" and "creditors" that hold "covered accounts" to develop and implement a written identity theft prevention program for new and existing accounts. While aimed primarily at financial institutions, parts of the rule cover many colleges and universities and the FTC has stated that nonprofit and government entities can be subject to parts of the rule. To comply with the Red Flags Rule, Hamline University (“HU”) developed this Identity Theft Prevention Program (“Program”).
Immunization for StudentsGraduate Students, Residential Students, Undergraduate StudentsStudents who do not comply with Minnesota immunization requirements will have a hold placed on their account, and they will not be allowed to register for a second term.
Independent Contractor RetentionFaculty, StaffHamline University is committed to proper classification and payment of individuals who perform work for the University and the appropriate designation of workers who are acting as individual contractors.
International Activities Reporting (Schedule F 990 Tax Return) Faculty, StaffEstablished process for reporting activities outside of the US (international activities) by region as defined by the IRS on Schedule F of the 990 Federal Income Tax Return.
ITS Technology Equipment LoanFaculty, Staff, Students, VisitorsITS has adopted the following policy to establish the parameters under which technological equipment will be loaned to Hamline employees and/or students by Hamline ITS, and under which Hamline users may borrow and use said equipment.
Jury Duty and Witness Leave Faculty, StaffHamline University recognizes the importance of civic activities such as serving as a juror or witness when called to do so and enables its employees to take time off for these activities in accordance with applicable law.
Lactation and Pregnancy AccommodationFaculty, StaffHamline University provides reasonable break time to accommodate the expression of breast milk, offers reasonable accommodation for employees with health conditions related to pregnancy and childbirth, and forbids retaliation against an employee who requests an accommodation pursuant to this policy.
Meal and Break PeriodsStaffHamline University provides its non-exempt, non-union staff employees with breaks for meals and rest periods throughout the day in accordance with applicable state and federal law. Department leaders are responsible for scheduling breaks and meal periods, and eligible employees are responsible for taking the appropriate breaks and meal periods as scheduled. This applies to student employees as well as they are non-exempt.
Medical RecordsFaculty, Staff, VisitorsHamline University is committed to protecting the confidentiality of medical records as required by federal and State of Minnesota laws and regulations.
Military (USERRA) and Civil Air Patrol LeaveFaculty, StaffHamline University complies with the Uniformed Services Employment and Reemployment Rights Act (USERRA) and all other federal and state laws governing leave for qualified military purposes. The University is committed to honoring such leaves requested by eligible employees in accordance with applicable laws.
Military Leave: Graduate (Bulletin 17-18)Graduate StudentsIf an enrolled student is called to active duty, s/he should follow the standard procedures for taking a leave of absence from Hamline University.
Military Leave: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsIf an enrolled student is called to active duty, s/he should follow the standard procedures for taking a leave of absence from Hamline University.
Minors on CampusFaculty, Staff, Students, VisitorsHamline University is committed to providing appropriate and consistent supervision of minors who are involved in Hamline University-sponsored Programs, Programs held at the University, and/or Programs housed in University Facilities. This policy does not apply to general public events where parents/guardians are invited/expected to provide supervision of minors, or to events where parents/guardians are explicitly required to accompany their children.
Missing Students -- For Students Living in University-Owned HousingStudents Procedures for the University’s response to reports of a missing student, as required by the Higher Education Opportunity Act of 2008. This policy applies to students who reside in University operated residence halls, apartment building and houses.
Name and Gender Changes: Graduate (Bulletin 17-18)Graduate StudentsAll official name or gender change requests for current and former students must be made to Registration and Records (East Hall 113).
Name and Gender Changes: Undergraduate (Bulletin 17-18)Undergraduate StudentsAll official name and/or gender change requests for current and former students must be made to Registration and Records.
Network Connection: Student UseStudentsThe following policy outlines the guidelines for student use of Hamline University's network and the support limitation provided to student for resolving network connection.
Non-Discrimination NoticeFaculty, Graduate Students, Residential Students, Staff, Undergraduate Students, VisitorsHamline University does not and will not tolerate discrimination, harassment, or retaliation based on race; color; religion; creed; sex; sexual orientation; gender expression; gender identity; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local commission; disability; age; or protected veteran status in its employment or educational opportunities.
Non-Discrimination, Harassment, and Retaliation Based on Protected Class StatusFaculty, StaffHamline University will not tolerate discrimination, harassment, or retaliation based on race; color; religion; creed; sex; sexual orientation; gender expression; gender identity; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local commission; disability; age; or protected veteran status in its employment or educational opportunities.
Non-Resident Alien PaymentsFaculty, Staff, StudentsThe University may in the normal course of business operations be required to make payments or reimbursements to individuals who are not residents or citizens of the United States (non-resident aliens). All payments are subject to the requirements of both United States Immigration and tax law. This policy applies to all payments, including honoraria made to individuals who are not residents or citizens of the United States.
Non-Resident Entertainment TaxFaculty, Staff, StudentsThe state of Minnesota Department of Revenue requires that when entertainers who are residents of other states are paid to perform in Minnesota, the regular state income tax does not apply. Instead, their earnings are subject to the Nonresident Entertainer Tax. The tax is 2% of the *gross compensation received by a nonresident entertainer or "entertainment entity," as defined below. It does not apply to residents of states where Minnesota has reciprocity agreements (currently Michigan and North Dakota).
Online Courses: State Eligibility and Complaint Process (Bulletin 17-18)Graduate StudentsHamline University, like all higher education institutions, is required to obtain authorization from individual states to enroll students residing outside of Minnesota. If you have a question, concern, or complaint about your online education experience at Hamline, please review our complaint process.
Overtime Pay StaffHamline University is committed to complying with all applicable wage and hour laws and regulations and to paying employees for all hours they work. Non-exempt employees may be required to work overtime as necessary. If a non-exempt employee works more than forty (40) hours in a workweek, the employee will be paid in accordance with applicable state and federal law.
ParkingFaculty, Staff, Students, VisitorsThe following policies and procedures have been established to maximize the use of parking facilities for the entire university community and minimize any adverse impact of university parking on our neighbors.
Passphrase (User)Faculty, Staff, Students, VisitorsITS has adopted the following policy to outline the standards for passphrase creation and utilization in Hamline systems, including those that are centrally authenticated (LDAP/AD) and those that are not (e.g., Banner, Sidearm, Selerix). These terms additionally apply, where accommodated, for access of external, non-Hamline systems when conducting business on Hamline’s behalf.
Payments and Billing for GrantsFaculty, StaffIn accordance with 2 CFR §200.305, Hamline University maintains written payment and billing procedures records. This applies to the preparation and submission of billings to Federal awarding agencies under awards made by Hamline University.
Petition for Exception to an Academic Policy: Undergraduate (Bulletin 17-18)Undergraduate StudentsStudents may request an exception to academic policy by submitting a petition to the Undergraduate Curriculum Committee.
Pets in University HousingStudentsThis policy standardizes the University's position on the management of pets in Hamline University student housing.
Petty CashFaculty, Staff, StudentsUse of consistent standards and effective procedures ensure the number of petty cash payments are kept to a minimum.
Piperline: Undergraduate (Bulletin 17-18)Undergraduate StudentsAll Hamline University students are expected to access the university’s secured website (Piperline)
PiperXpress HC CodesStaffITS has adopted the following policy to establish the requirement that employees who order bulk mail projects through outside print vendors that are posted offsite from Hamline, must request an HC code to accurately track postage back to the correct departmental budgets and provide it to said print vendor. The HC code, or Hamline Code, is a randomly generated number invented to track these postage costs. USPS does not provide information about what bulk postage projects are charged to our account, only the cost and amount that was processed on each date.
Political Activity, Candidate or Campaign InteractionsFaculty, Staff, StudentsThis policy provides guidance for the Hamline University community, including faculty, staff, students, and student organizations, regarding interactions with political campaigns and candidates, as well as other political activities conducted on campus.
Posting and CanvassingFaculty, Staff, StudentsOut of consideration for the right of free expression, the rights of viewers, civility, tolerance, and respect, the following guidelines are to be followed when posting or displaying notices or information or when canvassing on the Hamline University campus.
Pot Luck GuidelinesFaculty, Staff, StudentsConsistency and best practices for holding potluck events on the Hamline University premises.
Preferred Vendor List for Graphic Design & Printing ServicesFaculty, StaffThe Preferred Vendor List for Graphic Design and Printing Services is designed to offer the university's collective business to a limited pool of vendors in order to achieve lower costs, greater efficiency, and higher quality. Since then, a committee comprised of representatives from all areas of the university and led by Marketing and Creative Services meets annually to select the group of printers and freelance graphic designers that the university will work with that fiscal year.
Prepaid Expense GuidelinesFaculty, StaffClear guidelines have been established regarding prepaid expenses, non-financial assets which result when payments are made in advance of the receipt of goods or services. All employees have an obligation to act responsibly in connection with University funds and assets and to act only within the parameters of their fiscal authority.
Priority Space ReservationFaculty, Staff, Students, VisitorsThis system prioritizes the scheduling of large capacity locations, university-wide events, and student learning/activity spaces on campus. Space reservation conflicts will be resolved using pre-determined tiers of priority.
PurchasingFaculty, Staff, StudentsThe purchasing function involves the acquisition of good and services that meet the University needs at the lowest possible cost consistent with the quality needed for the proper operation of the various departments. This Purchasing Policy provides a basis for the acquisition function which is necessary to support the mission, goals and objectives of Hamline University.
Purchasing: Due Diligence and RFP GuidelinesFaculty, StaffThe Due Diligence and Request for Proposal (RFP) process is used to purchase complex products and/or services when price is not the only factor to be considered in the evaluation criteria. The RFP process involves writing a RFP document which clearly outlines everything a potential supplier would need to know to respond with a viable proposal.
Quiet Hours in Residential FacilitiesStudentsQuiet hours begin at 10 p.m. on Sundays through Thursdays and at midnight on Fridays and Saturdays. Quiet hours end at 9 a.m. each day.
Religious Holiday Observance StudentsHamline University is committed to serving a student body which embraces many different religious faiths and practices, and makes allowances for such difference in setting attendance policies regarding the observance of religious holidays.
Remote Access SoftwareFaculty, Staff, Students, VisitorsITS has adopted the following policy to establish the appropriate use of administrative remote access software at Hamline University, to be used by the Hamline ITS department in conjunction with all computer users of Hamline University in providing support to them in response to their requests for assistance.
Residency Credit: Undergraduate (Bulletin 17-18)Undergraduate StudentsAll Hamline students are required to complete a minimum of 128 credits to graduate and obtain a minimum cumulative grade point average (GPA) of 2.0.
Residential Keys and Access CardsStudentsLost keys and access cards must be reported immediately. Keys may not be duplicated or loaned to other students
Residential Life Point SystemStudentsResidential Life room selection and community recognition operate under a point system.
Return of Financial AidUndergraduate StudentsThe policies for return of financial aid differ depending on if the funding is federal, state or institutional. See the federal (Title IV) refund policy below for the process of determining the withdrawal or leave date which also pertains to the State and Institutional refund policies.
Room Capacity for Residence Halls and ApartmentsResidential StudentsNo more than four times the official capacity of a room may be in a room at any given time (example: 12 people in a triple or three bedroom apartment) for socializing purposes. For single rooms and studios, a maximum of eight people are allowed in the room at the same time.
Sales and Use TaxFaculty, Staff, StudentsSales and use tax is a regulatory mandate from the Minnesota Department of Revenue and applies to sales and purchases made by Hamline University. A Certification of Exemption ST3 Form may be required when making purchases.
School Conference and Activities Leave Faculty, StaffHamline University allows eligible employees to take unpaid leave to attend school conferences or school-related activities under certain circumstances.
Service and Emotional Support AnimalsStudentsHamline University provides reasonable accommodation to individuals with disabilities who require an ESA. A service animal is not considered an accommodation and therefore does not require approval.
Sexual Misconduct Policy Prohibiting Sexual MisconductFaculty, Staff, Students, VisitorsHamline University does not tolerate sexual misconduct, including sexual assault, relationship violence, and stalking, and any related retaliation. Hamline University’s statement of policy prohibiting sexual misconduct and outlining resources to prevent and address instances of sexual misconduct is described below.
Smoking Faculty, Staff, Students, VisitorsHamline University is committed to protecting the health of all who study, work, and live here. It is the university’s policy, therefore, to prohibit smoking in any public building on campus and within 25 feet of any building.
Social Media Best PracticesFaculty, Staff, StudentsBecause social media is relatively new to many employees, here are some “best practice” guidelines to help you use these forums effectively, protect your personal and professional reputation, and follow university policies.
Staff Appointment as Academic InstructorsStaffHamline University may wish , from time to time, to appoint members of its non-faculty exempt staff as academic instructors, drawing on the special knowledge and expertise members of the staff possess. Non-exempt staff members are not eligible for academic instructor appointments.
Student Media BoardStudentsThe student press at Hamline University exists to give the students a vehicle for the broad expression of their views on matters of concern to them. In brief, it is a press governed by and for the students. It is free from censorship or advance approval of copy by the university or any part of it, and the editorial staff is free to develop its own editorial policy and provide such news coverage as it finds appropriate.
Student TravelUndergraduate StudentsHamline University seeks to balance encouragement of active learning opportunities off campus with a strong commitment to student safety.
Studio Art After-Hours AccessFaculty, StudentsClarifies consistent circumstances and procedures under which students will be permitted to occupy Taylor Studios and Sculpture Facilities.
Tabling -- Anderson CenterFaculty, Staff, Students, VisitorsReserving a table in the university center is governed by university policy and guidelines for use.
Technology Use PolicyFaculty, Staff, Students, VisitorsITS has adopted the following policy to convey the responsibilities pertaining to the use of technology on campus, to outline the appropriate use of technologies, to communicate security procedures and information, and to convey the ways in which Hamline University will enforce the policy.
TechSelect Mobile DeviceFaculty, StaffITS has adopted the following policy to establish the parameters of a technology acquisition program (TechSelect) that constitutes Hamline University’s official and required process of end-user technology hardware, device, and service acquisition and to stipulate the conditions under which Hamline-owned or personally-owned mobile devices may be used at Hamline University within the confines of said TechSelect program.
TechSelect Technology AcquisitionFaculty, StaffITS has adopted the following policy to establish (1) the appropriate means by which Hamline employees may acquire desktops, laptops, monitors, mobile computing devices, and related peripherals/accessories, and (2) establishes the employee responsibility inherent in taking possession of leased equipment.
Time Limits: Graduate (Bulletin 17-18)Graduate StudentsDegree programs are to be completed within seven years, except for the DPA which must be completed with ten; licensure program completion has no time limit.
Timekeeping / Prohibition of Off-the-Clock WorkStaffHamline University is committed to complying with all applicable wage and hour laws and regulations and to paying non-exempt staff for all hours worked.
Transcripts: Graduate Students (Bulletin 17-18)Graduate StudentsUnofficial transcripts and final grades are available for students to view on the university’s secure website, Piperline.
Transcripts: Undergraduate Students (Bulletin 17-18)Undergraduate StudentsUnofficial transcripts and final grades are available for students to view on the university’s secure website, Piperline.
Transfer Credit/Credit Equivalencies: Graduate (Bulletin 17-18)Graduate StudentsCredit may be transferred onto a student’s graduate degree transcript from Hamline’s Graduate Continuing Studies program and from other accredited institutions subject to certain limitations.
Trash Removal from Residence HallsResidential StudentsAll residential students are responsible for removing their trash from the residence hall to a designated dumpster outside.
Travel ExpensesFaculty, Staff, Students, VisitorsA traveler on Hamline University business is expected to exercise the same care in incurring expenses as a prudent person traveling for personal reasons. Travel expenses should be reasonable, necessary, and directly related to University business. The Travel Expense Reimbursement Form and associated receipts should be submitted to Accounts Payable at the conclusion of the travel for reimbursement.
Tuition and Fees: Graduate (Bulletin 17-18)Graduate StudentsThe Financial Policies and Procedures brochure contains current tuition and fee information.
University Authority and Civil PenaltiesStudentsHamline University’s policy regarding university authority and civil penalties.
Vacation Leave for Staff EmployeesStaffHamline University is committed to providing eligible staff employees paid time off from work as vacation leave.
Vehicle Use Faculty, Staff, Students, VisitorsAny Hamline-owned or -leased vehicle must be driven by an authorized driver. Personal use of such vehicles is prohibited. All drivers who submit their driving records and complete the required training as outlined below will be responsible for complying with the requirements.
Voting LeaveFaculty, StaffHamline University encourages its employees to vote in government elections and allows, as needed, time away from work to do so.
Wage DisclosureFaculty, StaffHamline University is committed to comply with all applicable law in regard to disclosure of an employee’s proprietary compensation information. The University does not prohibit any employee from disclosing their own wages, although no employee is required to disclose their wages. The University forbids any form of retaliation against an employee who discloses or discusses wages pursuant to this policy.
Weather ClosureFaculty, Staff, Students, VisitorsEmergency and CLOSING Protocol
Website Purpose, Ownership, and GuidelinesFaculty, Staff, Students, VisitorsHamline’s Offices of Information Technology Services (ITS), Marketing and Creative Services, and University Relations have adopted the following policy to establish the approach Hamline University will use in the administration and management of its official website and to establish the appropriate use of Hamline website by the Hamline user community.
WhistleblowerFaculty, Staff, Students, VisitorsIndividuals may report an allegation of misconduct existing within Hamline University anonymously and individuals making such complaints in good faith shall be free from retaliation for making the report. A toll-free number, provided by Campus Conduct Hotline, is available for anonymous reporting (1-866-943-5787).
Withdrawal or Leave of Absence: Graduate (Bulletin 17-18)Graduate StudentsStudents may request a leave of absence for academic, personal, or medical reasons. Requests for leaves of absence should be made to the Academic Advising office
Withdrawal or Leave of Absence: Undergraduate (Bulletin 17-18)Undergraduate StudentsStudents may request a leave of absence for academic, personal, or medical reasons. Requests for leaves of absence should be made to the Academic Advising office
Work from HomeStaffHamline University allows its staff employees to work from home under limited circumstances with prior approval.
Workers' CompensationFaculty, StaffThe University provides workers' compensation coverage at no cost to employees, which applies to any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment.