These are some University policies that guide the conduct of the student, faculty, and staff. Additional details can be found in the Student Handbook, Faculty Handbook, and Employee Handbook.
Family Educational Rights Privacy Act (FERPA)
The University collects a considerable amount of information about each student during the period of enrollment. Almost all this information is contained in educational records protected by the Family Educational Rights and Privacy Act (FERPA). FERPA applies to all schools that receive funds under an applicable program of the U.S. Department of Education.
Under FERPA, students have the right to review their educational records and to challenge content that is inaccurate or misleading. FERPA regulations also stipulate that the University cannot release a student’s educational records to anyone but the student without the student’s written consent, except to the extent that FERPA authorizes disclosure without consent.
FERPA permits University officials to disclose educational records and certain information to parents, or others, without consent of the student under certain circumstances:
- During a health or safety emergency to protect the student or other individuals;
- Any record to the parent when the student is a dependent for federal income tax purposes;
- Law enforcement unit records, including outside law enforcement authorities;
- Parental information when a student under 21 has violated any law or university policy; and, concerning the use or possession of alcohol or a controlled substance
University Privacy Notice - The University is committed to safeguarding the privacy of individuals who share personal data with it and has adopted a Privacy Notice that outlines HU’s collection, use, and disclosure of Information provided by prospective students, applicants, or third parties. A copy of the University’s Privacy Notice is available on its webpage at: http://harrisburgu.edu/lib/pdf/HU-Privacy-Notice-9-10-18.pdf
Directory Information - The University may disclose directory information about the student unless the student specifically informs the University in writing that this type of information should not be released. The University defines directory information to include:
- student’s name
- both permanent and temporary addresses
- email address
- telephone number(s)
- class year, program of study
- enrollment status
- dates of attendance
- degree(s) and/or awards received
- previous educational institution attended
- participation in officially recognized University activities
- eSports Statistics
For additional information on FERPA see https://www2.ed.gov/policy/gen/reg/ferpa/index.html
Campus Crime and Security Disclosure
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) requires the distribution of an annual security report on or before October 1 to all current faculty, staff, and students and notice of its availability to prospective students, faculty, and staff. The annual security report includes statistics for the previous three years concerning reported crimes as identified by the Clery Act that occurred on campus or property owned or controlled by the University, and on public property immediately adjacent to and accessible from the campus. The report also includes institutional policies concerning campus security, such as: crime prevention, the reporting of crimes, sexual harassment and assault, domestic violence, timely warnings, and other safety and security matters including public, private, and University resources that are available to the University community.
The University’s current Clery Report is available on its website at: http://harrisburgu.edu/lib/pdf/annual-security-report-clery-report.pdf
Electronic Mail Communication Policy
Policy Statement - Unless otherwise prohibited by law, the University may send official communications to faculty, staff and students by e-mail to an account assigned by the University with the full expectation that such e-mails will be read by the recipient on a frequent and consistent basis and in a timely fashion.
Reason for Policy - The University must be able to communicate quickly and efficiently with faculty, staff, and enrolled students in order to conduct official University business. E-mail is an available and appropriate medium for such communication. Official communications may include policy announcements, registration and billing information, regulatory compliance disclosures, emergency notifications, and other information of a critical or timely nature. Faculty, staff and students may not opt out from receiving official University e-mail communications.
Assignment of E-mail Accounts - Students and employees are assigned an account in the HarrisbugU.edu domain. The account is designated as the “[FiLastname@HarrisburgU.edu” or “[Student FiMiLastname]@My.HarrisburgU.edu” e-mail account. [The addressee protocol may vary slightly in the event of Initials/Name duplication]. The e-mail account is generated by the Office of Technology Services and may not be changed without University approval. University communications that are sent by e-mail will be sent to the University-supported e-mail account.
Responsibilities - Faculty, staff, and students are expected to review messages received through the University-supported e-mail account on a frequent and consistent basis. Communications may be time-critical. Individuals shall use the e-mail account for all University-related e-mail communications. Faculty shall use the University-supported account for e-mail communication with a student and, conversely, the student shall respond to faculty communications or requests using the University-supported e-mail account.
Forwarding of E-mail - An individual who chooses to forward e-mail received on a Harrisburg University e-mail account to a different e-mail address risks loss of data integrity. The University is not responsible for e-mail, including attachments, forwarded to any e-mail address not supported by the University.
Third-Party, Web-Based [Cloud] Computer Records Policy
Policy Statement - It is the policy of Harrisburg University of Science and Technology that any and all user-generated content developed during the use of third-party, web-based (referred to as “cloud-based”) technologies used in the classroom or coursework, which could include cloud-based instructional tools, cloud-based teaching and learning environments, and cloud-based server storage, is the property of the individual faculty, student, or staff who developed the content and that the University is not responsible, and shall be held harmless, for any theft, damage, manipulation or loss that may be incurred as a result of the failure by the third party to properly maintain or safeguard that content.
Reason for Policy - The University encourages and supports the use of new instructional tools and emerging technologies in open, digital teaching and learning environments. The use of web-based applications and cloud-based storage also bring new concerns about intellectual property and privacy. The Family Educational Rights and Privacy Act of 1974 (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is the federal law that protects the privacy of a student’s education records. Generally, any work related to a course or program of study created by the individual is considered a part of the “student’s education record.” Accordingly, any work related to a course or program of study should not include personally identifiable information of the individual. Examples of “personally identifiable information” are: an individual’s full name (if not common), Social Security number, date of birth, birthplace, face or fingerprints, credit card numbers, driver’s license number, vehicle registration plate number, digital identity, or grades. Any of these data, when combined with other personal information, may identify an individual. Users of third-party, web-based technologies are strongly cautioned to avoid posting personally identifiable information in any computerized application.
A license agreement permits the University to provide access through its servers for the student to utilize the MicroSoft SkyDrive cloud-based computer server storage utility to store the student’s ePortfolio during the period of enrollment in a program of study. The University requires that each degree-seeking undergraduate student develop an ePortfolio. An ePortfolio is defined as: An organized, media-rich collection of documents, videos, and other exhibits that allows the student to demonstrate competence to a multitude of audiences. Additionally, faculty, students, or staff are provided access to and use other web-based technologies and social media where user-generated content is stored.
The individual user of a third-party, web-based technology application, when establishing an account, is required to agree to the conditions of a Terms of Service or End-User Agreement, whereby the individual user accepts full responsibility for all content maintained in the application. Furthermore, the user agrees to a condition that, in no event will the software manufacturer be liable for any damages, whether direct, indirect, special, incidental, economic, compensatory, or consequential, arising out of the use of or inability to use the software or user documentation. Accordingly, the user is solely and exclusively responsible for any and all content.
Action Subsequent to Completion of a Program of Study or Termination of a Period of Employment - Any and all documents, videos, and other exhibits accumulated in an ePortfolio or other file, folder or collection by an individual who utilizes a third-party, cloud-based application or storage utility during a program of study or period of employment will no longer be accessible through the University’s servers following the completion of the program of study or termination of a period of employment. Direct access to the materials held by the provider is conditional upon the Terms of Service or End-User Agreement accepted by the individual when the account was established.
The University is committed to assuring equal opportunity to all persons and does not discriminate on the basis of race, creed, color, gender, age, religion, national origin, veteran or handicap status, or sexual orientation in its educational programs, activities, admissions, or employment practices as dictated by University policy and as required by federal statutes (Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Titles VI and VII of the Civil Rights Act of 1964, the Americans with Disabilities Act of 1990 (ADA)) and any other applicable anti-discrimination statutes, including those of the Commonwealth of Pennsylvania (Pennsylvania Human Relations Act of 1955 (PHRA) and the Pennsylvania Fair Educational Opportunities Act of 1961 (PFEOA)).
Student inquiries concerning compliance and information regarding Title IX, Title VI, Title VII, PFEOA, Section 504, campus accessibility, or ADA accommodations should contact the Office of Student Services.
Faculty and staff inquiries concerning compliance and information regarding Title IX, Title VII, PHRA, Section 504, campus accessibility, or ADA accommodations should contact the Office of Human Resources.
Title IX Non-Discrimination Policy and Grievance Procedures
Title IX of the Education Amendments of 1972 is a federal statute that prohibits discrimination based on sex in educational programs and activities that receive federal financial assistance. To ensure compliance with Title IX, and other federal and state non-discrimination laws, the University has internal policies that prohibit discrimination and sexual misconduct based on sex including sexual harassment and violence, domestic and dating violence, and stalking.
The University’s Title IX procedures are contained within its current Clery Report that is available on its website at: http://harrisburgu.edu/lib/pdf/annual-security-report-clery-report.pdf. All Title IX procedures are included as part of the University’s overall Sexual Misconduct Policy.
Sexual Misconduct Policy
The University’s Sexual Misconduct Policy in located in the Student Handbook and contained within the University’s current Clery Report that is available on its website at: http://harrisburgu.edu/lib/pdf/annual-security-report-clery-report.pdf. The policy applies to faculty, students, staff, and visitors.
Non-Discrimination Statute - Commonwealth of Pennsylvania
The Pennsylvania Fair Educational Opportunities Act of 1961 provides student access to benefits and services of the University and prohibits discrimination without regard to race, color, gender, religious creed, ancestry, national origin, sexual orientation, age, civil union, marital status, veteran status, handicap or disability, perceived handicap or disability, relationship or association with an individual with a handicap or disability, use of a guide or support animal, and/or handling or training of support or guide animals. This statutory obligation includes, but is not limited to, admissions, course offerings, transfer of credit, financial aid, scholarships, student employment, internships, educational and social programs, and student advisement and counseling.
Any complaint of an alleged act of discrimination can be filed by contacting the Pennsylvania Human Relations Commission (PHRC), 1101-1125 Front Street, 5th Floor, Harrisburg, PA 17104-2515 or by calling (717) 787-9784. Complaints must be filed within 180 days of the incident. Complaint forms can also be obtained at the PHRC’s website: https://www.phrc.pa.gov/File-A-Complaint/ComplaintForms/Pages/default.aspx
Emergency Notification System
When HU becomes aware of criminal incidents that, in the judgment of HU’s senior leadership, constitute an ongoing threat to the campus community, a Crime Alert will be issued to notify the HU community. Depending on the circumstances, a timely warning will be issued without delay and the information may be further disseminated by using one or a combination of the following: e-mail distribution, HU website, campus publications, and postings and/or activation of the externally hosted emergency notification Omnilert alert system to advise the community of the situation. HU withholds as confidential the names of victims. The same notification system will be used for other campus-wide emergencies/disasters such as fire, weather, or restricted access to buildings.
Members of HU’s community may subscribe to receive emergency notifications text alerts regarding HU closures or emergency/disaster situations that may impact the HU community. You can subscribe to the system, “Omnilert,” (formally e2Campus) through the MyHU portal of HU’s webpage. For additional information on any matters, you will be directed to, or you should go to HU’s website or social media accounts. Subscribers are subject to text message costs assessed by their cell phone provider.
Peer-to-Peer (“P2P”) File Sharing Information Technology Disclosure
The Higher Education Act of 1965, as amended, under Title IV, Section 285(a)(1)(P) and Section 487(a)(29), effective August 14, 2008, requires the disclosure to users of information technology resources that Harrisburg University of Science and Technology has developed a plan to combat the unauthorized distribution of copyrighted material (including the use of technology-based deterrents) and will, to the extent practicable, offer alternatives to illegal downloading. The illegal distribution of copyrighted material is prohibited and may subject an individual to criminal or civil penalties.
The “Digital Millennium Copyright Act of 1998” (DMCA) states that copyrighted information is protected and that it is illegal to download, upload, or distribute that information in any fashion. The provisions of this law specify a process to deal with any claimed infringement.
Plans to “Effectively Combat” Unauthorized Distribution of Copyrighted Material
P2P traffic is identified via the Intrusion Prevention System (IPS) that is integrated within the University’s Cisco ASA 5500 security appliance. In most cases, a client’s connection to the network will be dropped when typical P2P traffic is sensed.
This intrusion system covers the known protocols that popular P2P clients - such as Torrents, Limewire, Bearshare, Kazaa, etc. - utilize to establish connections to potentially transfer files containing copyrighted material. Additionally, the ability for the student to pass files over the Wireless LAN between laptops has been shut down.
Harrisburg University reserves the right to capture, preserve, and/or inspect any information transmitted through, stored on, or used on any IT resource.
Copyright Infringement and Penalties
Copyright infringement is the act of exercising, without permission or legal authority, one or more of the exclusive rights granted to the copyright owner under § 106 of the Copyright Act of 1976. These rights include, but are not limited to, the right to reproduce or distribute a copyrighted work. In the file-sharing context, downloading or uploading substantial parts of a copyrighted work without authority constitutes an infringement.
Penalties for copyright infringement include civil and criminal penalties. In general, anyone found liable for civil copyright infringement may be ordered to pay either actual damages or “statutory” damages affixed at not less than $750 and not more than $30,000 per work infringed. For “willful” infringement, a court may award up to $150,000 per work infringed. A court can, in its discretion, also assess costs and attorneys’ fees, impound the infringing work, and grant temporary and permanent injunctions.
Willful copyright infringement can also result in criminal penalties, including imprisonment and fines.
For more information, please see the Web site of the U.S. Copyright Office at: www.copyright.gov, especially the Frequently Asked Questions at www.copyright.gov/help/faq.
Infringement of Digitally Copyrighted Material
The Digital Millennium Copyright Act of 1998 (DMCA) is federal law that criminalizes production and dissemination of technology, devices, or services intended to circumvent measures that control access to copyrighted works (commonly known as digital rights management or DRM). In addition, the DMCA heightens the penalties for copyright infringement on the Internet.
The designated agent to receive notification of a claimed infringement, in accordance with the provisions of the Digital Millennium Copyright Act, is:
Jacqueline Conforti Barnett
326 Market Street
Harrisburg, PA 17101
(717) 901-5100 ext. 1671
If an infringement claim is submitted to the University by a complainant, appropriate action will be taken to identify the student, faculty, or staff member involved in the complaint.
Written notice to the involved individual by email requires the removal of the copyrighted files or documents from the computer containing the material within 72 hours of the formal notice. A reply confirmation is required when corrective action has been taken to remove the illegal files, documents, or other material.
Upon receipt of the material removal confirmation, the designated agent notifies the complainant of the University’s resolution.
If an individual involved in the complaint fails to take the requested corrective action within 72 hours, access to the University’s network will be deactivated. Reactivation to the network can only occur at such time that it is confirmed that corrective action was taken.
Copyright violations may also fall under other University policies and subject to discipline.
Campus ID Card Policy
The Campus ID Card serves as the University’s student/faculty/staff ID card, provides access to campus buildings and events, and serves as the Library card.
While on campus, the Campus ID Card must be visible at all times and presented upon request to any faculty member, staff, security personnel, or contracted security personnel.
The Campus ID Card is the property of Harrisburg University of Science and Technology and all policies and procedures must be observed to retain the privilege of use. The card is not transferable and is only to be used by faculty, staff, a currently-registered student, and other authorized persons.
The Campus ID Card must be surrendered to the University upon deactivation. A fee may be assessed for any Campus ID Card that is not returned at the end of the expected period of use.
Campus Card Types
There are two versions of the Campus ID Card:
- Campus ID Card: card contains photo identification, student/employee ID number; and,
- Access-Only Campus ID Card: card without photo identification (typically for the short-term student or visitor).
Campus Card Usage
The primary purpose of the Campus ID Card is to provide easy identification of the cardholder and to permit access to permitted areas of the University campus. The Campus ID Card also serves as a library card. It is the responsibility of the cardholder to report suspected lost or stolen cards immediately.
Campus Card Activation
The Campus ID Card is activated for faculty and staff following formal contractual employment or position appointment.
The Campus ID Card is activated for a student following admission to the University, payment of the required tuition deposit, and completion of course registration for the semester or other term.
Campus Card Deactivation
The Campus ID Card is deactivated for faculty and staff following formal cancellation of contractual employment or resignation or termination from the position appointment.
The Campus ID Card is deactivated for a student following a determination of withdrawal, dismissal, graduation or other completion of a scheduled period of enrollment.
Student Grievance Policy
A situation, circumstance or incident may occur where a student concludes that they have incurred egregious harm as the direct result of an action caused by a member of the faculty or staff. A student in this circumstance may file a formal grievance against a faculty or staff member of the University to seek administrative redress. Examples of adverse behaviors include, but are not limited to: violation of confidentiality; offensive remarks as a deliberate insult individually, in the company of others, or in the classroom; racist or sexist remarks and/or attitudes; inappropriate sexual contact, not limited to sexual intercourse; or, inappropriate relationships with the student which cause conflict of interest for either the student or faculty or staff.
A student who is compelled to submit a grievance must obtain a Student Grievance Form from the Office of Records and Registration. The form must be completed with an explanation of the facts of the allegation, and attach to it any and all documents, testimonies or petitions supporting the student’s position as evidence. The completed grievance form should be submitted promptly to the Director of Institutional Compliance.
A grievance cannot be filed on behalf of another person. Grievances may not be used to challenge academic or other policies or procedures of general applicability.
Additional information may be requested from the student while the grievance is being considered. The alleged faculty or staff person is interviewed and asked to sign an affidavit stating facts relative to the alleged incident. Following consultation with the Office of the Provost, a decision shall be rendered by the Director of Institutional Compliance within five (5) business days of the grievance submission. The student then receives a determination letter.
If the student does not receive a satisfactory remedy relative to the grievance, the student may request further review by a Grievance Committee which consists of: the Director of Institutional Compliance, who shall act as the Committee Chair, an administrator designated by the Provost, the Chair of the Faculty of the Whole, a member of the Office of Student Services, and a student representative that has no previous knowledge of the matter to be considered. The request for review by the Grievance Committee must be submitted in writing to the Director of Institutional Compliance. Formal rules of evidence will not apply, and the panel may consider any evidence considered relevant and reliable. A student is permitted to have a representative to assist them during the proceeding; however, the representative may not be an attorney.
The student will be advised of the date and time of the Grievance Committee meeting so that he or she may participate. The Committee shall deliberate and reach a decision on the grievance in closed session and render its recommendation regarding the grievance within ten (10) days of its meeting. The student will be notified promptly of the Committee’s recommendation.
If a student wishes to appeal the decision of the Grievance Committee, he or she must submit a written request to the Provost within five (5) business days after formal notification of the Committee’s decision. The Provost’s Office will review all of the relevant materials of the matter and notify the student of a final decision within five (5) business days of the appeal submission.
Grievances relating to the alleged denial of access to the benefits and services of the University as a result of discrimination on the basis of gender, race, color, creed, religion, national origin, sexual orientation, age, ancestry, disability, civil union, marital or veteran status should be presented in writing to the Affirmative Action Officer within 30 days of the alleged discrimination. The Affirmative Action Officer will review the written complaint and meet with the individual filing it. After reviewing all the facts and utilizing legal counsel, if appropriate, the Affirmative Action Officer will determine if corrective action is required. The student bringing the complaint will be promptly notified in writing of the determination. If corrective action is required, it will be initiated within 30 days of the determination of the grievance.
Acceptable Use of Information Technology Policy
Harrisburg University offers comprehensive academic programs that emphasize science and technology. Access to information technology is essential to the pursuit and achievement of the University’s instructional, research, administrative and service missions. As such, the use of information technology is a privilege and all members of the University community are expected to be responsible and ethical users of information technology. This policy applies to all technology acquired by or on behalf of Harrisburg University (wherever used) and all technology (however acquired) used on any Harrisburg University resources1.
- Promotes the responsible and ethical use of computing, information resources, and/or communication systems, collectively known as “information technology” but hereafter known as “IT,” administered by the Office of Information Services (OIS).
- Defines the rights, responsibilities, and standards of conduct for its faculty, administrators, staff, students, and other authorized users with regard to the use of IT.
- Explains the appropriate procedures for enforcing any and all misuse of the University’s IT resources and outlines appropriate disciplinary procedures for violating these rules.
1Computers, computer systems, networks, electronic communications systems, institutional or third-party cloud data storage media, facilities, peripherals, servers, routers, switches, equipment, software, files, or accounts.
- It is the responsibility of the University faculty, administrators, staff, or student workers to communicate this policy and its contents to any and all users of IT at, or in affiliation with, Harrisburg University. Not being aware of any part of this policy does not excuse the individual from being responsible for its contents.
- The Harrisburg University OIS is responsible for the following:
- Maintaining user accountability requirements including user identification and authentication, account administration, and password integrity.
- Making every effort to protect the privacy of users and confidentiality of data2.
- Ensuring fair access to IT.
- Developing and implementing security policies and standards.
- All Harrisburg University IT users are responsible for the following:
- Acting in a responsible, ethical, and legal manner in the use of IT. As such, this use of IT implies consent with any and all applicable university policies and regulations.
- Using IT for authorized university business only. Excessive use of any IT resource for personal use is prohibited.
- Safeguarding data including personal information and passwords.
- Recognizing the limitations to privacy afforded by electronic services.
- Respecting other users and their expectation of privacy, confidentiality, and freedom of expression.
- Taking precautions to prevent the initial occurrence and/or spread of computer viruses. Therefore, network connected resources must utilize university-approved anti-virus software.
- Avoiding any unauthorized or illegal use of IT. This includes but is not limited to the transmission of abusive or threatening material, spam, or communications prohibited by state or federal laws.
- Using IT in compliance with applicable license and purchasing agreements. Each user is individually responsible for reading, understanding, and adhering to all licenses, notices, and agreements in connection with IT which he or she uses.
- Harrisburg University reserves the right to capture, preserve, and/or inspect any information transmitted through, stored on, or used on any IT resource without notice but especially when:
- There is reasonable cause a user has violated this policy.
- A user or an account appears to be engaged in unusual activity.
- It is necessary to protect the integrity, security, or functionality of IT resources.
- It is necessary to protect the University from liability.
- It is permitted or required by law.
Enforcement and Disciplinary Procedures
- Any user who violates any part of this policy may be subject to the following:
- Suspension or revocation of the user’s computer account and/or suspension or revocation of access to the University’s IT resources.
- Disciplinary action as described in Harrisburg University’s Student Handbook which may include suspension, dismissal, or expulsion from the University.
- Disciplinary procedures outlined in Harrisburg University’s Faculty Handbook or any other documents outlining conduct for faculty, staff, administration, or student employees which may include termination of employment or other disciplinary action.
- Civil or criminal prosecution under federal and/or state law. Noncompliance with certain provisions of this policy may incur penalties under such laws which may include fines, orders of restitution, and imprisonment.
- Re-instatement of computer privileges shall be examined on a case-by-case basis.
2 While Harrisburg University recognizes the importance of (and makes every attempt to achieve) privacy, the University cannot promise privacy of information stored on, or sent through, university-owned systems or resources except for certain information pertaining to student records, research, or other proprietary or patentable materials.
Procedure to Update and/or Amend
Harrisburg University reserves the right to update and/or amend this document to reflect university policy changes and/or state or federal law.
Credit Card Policy
On July 15, 2004, the Commonwealth of Pennsylvania legislature enacted Act 82 of 2004 requiring universities to adopt a policy that regulates credit card marketing
The Board of Trustees of the University adopted the following statement related to credit card solicitation on October 13, 2004:
“Harrisburg University prohibits the marketing of all forms of credit cards on university property and prohibiting credit card marketers from offering gifts to a student in exchange for completing a credit card application.”