Policies and Procedures

Academic Advising

The overall objective of academic advising is to help students realize the maximum educational benefits available to them at Northern State University. Academic advising may include all aspects of academic program planning, including deciding on course adds, drops, or substitutions; the use of midterm grade information; career decisions; decisions about extra-class activities; etc.

Academic advisors should:

guide students to better understand their educational needs and aspirations as well as the resources available at Northern to help them achieve their goals
maintain a schedule that ensures accessibility to students.

While advisors are available for help and guidance, students must assume the ultimate responsibility for the course of their educational careers.

Students should:

become familiar with university policies, procedures and program requirements;
recognize the necessity of getting timely assistance with academic and/or personal problems;
schedule meetings with their advisors in advance so that both parties have time to prepare; and
be informed participants in advisee/advisor meetings.

It is important to note that while students have only one advisor, advisors often have many advisees, in addition to teaching, research and committee responsibilities.

Advisor Assignments

After registering for their first semester, students will be assigned advisors in the University College. The University College advisors will work closely with students to ensure the completion of general education requirements. After registering for the third semester of study, students will be assigned advisors in their major area of study.

When a student declares a major, changes a major, or wants to request an advisor change, the new advisor will be assigned at the department level, taking into account, if possible, any preference stated by the student.

If either the student or advisor feels the relationship does not benefit the student, a new advisor assignment may be requested. Contact the appropriate department office in the intended academic area or the University College Academic Advising Center for the method of advisor assignment.

General Information on Advising/Registration Procedures

Students who want to change advisors should contact the department office to inquire about the appropriate method for the change.
Contact the appropriate offices when unsure about policies and procedures.
New students who don’t know who their advisor is should contact the department office in their academic area or the Academic Advisement Center.
When preparing for registration, students should choose classes before meeting with their advisors. Students should select alternate classes in case of class cancellations, closings or prerequisite requirements. Students should schedule an appointment with their advisors prior to their registration date, and have advisor hold removed.
Students who pre-register and later decide to cancel their registration should notify the Registrar’s Office and their advisor of their decision to cancel.
Students who do not plan to return the following semester should notify the Registrar’s Office.

Academic Load

The unit of a credit is a semester hour representing one recitation period a week for the semester. Three hours of lab work is considered the equivalent of one hour of recitation. For each hour of credit, a student should expect to spend up to three hours a week in class or study.

Students may not register without approval of their academic advisor.
The recommended load for freshmen students is 16 hours.
The recommended undergraduate student load is 16 semester hours. Full-time students must carry at least 12 semester hours. Students with a 2.50 or less grade point average (GPA) may not enroll for more than 18 semester hours. Those students with a GPA above 2.50 may enroll for a maximum of 19 semester hours.
The recommended undergraduate student load during each of the four-week summer terms is five semester hours with a seven semester hour maximum.
The recommended graduate student load during the academic year is 14 semester hours.

Students may exceed 19 hours with permission from the dean of graduate study.

Full-time load = 9 or more hours

3/4-time load = 7-8 hours

Half-time load = 5-6 hours

The maximum for summer is 6 credits per session; 7 credits for CGPS program.
Students may not switch credit from graduate to undergraduate or vice versa after the date set for course changes.

Academic Probation

An undergraduate student is placed on academic probation at the end of a semester if a 2.0 cumulative grade point average is not maintained.

Students on probation at the beginning of a term whose cumulative grade point average is below minimum standards, but whose semester grade point average is at or above 2.0 will be placed on continued probation.

Academic Suspension

Any undergraduate student who has two consecutive semesters on probation where term GPA is below a 2.0 will be academically suspended from the University. Academic suspension is for two terms (summer is a term) contingent upon student appeals process outcomes and administrative action by the university.

If the student wishes to appeal the suspension, the student must make an appeal to the dean of the student's academic area.

Affirmative Action

• 213 Krikac Administration Building, 626-2520.

The policy of Northern State University is to provide equal opportunity for employment,

admissions, and services to all individuals. This shall include, but is not limited to, the following practices:

The recruiting, hiring, training, and promoting of all persons in all job classifications, except where any of the above are limited by a bonafide occupational qualification.
All personal actions such as compensation, benefits, transfers, layoffs, returns from layoff, university-sponsored training, education, tuition assistance, and social and recreational programs.
All aspects of student management, including but not limited to recruiting, admissions, scholarships and awards, employment placement, academic decisions, and all student services. If you feel you have been treated unfairly or unjustly because of any of the above items you should contact the Affirmative Action Office on campus.

Campus Harassment and Incitement

Northern State University stands for equal opportunity and equal treatment for all students, faculty, administration, and staff. An academic community must strive to eliminate inflammatory, racist, or prejudiced action or harassment aimed at any person or group if such action or harassment is based on viewpoint, race, or ethnic origin. At the same time, freedom of speech and academic freedom are recognized as vital elements in the life of the university.

No value is more fundamental to the academic community than that all persons must be treated with civility and respect, and that, accordingly, the preferred means to resolve disagreement is through well-reasoned discussion. This policy sets the minimal standards that are expected on the university campus with respect to incidents involving incitement or racial harassment.

The following categories of insightful and harassing speech are unprotected by the First Amendment and shall not be tolerated in our community:

“Fighting words” which include the lewd and obscene, the profane and the insulting, which by their very utterance inflict injury or tend to incite an immediate breach of the peace.
Speech which has the effect of inciting imminent lawless action and which is likely to incite such action.
Speech or conduct which creates a hostile or abusive working environment on the basis of race or sex.
Legally obscene speech which is vulgar and shocking, such as materials involving the sexual exploitation of children.

The university will follow administrative policies and take actions to preserve the academic environment and the civil rights of all persons. Reasonable and non-discriminatory time, place, and manner restrictions which are narrowly tailored to preserve academic and civil communication and the First Amendment Rights of all persons may be necessary in order to maintain a peaceful and tolerant atmosphere on the campus.

Persons, whether student, visitor, faculty member, or university employee who are the victim of harassment or who feel that their civil rights have been violated have several options for seeking remedy within the university. Invoking the affirmative action process is one option. Additionally, the person may report the incident(s) to one of the following offices: the President, the Vice President for Academic Affairs, the Dean of Student Affairs, or the Director of Human Resources. These offices may deal with the problem administratively or ask interested parties to hold discussions with the complaining person and any other individual or individuals involved in the matter. All non-administrative attempts to settle the difficulty will be in the spirit of trying to improve the relationships between the parties and will be conducted in a thoughtful and respectful way. Administrative handling of complaints may include referral to appropriate civil authorities.

Student Freedom in Learning

To secure student freedom in learning, faculty members in the classroom and in seminar should encourage free and orderly discussion, inquiry and expression of the course subject matter. Student performance may be evaluated solely on an academic basis, not on opinions or conduct in matters unrelated to academic standards.

A. Students should be free to take reasoned exception to the data or views offered in any course of study and to reserve judgment about matters of opinion, but they are responsible for learning the content of any course of study for which they are enrolled.

B. Each institution shall establish an academic appeals procedure (see Student Academic Grievance Procedure) to permit review of student allegations that an academic evaluation was tainted by prejudiced or capricious consideration of student opinions or conduct unrelated to academic standards. These procedures shall prohibit retalialtion against persons who initiate appeals or who participate in the review of appeals.

C. Students are responsible for maintaining standards of academic performance established for each course in which they are enrolled.

Cancellation of Classes Due to Severe Weather

The president determines when the campus will close in a severe weather situation. Local media, including KGIM, KSDN, KKAA, KDLO-TV, and KELO-TV will be asked to inform students, faculty, and staff of class cancellations in the event of severe weather.

Class Attendance

Each faculty member develops a policy on class attendance. The instructor’s attendance policy must be in writing and copies must be distributed to students within the first week of each course. The instructor should include policies regarding make-up work and the relationship of attendance to grading.

When a student participates in a university activity requiring absence from class, the Vice President for Academic Affairs shall, upon request of the sponsoring faculty, notify professors that the student should be permitted to make up work missed during the absence.

Course Adds

Classes can be added to a student’s schedule anytime before the start of the semester, and with the instructor’s permission until the end of the census date of the semester. Extra class activities and individual studies should be added as soon as possible, but may be added until 70% of the semester has passed.

Course Drops

Courses dropped through the census date of the term (the first 10% of class days) cancel registration. The instructor is not required to approve the withdrawal. No record of enrollment will appear on your transcript.

From this date (Census Date) until 70% of the term has passed, the student will receive a grade of ‘W’. The instructor’s permission is not required, and grade rosters will reflect the withdrawal. A grade of ‘W’ will not affect the student’s grade-point average.

A grade of ‘W’ can be replaced by the grade of ‘F’, however, if an ‘F’ is assigned by the instructor because of academic misconduct, the ‘F’ grade given for cheating will override the student’s timely withdrawal from a class.

Declaring a Major or Minor

All students are required to select a curriculum and a major. Minor programs are optional, but recommended.

A program evaluation will be available on Web Advisor. The program evaluation will detail the student’s requirements for graduation.

If a student wishes to declare an additional major or minor, or change a previously declared major or minor, a new, signed program approval form must be submitted to the Registrar’s Office. The form is available in Dacotah Hall, Room 101.

Fee Payment

NSU requires payment in full by the third day of each semester. Approximately three (3) weeks later, the university bills the student again to insure courses added are included and that no errors have occurred. The specified time for payment of bills is posted in advance and is shown on the billings mailed. If students fail to make fee payments at the specified time, registration will be canceled, unless arrangements are made with the Finance Office.

Tuition rates and other costs are fixed and/or approved by the Board of Regents and may be revised during the year when there are circumstances beyond the control of the university.

Final Exams

The university encourages faculty members to give frequent examinations during the semester. A final examination or appropriate culminating activity during the final exam period is required.

Students may request exception to the exam schedule only if they are scheduled for more than three (3) exams in any one day or if there are personal emergencies. Students must provide written approval from the professor to the academic dean, who will then notify the professor of final approval. Arrangements for taking an exam other than at the regularly scheduled time must be made by the student and the professor at least one week in advance.

Food Service

All students required to live in a residence hall must purchase a meal plan. Students who live in a residence hall by choice will receive a meal plan exemption upon request. To be

exempt, a student must:

secure a meal exemption form from the Food Service Office at NSU Student Center,
present the form to the Food Service Director for approval, and
present the approved exemption form to the Finance and Administration Office when making payment of fees.

Students living off-campus may purchase their meals at the campus dining room of their choice on a cash or meal plan basis. All meal plans are paid for in advance. No deduction from the price of the meal ticket is made for an absence of less than one week (seven days). A student required to be absent from the campus for one week or more may receive a refund. The cost of each meal plan is available from the Finance & Administration Office, Krikac Administration Building, 626-2566.

Posting Policy

I. General Policy Statements

A. This policy pertains to all posting surfaces on the Northern State University campus, except those bulletin boards located within offices and boards specifically designated for university departmental materials.

B. Responsibility for interpreting this policy shall reside with the Director of Student Development and Residence Life.

II. Posting and Posting Locations

A. Requirements For Gaining Posting Approval

1. All materials posted must conform to statutory and institutional requirements pertaining to community standards and solicitation.

2. All materials posted must be stamped and dated as “POSTER APPROVED” by the staff of the NSU Student Center Room 201.

3. All materials must have the name of the sponsoring registered student organization or campus department clearly identified on the material.

B. Locations For Posting

1. No materials may be posted except in areas designated for posting. No materials may be placed on entrance/exit doors. No material may be posted on painted surfaces.

III. Posting Limitations

A. Only one (1) poster per event may be posted on a board.

B. The size of posters and other materials shall not exceed 11” x 17”.

C. Banners may be hung with the approval of the Director of Student Development and Residence Life.

D. Persons who post materials are asked to be considerate of others who have posted materials. No poster may cover previously posted material.

E. Posting is on a first-come, first-served basis, up to space limitations.

F. Only tacks or staples may be used for posting.

G. Time Limits - posted material must be removed from boards upon the expiration date affixed to material at the time of approval.

1. Materials may not be posted until four (4) weeks prior to the event advertised.

2. In the case of material without specific dates, posting approval shall be granted for up to six (6) weeks from the date of approval.

IV. Responsibility and Liability

A. Posted materials are the responsibility of the sponsoring organization or department. Northern State University assumes no responsibility for posted material or the control thereof, nor liability for damages or injury incurred by participating in events advertised.

V. Violations

A. Materials found in violation of this policy will be removed by the Student Development Center personnel or other campus personnel and the sponsoring organization or department penalized according to the following schedule:

1. First violation - a letter will be sent to the organization or department explaining the violation. A copy of this policy will be included.

2. Second violation - a phone call will be made, and a follow-up letter sent, to the organization’s chief officer and to the advisor. In the case of a department, the appropriate department chair or dean will be contacted.

3. Third violation - revocation of posting privileges for not less than thirty (30) in-session school days.

4. Fourth violation - referral of the student organization to the Student Senate for consideration of revocation of recognition. Also, suspension of posting privileges for not less than ninety (90) in-session days.

Privacy Rights

Student records maintained by Northern State University include directory information and educational records. As custodians of student records in compliance with the Family Educational Rights and Privacy Act of 1974, NSU assumes the obligation to ensure full protection of student records, including maintaining the confidentiality of educational records. Student records are identified and accessed by student identification number.

Directory information may be released publicly and includes the student’s name, home address, local address, telephone listing, date and place of birth, major field of study, class level, participation in officially recognized activities, weight and height of members of athletic teams, dates of enrollment, degrees and awards received, and the most recent educational institution attended by the student. A student may request that directory information not be made public by completing a form in the Registrar’s Office asking that directory information be treated the same as educational records. While such a signed form is in effect, NSU will verify only whether or not a student is currently enrolled. This request remains in effect until negated in writing to the Registrar.

Educational records are those records, files, documents, and other materials which contain information directly related to a student’s academic progress, financial status, medical condition, etc. Educational records may not be released to any third party, except those included under FERPA, without the written consent of the student.

The University discloses education records without a student's prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted as its agent to provide a service instead of using University employees or officials (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his of her tasks.

Students may change information on their record if they can prove it is inaccurate. Grade changes are made at the request of the faculty member who gave the original grade and with the approval of the faculty chair.

Student records, including admission records, are maintained under the supervision of the Vice President for Student Affairs. Academic records are maintained under the supervision of the Registrar. A complete copy of NSU Privacy Act Policies and Procedures is available at the Registrar’s Office.

Sexual Harassment

Sexual harassment is defined as the use of one’s authority or power to coerce another into unwanted sexual relations or to punish another for refusing such relations, or the creation by a member of the campus community of an intimidating, hostile, or offensive working, educational, or social environment through repetitive verbal or physical conduct of a sexual nature. Sexual harassment is a serious violation of NSU policy and the value held by an academic community. Students feeling they have been sexually harassed are encouraged to see the Vice President for Student Affairs.

The treatment of complaints of sexual harassment will be guided by the following principles whose intent is to protect the legitimate interests of all persons.

All proceedings will be kept confidential by the Affirmative Action Officer and the board and will not be part of the record in any other college procedure which might ensue. The board will respect the wishes of the complainant regarding further investigation and will not carry a

specific complaint forward without the complainant’s explicit permission or instruction.

No written records will be kept of informal discussions between complainants and the Affirmative Action Office. Any written records of a formal complaint in the possession of the board will be destroyed within five years after the initiation of the complaint.

Those immediately and directly involved will be kept informed of the status of the complaint.

An attempt to penalize a person for initiating an inquiry or a complaint will be treated as a separate incident which calls for consideration by the board.

Solicitation/Fundraising On Campus

I. General Guidelines

A.Organizations wishing to sell or solicit on campus must secure permission from the Director of Student Development and Residence Life.

B.Sales by individuals solely for their personal gain will not be approved, except for NSU students selling in the privacy of their own residence hall room.

C.Items may not be sold or solicited in classrooms, the Johnson Center, or the Library, nor may items be sold or solicited door-to-door in any campus building.

D.No sale or solicitation may impede vehicular traffic on any roadway, nor impede pedestrian traffic on any walkway or access to/from any building.

E.It is the responsibility of the organization authorized under this policy to clean the area surrounding the point of sale or solicitation. This must be done with sufficient frequency to avoid the accumulation of litter.

F.An area within the main lobby of a residence hall may be designated for use by an organization wishing to sell or solicit. The organization must secure approval as described below and notify the Hall Director or Resident Assistant upon entering the residence hall.

G.Lotteries and raffles must follow South Dakota State Statutes 22-25-23 through 22-25-26. Copies of these statutes, and the NSU Lottery & Raffle Policy, are available in the Student Development Center, 201 NSU Student Center.

H.Failure to comply with any regulation contained within this policy shall constitute grounds for Northern State University to withdraw its permission to the organization for any further sale or solicitation on campus. NSU also reserves the right to refuse permission when such sale or solicitation is, in its view, inappropriate or not in its best interest.

II. Approval for On-Campus Organizations & Departments

On-Campus:

A. Any officially recognized Northern State University student organization may sell or solicit items which pertain to the activities of the group at any authorized distribution center within the restrictions of this policy and with approval from the Director of Student Development and Residence Life.

B. All sale and solicitation efforts must be approved in advance. Solicitation Request forms are available in the Student Development Center, 201 NSU Student Center. The completed form must be returned at least two (2) weeks in advance of the sale or solicitation. Both the organization advisor and the Director of Student Development and Residence Life must approve.

C. If the solicitation involves businesses or individuals outside of the university, the NSU Foundation and Vice President for Finance & Administration must also approve.

D. If the sale involves food items, the Food Service Director must also approve.

Off-Campus:

A. All fund-raising and solicitation efforts by student organizations that occur off-campus must be approved by the organization advisor, the Director of Student Development and Residence Life, and the Director of Development.

B. All fund-raising and solicitation efforts by university departments that occur off-campus must be approved by the department head and the Director of Development.

C. Organizations that solicit items from the local business community must provide the Director of Development and the Director of Student Development and Residence Life with a list of items received, stating value, where, and from whom solicited. Organizations may not solicit the business community for cash gifts.

1.Information and assistance in soliciting off-campus organizations and businesses is available. Contact the Development Office, Beckman Building, 626-2550.

III. Approval for Off-campus Organizations

A. Commercial products may be sold on-campus only when those products meet a need not presently being filled by university services.

B. Vendors wishing to sell on-campus must be approved by the Director of Student Development and Residence Life, the University Bookstore Manager and the Vice President for Finance & Administration. Prevailing facility rental rates will apply for any space desired, unless sponsored by a campus department or recognized student organization.

C. Organizations may not bring food on campus without the approval of the Food Service Director.

D. Violations

1. Solicitation/fundraising activities found in violation of this policy will be halted by the Student Development Center personnel or other campus personnel and the sponsoring organization or department penalized according to the following schedule:

a. First violation - a phone call will be made, and a follow-up letter sent, to the organization’s chief officer and to the advisor. In the case of a department, the appropriate department chair or dean will be contacted.

b. Second violation - revocation of solicitation/fundraising privileges for not less than thirty (30) in session school days.

c. Third violation - referral of the student organization to the Student Senate for consideration of revocation of recognition. Also, suspension of solicitation/fundraising privileges for not less than ninety (90) in-session school days.

Student Academic Grievance Procedure

Students who feel that they have been aggrieved by a decision or action of a NSU faculty member relating to class absences, grades, alleged academic dishonesty, plagiarism and classroom behavior disorders, shall follow the procedure outlined below if they wish to bring their grievances to a resolution. The NSU administration, faculty and students believe a grievance procedure is necessary to avoid unresolved differences. Consequently, these procedures have been adopted:

A. After an attempt at informal resolution between the student and faculty member, any student with an academic grievance shall first file a written complaint with the faculty member involved and during a scheduled conference shall request relief from that person. This filing must occur within ten school days after the alleged grievance. If the alleged grievance occurs during the last two weeks of the fall or spring semester, a written decision by the faculty member must be made and sent to the student by registered mail within ten (10) school days after the written grievance has been filed.

B. If the faculty member’s decision does not satisfactorily resolve the grievance, within five (5) school days of receipt of the decision the student shall file the written grievance with the appropriate department chairperson and division dean to request relief. Within two (2) days of receipt of the written grievance, the chairperson shall send a copy of the grievance to the faculty member. At this point the faculty member, the department chairperson, the division dean, or the student may request that the discussion of the grievance include all four parties. The request of any one of the individuals shall be honored. Joint or separate recommendations by the dean/chairperson shall be sent to the faculty member and the student within ten (10) school days after the written grievance has been filed with them.

If a chairperson’s action or decision, in the role as a faculty member, is being grieved, and if resolution satisfactory to the student is not reached as outlined in step A, a written grievance shall be filed with the appropriate faculty chair and procedures similar to those outlined in step B shall be followed.

If a faculty chair’s action or decision, in the role of faculty member, is being grieved, and if resolution satisfactory to the student is not reached as outlined in step A, a written appeal may be filed with the Academic Grievance Committee as outlined in step C.

C. Within five (5) days of receipt of any recommendation(s) from the faculty chair/unit head, the faculty member shall notify the student of acceptance or rejection of the recommendation(s). If the grievance is still unresolved, the student may forward a written appeal to the Academic Grievance Committee within ten (10) school days after receiving the faculty chair’s/unit head’s recommendation. The proper form on which an appeal is filed can be obtained in any faculty chair’s office or in the office of the dean of the faculty. A meeting of the Grievance Committee must be convened within ten (10) and no less than five (5) school days after the appeal has been filed in the Vice President for Academic Affairs office. The committee must reach a decision within ten (10) days after its first meeting.

The Academic Grievance Committee shall be a committee of the President and shall consist of:

The Vice President for Academic Affairs, who shall act as chairperson;
One faculty member and alternate from each undergraduate division chosen byeach division faculty; and
Three students and three alternates chosen by the student government in existence at that time.

The committee shall follow the procedures below:

A. Hearings are closed unless an open hearing is requested by both parties.

B. Hearings are informal, but a taped transcript shall be made and filed in the office of the Vice President for Academic Affairs. The tape is to remain confidential, but shall be made available to the student and to the faculty member.

C. The faculty member and the student shall each have access to each other’s written statements prior to the hearing and have the right to offer rebuttal to each other’s comments at the hearing.

D. The faculty member and the student may present appropriate testimony and may be advised by a person of their choice.

E. During the hearing and in the presence of the faculty member and the student, the committee may request testimony from at least one consultant from the faculty member’s academic discipline.

F. The committee or its advisor may ask relevant questions of the faculty member and the student. The faculty member and advisor and the student and advisor may ask relevant questions of the committee. The committee members, the faculty member, the student and advisors may ask questions relevant to all participants’ testimony.

G. Any records of the faculty member or the student deemed pertinent to the appeal shall be made available to the committee upon its request. The confidentiality of these records shall be protected.

H. A resolution of the committee must be supported by six of the present and voting members of the committee. Quorum shall consist of eight voting members of the committee. The recommendation of the committee and the reasons for it shall be reported in writing to the faculty member and the student. The report is to be received within at least ten (10) school days following the hearing. The report shall become part of the faculty member’s official file. If an action or decision of the Vice President for Academic Affairs, in the role of facultymember, is being grieved, the Vice President for Student Affairs shall act as chairperson of the committee.

I. If the recommendation of the Academic Grievance Committee or the decision of the faculty member is not satisfactory to the student, a written appeal may be filed with the president of the university. The president shall meet jointly with the faculty member, the student and advisors, if desired, and shall have access to all statements, records and tapes involved. All other procedures of the committee shall be applicable to the hearing with the president. The president shall report all recommendations in writing to the faculty member, the student, and the Academic Grievance Committee within ten (10) school days following the hearing.

J. If the resolution of the president or the decision of the faculty member is not satisfactory to the student, a written appeal may be filed with the South Dakota Regents of Education.

K. In the event an action or a decision by the president, in the role of faculty member, is grieved, all procedures remain applicable except item I.

Textbook Buy Back Policy

Bookstore buyback is held the last week of fall and spring semesters, and the last day of second summer session. A book will appear on the Bookstore buyback list if: 1) the title has been adopted for the upcoming semester and it is a book that can be purchased and sold as used, and 2) the inventory on hand will not meet the expected quantity needed.

For most textbooks, the Bookstore will pay students 50% of the new textbook price, whether or not the book was purchased new or used. Items that affect buyback price are books that are in bad condition (water damage, damaged covers, etc.) and speculative titles that are being purchased.

The Bookstore will also buy books on behalf of several used book companies at any time during the academic year. Generally used book companies pay 20% or less of the new textbook price.

Textbook Return Policy

Students are allowed to return books until the census date with a sales receipt. A time limit is imposed on book returns because of publisher and wholesaler requirements to return overstock within a certain time period; also, the Bookstore may be charged restocking fees and/or refused permission to return if a sufficient number of the books purchased have not been sold. Important return dates are posted in the store each semester.

Textbook Pricing Structures

In most cases, the retail price of a textbook will be based on the publisher’s list price. Exceptions may occur if the bookstore has not received a discount, has received a short discount, or has been billed for inflated shipping and/or handling charges. The Bookstore will establish its own retails on locally printed materials.

Each year 50% of the net profit of the Bookstore is given to Student Association. The remainder is designated for a maintenance and repair fund (25%) and for store operation (25%).

The University Bookstore is institutionally owned and operated, and is a self-supporting entity within the university.

Withdrawal from NSU

Students wishing to withdraw from NSU must contact the Registrar. Withdrawal forms authorizing honorable dismissal are obtained from this office. Students may not withdraw from school during the last two weeks of a semester or the last week of a summer session. Veterans and dependents must consult with the proper authorities if they want their educational benefits to continue up to the date of withdrawal.

Students who voluntarily withdraw from NSU may be entitled to a partial refund of tuition and other fees. Refunds to students who received financial aid will be applied to the financial aid programs from which the student received assistance.

A grade of W is assigned for all classes when a student is administratively withdrawn from school. An administrative withdrawal can be processed for non-attendance, disciplinary action, or non-payment of financial obligations. The student will be notified by the Registrar before an administrative withdrawal is processed.

For more information on withdrawal from NSU, call the Registrar’s Office, 626-2012.

Northern State University’s philosophy and policy concerning Alcohol and Other Drugs

I. STATEMENT OF PHILOSOPHY

Northern State University, in keeping with its institutional commitment to provide a quality educational experience for its students, discourages high-risk behavior with regard to the use of alcohol and other drugs.

Northern State University prohibits the possession of alcohol on University property1 or at student sponsored events.2 Furthermore, Northern State University cannot and will not tolerate the use, possession, manufacture, or distribution of illegal drugs3 on University property or as part of any University activities.4

Northern State University recognizes explicitly that students are adults, which means they are expected to obey the law and take personal responsibility for their conduct.

Individuals make the choice to use, or not use, alcohol and other drugs, but group dynamics and group influences play a particularly important role in the university setting. Throughout the United States, both long-standing traditions and current attitudes create the potential for the abuse of alcohol and other drugs. Northern State University is therefore committed to supporting and encouraging the development of positive activities for all students.

The Alcohol and Other Drug Policy of Northern State University is established to help ensure the health and safety of all members of the University community, and should be applied in such manner and spirit. It is not the intention of Northern State University to use this or any other policy to regulate the personal affairs of any individual or group of individuals.

II. DEFINITION OF TERMS

A. Alcohol

In the context of this policy, the terms “alcohol” and “alcoholic beverage” are defined to be any consumed or consumable beverage that has alcohol content. This would include but not be limited to all forms of beer, wine, wine coolers, and distilled beverages. Empty alcoholic beverage containers also constitute the presence of alcohol and will be treated as such.

B. Illegal Drug in the context of this policy, the term “illegal drug” is defined to be any substance whose distribution is somehow controlled or restricted by federal or state law which is not obtained through the legal prescription of a licensed medical professional. This includes, but is not limited to, all drugs classified by the Drug Enforcement Agency as a Schedule I – V drug. It should be noted that alcohol is considered an illegal drug for those persons under the age of twenty-one.

III. STATE AND FEDERAL LAWS

Northern State University holds its faculty, staff, and students responsible for the observance of state and federal laws with respect to the use of alcohol and other drugs.

A. State Alcohol Laws

Applicable South Dakota alcohol laws can be found in Title 35, Chapter 9 of the South Dakota Codified Laws. They include, but are not limited to, the following:

35-9-1. Furnishing of beverage to child as misdemeanor — Exceptions. It is a Class 1 misdemeanor to sell or give for use as a beverage any alcoholic beverage to any person under the age of eighteen years unless: (1) It is done in the immediate presence of a parent or guardian or spouse, who is at least twenty-one years of age, while not on the premises of an establishment licensed for the retail sale of alcoholic beverages pursuant to § 35-4-2 or at a special event for which an alcoholic beverage license has been issued pursuant to § 35-4-11.4; or (2) It is done by prescription or direction of a duly licensed practitioner or nurse of the healing arts for medicinal purposes.

35-9-1.1. Restrictions on alcohol to persons eighteen years or older but under twenty-one. It is a Class 2 misdemeanor to sell or give for use as a beverage any alcoholic beverage to any person who is eighteen years of age or older but less than twenty-one years of age unless it is done in the immediate presence of a parent or guardian or spouse over twenty-one years of age or by prescription or direction of a duly licensed practitioner or nurse of the healing arts for medicinal purposes.

35-9-2. Purchase, possession or consumption of beverage by minor is a misdemeanor —Misrepresentation of age. It is a Class 2 misdemeanor for any person under the age of twenty-one years to purchase, attempt to purchase or possess or consume alcoholic beverages except when consumed in a religious ceremony and given to said person by an authorized person, or to misrepresent his age with the use of any document for the purpose of purchasing or attempting to purchase alcoholic beverages from any licensee licensed under this title.

B. State Drug Laws

Applicable South Dakota drug laws can be found in Title 34, Chapter 20B of the South Dakota Codified Laws.

IV. POLICIES, PROCEDURES, AND SANCTIONS

A. Student Disciplinary Code

The Northern State University student disciplinary code prohibits the following:

1. The manufacture, sale, possession, and consumption of alcohol, marijuana or controlled substances by students on any property controlled by the Board of Regents and in connection with any institutionally sponsored activity; except that alcohol may be served at social activities held in other locations subject to the restrictions set out in this article.

2. Possession of alcoholic beverage containers on campus.

3. Presence in any area on campus where alcoholic beverages are being consumed or alcoholic beverage containers are present.

4. Violation of federal, state or local law on institutional premises or at institutionally sponsored or supervised activities.

B. Student Organization Policy

Northern State University student organizations will not sponsor any activity at which alcoholic beverages are to be consumed or at which consumption is stated, encouraged, or implied. Faculty and/or staff who serve as sponsors or advisors to recognized campus organizations or clubs are required to prohibit development of alcohol-related activities by such recognized entities. The minimum institutional penalty for such an offense is the withdrawal of institutional recognition of any organization that violates this policy.

Furthermore, Northern State University also prohibits the following:

1. Alcoholic beverages at any student sponsored activity or event whether on or off-campus.

2. The manufacture, possession, use or dispensing of marijuana or illegal controlled substances at organizational functions.

3. The expenditure of organizational funds on alcoholic beverages, marijuana or illegal controlled substances.

4. The informal collection from the members or residents of monies to be spent on alcoholic beverages, marijuana or illegal controlled substances.

C. Faculty and Staff Policy

As members of the Northern State University community, faculty and staff should be conscious of their actions and the affect that they may have on the university community. The following materials contain the information germane to the faculty and staff policy:

1. South Dakota Board of Regents Drug Free Workplace Policy 6

2. Applicable Northern State University Department Handbooks

3. Northern State University Career Service Employees Handbook

4. Northern State University Faculty and Staff Handbook

5. South Dakota Drug Free Workplace Policy

6. South Dakota Bureau of Personnel Administrative Rules

7. South Dakota Codified Laws

D. Off-campus Activities

1. Policy

Any individual or group of individuals whose participation in an off-campus activity is in some manner being subsidized by Northern State University is expected to, at a minimum, act in accordance with any and all local, state, and county laws and ordinances during the duration of the event, including travel time. Failure to do so may result in disciplinary action being taken, which may include, but not be limited to, the placement of a Letter of Censure into the student’s file and participation in Northern State University’s Insight class.

2. Recommendation

It is the recommendation of the Alcohol and Other Drug Policy Review Committee of Northern State University that individuals of legal age who choose to use alcohol follow the “By the Numbers” guidelines to reduce the risk of alcohol-related problems. The guidelines, as derived from scientific research into healthy standards, are as follows :

ZERO:

It is best to use ZERO alcohol if you are:

•On certain medications or have illnesses (check with your doctor).

•Behind the wheel or engaged in tasks that require full mental or physical functioning.

•Stressed or tired.

•Either the son, daughter, or sibling of someone with alcoholism.

•Recovering from alcoholism or drug dependency.

•Violating existing laws, policies, or personal values. (This includes consumption of alcohol for those individuals who are under twenty-one years of age.)

•Expecting, nursing, or considering pregnancy.

ONE:

No more than one drink per hour.

ONE/TWO:

No more than one drink per day for women.

No more than two drinks per day for men.

FOUR:

No more than four days per week.

E. Sanctions

Individuals violating any university policy, including those mentioned above, may be subject to sanctions as described on page 35 of the Northern State University Student Handbook.

F. Departmental Policies

Individual departments within Northern State University may enact policies that are more stringent than those listed above which are to be followed in the activities of that particular department. These policies shall be intended to enhance the policies contained within this document, not supplant them. Copies of these policies will be kept on file in the NSU

Counseling Center.

In accordance with the policies of the South Dakota Board of Regents.
For the purposes of this policy, the term “student sponsored event” is defined as any event or activity planned, organized, and/or hosted by an officially recognized student organization.
Alcohol is an illegal drug for persons under the age of 21.
In accordance with the Federal Drug-Free Schools and Communities Act, 1990.
“Organization” is intended to include any recognized campus organization, club or residence hall council.
Number 4:27.
For the purposes of this policy, subsidized individuals or groups are defined as those who receive funding from Northern State University or any of the bodies contained within the University system.
As published by the Alcoholism & Drug Abuse Council of Nebraska.

Computer Usage Policy

The information, computing, and instructional technology resources provided by NSU are intended to assist members of the NSU community - faculty, students, and staff - in the fulfillment of their educational responsibilities. These resources and their effective use, contingent upon first amendment and academic freedom principles that demand the free flow of information and a free and open atmosphere, are vital to the mission of NSU. Such use is encouraged; however, since these resources are state property, their use is a privilege. For all to benefit, proper and fair use is necessary. This document attempts to outline the rights and responsibilities of both NSU and the users of these resources.

NSU responsibilities:

NSU has the responsibility to maintain a stable and secure network environment. Scheduled downtime will be limited and well announced.
NSU has the responsibility to backup files and data stored on the campus on a regular basis.Users should be aware, however, that no system configuration, backup process or security setup is 100% effective.
Network and computing equipment (hardware and software) provided by NSU will be legally obtained, up-to-date and sufficient for the needs of users.
NSU has the responsibility to treat data (including users’ files and e-mail) as confidential. However, ownership does reside with the University and data in the system may be subject to discovery during litigation and disclosed in court proceedings.
NSU will provide training.

User responsibilities:

Users have a responsibility to treat other users and the staff with consideration and respect. Abuse or harassment of others will not be tolerated. Users should be sensitive to the diverse and public nature of facilities.
Since users have a right to resources sufficient to their needs, they have a responsibility not to use excessive resources. This would necessarily inhibit chain letters, spam, mass mailings, and excessive printing, game playing, or otherwise unnecessary network traffic.
Users should obey the law. Under state and federal laws, the following activities are illegal: child pornography, distribution of pornography to minors, obscenity, scams and pyramid schemes, copyright infringement, and unauthorized duplication of software. Users have the responsibility not to use illegally obtained or pirated software. Copyright and intellectual pro-perty laws should be obeyed (for additional information on copyright and intellectual property law, see the library home page). Staff may ask for proof of ownership before installing or helping with software.
Users have a responsibility not to abuse or mistreat equipment or data or to use networks and accounts or access data for which they do not have authorization. This precludes any form of computer hacking. Users should keep their passwords private. Users are responsible for the safety and integrity of their data and should back-up their work frequently.

Northern State University treats policy violations of computing facilities, equipment, software, information resources, networks or privileges seriously. Problems should be reported to NSU staff. Disciplinary action resulting from such abuse may include the loss of computing privileges and other sanctions including non-renewal, discharge, and dismissal. Alleged violations of the policy shall be processed according to the judicial processes outlined in the SDBOR/COBE Higher Education Contract, the Faculty Handbook, and the Student Handbook. Northern State University may also prosecute abuse under the Computer Fraud and Abuse Act of 1986, or other appropriate laws.

Policies Concerning Student Organizations

Alcohol-Related Activities Policy

NSU student organizations will not sponsor any activity at which alcoholic beverages are to be consumed or at which consumption is stated, encouraged, or implied. “Student organization” is intended to include any recognized campus organization, club or residence hall council. Faculty and/or staff who serve as advisors to recognized campus organizations or clubs are required to prohibit development of alcohol-related activities by such recognized entities. The minimal institutional penalty for such offense is the withdrawal of institutional recognition of any organization which violates this policy.

Bingo and Lottery Policy

General Guidelines

A. Student organizations wishing to conduct bingo, raffle, or lottery must secure permission from their advisor and the Director of Student Development and Residence Life.

B. Bingo games and lotteries must be conducted according to South Dakota State Statutes, 22-25-23 through 22-25-25.1. Copies of these statutes may be obtained from the Student

Development Center, 201 NSU Student Center.

1. State law requires that thirty (30) day written notice of a bingo or lottery event be given to the governing body of the municipality. In NSU’s case, this is the Aberdeen City Finance Office.

2. NOTICE OF INTENT TO HOLD BINGO GAME OR LOTTERY forms are available from the Student Development Center, 201 NSU Student Center.

C. Classes are not to be interrupted for any solicitation.

D. Failure to comply with any regulation contained within this policy shall constitute grounds for Northern State University to withdraw its permission to the organization for any further bingo or lottery events. NSU also reserves the right to refuse permission when such an event is, in its view, inappropriate or not in its best interest.

Event Security

Organizations sponsoring events on campus where there is a potential for violence or damage are required to provide a professional security force at such events. The sponsoring organization will be held liable for any damage that occurs at its event, unless an individual is caught and required to pay for damages.

Individuals attending an organization function who are under the influence of drugs or alcohol must be asked to leave and/or referred to local authorities.

Guest Speakers and Performers

Student organizations, departments or committees, or the university may invite and hear persons of their own choice. Those routine procedures required by the institution before a guest speaker is invited to appear on campus, including the completion of an appearance contract, ensure that there is orderly scheduling of facilities, adequate preparation for the event, and assurance that the event will not substantially disrupt the educational process. Specific procedures may be found in the Faculty Handbook or by consulting with the Director of Student Development and Residence Life.

Liability for Recognized Student Organizational Activities

While the institution encourages student organizations to sponsor a variety of programs and services for the students, it is concerned about the magnitude of risk to students under such sponsorship. It should be noted that litigation relating to such risk has been focused at the institution. Recent cases, however, are beginning to include faculty advisors, administrators, and student leaders. The question of personal liability coverage at this time is highly uncertain and may remain so due to the continued court cases in this area. In general, the State only provides coverage for its employees in their line of duty and for students while operating State vehicles on State business.

The concern for liability should not diminish the importance of student activities and the role they play in student development and education. What is needed is an understanding of the magnitude of risk assumed in positions of student and advisory leadership.

The best guidance available for administrators, faculty advisors and student leaders is to remain fully informed, cautious, and alert when supervising an event or activity. If there is any concern about the major causes of risk, and possible necessity for “informed consent waivers,” competent legal advice should be obtained.

Student Organizations Financial Policy

Any organization that financially obligates itself, whether through a member or officer for services, merchandise or facilities does so in the name of the organization and the members. The university is not responsible in anyway for debts incurred by the organization.

Checking Accounts

Student Organizations which receive any funds from the Student Budget Appropriations Committee may not have an off-campus checking account. All funds, including funds raised through various on and off campus fundraising events must be placed in a university account. Organizations which do not receive ANY SBAC funds may have either an on-campus account or an off campus checking account. Checking accounts must require dual signatures, one of which is the organization’s university advisor.

Purchases

No purchases may be made from a student organization’s university account without securing a locally signed and authorized purchase order from the Purchasing Office. Requisitions for purchases must be signed by the organization’s advisor and returned to the Purchasing Office. Allow 2 to 3 days to process the purchase order.

Upon receipt and invoicing of the merchandise or services, a voucher is generated. It is sent to the account advisor for signature of approval that the merchandise or services were received and the price is correct. After the voucher is returned to the Purchasing Office, processing of a check is completed and the check is delivered to the vendor.

For help in purchasing, or in other financial matters, contact the Finance & Administration Office, 626-2566.

Recognition Procedure for New Student Organizations

Visit the Student Association office in the NSU Student Center for additional information.

Membership Policies

Northern State University fully supports in its educational programs, co-curricular and extra-

curricular activities a policy of non-discrimination on the basis of creed, color, sexual orientation, physical impairment, national or ethnic origin, age and affirmative action on the basis of gender or race. All recognized student organizations must include the statement of non-discrimination in their constitution.

If an organization wishes to become recognized, the following criteria must be met:

1. the organization must not duplicate any existing student organization;

2. the organization agrees to adhere to policies and procedures set forth by the institution, the student senate, and the Director of Student Development and Residence Life;

3. the organization must submit two copies of its constitution each time there is a change to the Student Organization Recognition Committee of the Student Association;

4. the organization must complete and file a registration form with the Student Association every fall before October 15 (available in the Student Development Center, 201 NSU Student Center);

5. the organization must secure a faculty/staff advisor;

6. the Student Senate must officially recognize the organization by a three-fourths favorable vote.

Trip Permission Requests

All student organizations and campus departments sponsoring off-campus student trips where NSU funds are expended must file a Student Trip Permission Request Form at least one (1) week prior to the anticipated trip. This form, available in the Student Development Center, 201 NSU Student Center, serves to inform the administration of activities in which student organizations participate and provides a basis to pay the insurance premium covering student travel.

For more information, call the Student Development Center, 626-3007.

Video Taped Movies

Students and student organizations who buy or rent video cassettes of movies may not, without specific authorization from the owner of the copyright, show those video’s publicly. Under the definition of the Copyright Act, the purchaser or renter of video movies may not show that movie at any place that is “open to the public or at any place where a substantial number of persons outside a normal circle of a family and its social acquaintances is gathered.” Performance of video movies in such areas as lounges and commons is prohibited.

If a campus organization wishes to show movies on campus, stop by the Student Development Center, 201 NSU Student Center, for more information.

Student Organization Discipline

Student organizations recognized by the Student Association have a responsibility to conduct their activities and programs in a manner consistent with and supportive of the goals, purposes and values of Northern State University and abide by university policy pertaining to student organizations.

Organizations alleged to have violated university policy will be subject to an organization disciplinary hearing before the Director of Student Development and Residence Life. An allegation of a violation of university policy by a student organization should be directed to the Director of Student Development and Residence Life who will notify the organization of the allegation and the hearing process.

Organization hearings will be conducted in accordance with the following statement of student organization hearing process.

The alleged offense must be a violation of written university policy, verbal, or written instructions given to an organization or civil law.
The organization must be informed in writing of the reasons for disciplinary action in sufficient detail and in ample time that they may have the opportunity to prepare for the hearing.
A hearing will be held within 10 days of notification of policy violation. The student organization must enter a plea within 5 days.
The organization has the right to assumed innocence until found culpable. The burden of proof rests upon the member of the academic community bringing the charge to provide enough evidence such as a reasonable mind might accept as adequate to support a conclusion.
The organization must be given the opportunity to testify and present evidence and witnesses. The organization shall have the right to cross-examine any witness offering evidence and will be given a copy of any written statement presented by a witness who may have been granted anonymity.
All information upon which a decision will be based must be introduced during the hearing. The decision on culpability should be based upon this information.
A taped hearing will serve as the official record. The university has the responsibility of recording the hearing. No other recordings of the hearing are permitted. The record of the hearing is the property of the university. If the organization is found culpable of the violation(s) and wishes to listen to the tape recording prior to writing an appeal or during the appellate process, the organization and its advisor may listen to the recording in the Student Affairs Office. No copies of the recording will be made or released. The recording will be preserved until final deposition of the case.
The organization may be advised during the hearing by the organization advisor, but the advisor may not speak on behalf of the organization or cross-examine witnesses. The advisor may, at the invitation of the hearing officer, participate in a discussion about the issues.
The organization may appeal the final decision of the organizational hearing for one or more of the following reasons: to determine whether the original hearing was conducted fairly in light of the allegations and evidence presented, and in conformity with prescribed procedures; to determine whether the facts in the case were sufficient to establish that violation(s) of the Student Code occurred; to determine whether the facts in the case were sufficient to establish that violation(s) of the Student Code which the student was found to have committed. All appeals are reviewed by the Vice President for Student Affairs who has the final determination in all cases where the sanction may result in the charter being suspended or revoked.

Student Handbook: