Policies and Procedures

Registration
Cross-Registration
Adding or Dropping a Course
Declaring or Changing a Concentration
Identification Cards and Numbers
Grades and Course Credits
Incomplete Coursework
Examinations
Auditing Courses
Attendance
Absence for Religious Reasons
Withdrawal, Leave of Absence, and Reinstatement
Academic Progress and Graduation
Suspension or Dismissal
Transcripts
Name Changes or Corrections
Address Changes
Sexual Harassment Policy
Administrative Policies Relating to Federal Guidelines
Complaint Procedures in Cases of Alleged Unlawful Discrimination or Harassment

General University policies and procedures are stated below. The individual schools and colleges of the University may have variations or additional stipulations affecting certain policies. Students are responsible for being familiar with the regulations of the University and their college of enrollment.

Registration

An officially registered student is one who is registered for classes and who has settled all charges with Student Accounting Services.

Candidates for admission to degree programs may not register until they receive a formal statement of acceptance. Students accepted to the University register according to instructions provided by their school or college.

Continuing students register for courses in October or November for the spring semester and March or April for the fall semester. Eligible continuing students may access WebReg on the Student Link (a Web-based system) to register for courses for the semester.

The student’s account is charged tuition and fees based on the student’s status and class selection. Students can view their student account and make payment online using the Student Link. Students may also give access to their student account details to their parents, guardian, or other third party by selecting the “Share-a-view” feature on the Student Link and following the instructions.

Official registration is complete when Student Accounting Services receives full payment. A late payment fee may be assessed to those students who do not complete official registration by August 13, 2009, for Fall 2009, and December 17, 2009, for Spring 2010.

Cross-Registration

Within the University If space is available and if permitted by the school or college giving the course, students may cross-register and receive degree credit for courses outside their school or college of registration. In most cases, a student’s advisor must approve cross-registration selections. Courses offered by Metropolitan College may require special permission.

With Other Universities Several schools and colleges within Boston University have formal, cooperative arrangements for cross-registration at nearby institutions. Information and permission may be obtained from the student’s school or college.

TOP OF PAGE

Adding or Dropping a Course

To add or drop a course, eligible students may use WebReg on the Student Link or complete a Class Adjustment form, available from their school or college. Students should consult with their advisors before adding or dropping a course.

A standard course dropped during the first five weeks of classes will not appear on the student’s permanent record. A standard course dropped after the first five weeks of classes will appear on the student’s record as W, and the student will be charged for the course.

Standard courses may be dropped up to the end of the 10th week of classes. After that point, no course may be dropped. (See the Registrar’s home page at www.bu.edu/reg.)

Declaring or Changing a Concentration

Students must declare a concentration before registering for their junior year. To declare or to change an already declared concentration, students must complete a Program Change form, obtainable from their school or college.

Identification Cards and Numbers

Terrier Cards are issued by the Terrier Card office. Students are assigned an ID number by the University.

A student is entitled to a new card only when there are changes to the information on the card. A fee is charged for replacing a lost card. Replacement cards are issued at the Terrier Card office.

Grades and Course Credits

The University uses a system of letter grades and grade honor point equivalents for evaluating coursework, as shown in the chart below. Individual schools and colleges, however, may place restrictions on the use of certain grades, such as Pass/Fail. Grades cannot be changed after a student has been made an official graduate.

TOP OF PAGE

Grade point averages are computed by dividing the number of grade honor points earned by the number of credits attempted. The following grade symbols are not given grade honor points, and work recorded with any of these symbols is not used in calculating grade point averages: J, P, W, AU, and MG. I grades are not computed until additional required work is fulfilled and an appropriate letter grade assigned. The grades and credits of all repeated courses are calculated in the GPA. J grades are not computed until the continuing course is completed; at that time, the grade and honor points will apply to both the J-graded and continuing courses.

Incomplete Coursework

If for reasons acceptable to the instructor a student fails to take the final examination or to complete any other required work within a course, he or she receives the I grade. Within the time limit set by the individual school or college, the student must complete the course requirements. If the student does complete the course requirements, the I grade is replaced with the appropriate letter grade.

Examinations

Course examinations are given at the instructor’s discretion. Final examinations are given only during the scheduled examination period (dates are stated in the "Calendar" section of this website).

If the student fails a course, he or she cannot take a second examination until this course is retaken.

If a student is absent for good reason from a final exam and wants credit for the course, he or she must apply to the school or college for special examination privileges. The student must complete a special exam before the end of the semester immediately following the absence.

TOP OF PAGE

Auditing Courses

An auditor is a student who attends a class to acquire knowledge, but not to earn credits or a grade. Audited courses do not count toward completing degree requirements. An auditor may not change his or her status after the fifth week of classes for standard courses. Auditors must attend classes regularly, complete assigned reading, and participate in discussions, but they are excused from examinations.

Auditors are admitted to a course on a space-available basis and in accordance with the rules of the school or college offering the course. Auditors are subject to the full tuition and fees of the course.

Attendance

Students are expected to attend each class session unless they have a valid reason for being absent. Students may be required at any time to account for undue irregularity in attendance, either by personal explanation to their faculty advisor or dean or by written statement from a parent or another authority. Any student who has been excessively absent from a course may be required to withdraw from that course without credit. Students who expect to be absent from class for more than five days should notify their dean promptly.

Students absent from classes more than two days for illness should be under a doctor’s care. Students who are absent five days or more for illness should present to Student Health Services a certificate of fitness from their physician or be examined at the University Clinic.

Absence for Religious Reasons

According to Chapter 151C of the General Laws, Commonwealth of Massachusetts, any student in an educational or vocational training institution, other than a religious or denominational educational or vocational training institution, who is unable, because of his or her religious beliefs, to attend classes or to participate in any examination, study, or work requirements on a particular day, shall be excused from any such examination or study or work requirement, and shall be provided with an opportunity to make up such examination, study, or work requirement that may have been missed because of such absence on any particular day; provided, however, that such makeup examination or work shall not create an unreasonable burden upon such school. No fees of any kind shall be charged by the institution for making available to the said students such opportunity. No adverse or prejudicial effects shall result to students because of their availing themselves of the provisions of this section.

Withdrawal, Leave of Absence, and Reinstatement

Students who wish to withdraw from the University or take a leave of absence must submit their requests in writing; mere absence from class does not reduce financial obligations or guarantee that final grades will not be recorded. Undergraduate degree candidates submit their requests to the University Service Center; Metropolitan College part-time and non-degree students submit them to the Dean’s office of Metropolitan College or the University Registrar. All other students submit their requests to the Dean’s office in their school or college of enrollment. A withdrawal or leave of absence is effective on the day a signed request is received in the appropriate office; tuition and fees are canceled in accordance with the University’s refund schedule, which is published by the University Registrar and is available at www.bu.edu/reg.

Students who are voluntarily absent for one or more semesters without officially taking a leave of absence may jeopardize their privilege to return, and must contact their school or college at least eight weeks before the start of the semester to inquire about reinstatement. Students who, during their absence from the University, have enrolled as degree candidates at another institution must reapply through Admissions as transfer students. The individual schools and colleges may have additional stipulations regarding withdrawals and leaves of absence.

Students who have left the University for medical reasons may be required to provide a letter from a physician stating that they are able to return.

Refunds are explained under “Withdrawals and Refunds” in the “Financial Information” section of this website.

Academic Progress and Graduation

To obtain a bachelor’s degree, most students must have completed a minimum of 128 credits and 32 courses. As a guide for completing the four-year undergraduate program, students should keep in mind that sophomore status usually is attained by satisfactorily completing 32 credits of coursework; junior status, 64 credits; senior status, 96 credits. The number may vary depending on the college of enrollment.

The individual schools and colleges of the University have specific academic requirements and standards for determining satisfactory completion of a program of study (e.g., grades, concentrations, divisional studies).

To graduate, students must apply to their school or college by the deadline stipulated by the school or college.

Suspension or Dismissal

Boston University, through its various faculties and appropriate committees, reserves the right to suspend or dismiss any student for failure to maintain a satisfactory academic record, acceptable personal behavior, or satisfactory standards of health.

Copies of Boston University’s Code of Student Responsibilities are available from the Dean of Students, East Tower, George Sherman Union, 775 Commonwealth Avenue, Boston, MA 02215.

Transcripts

Current students may order transcripts online through the “Transcript Preview and Ordering” option on the Student Link or the Alumni Link; there is a $4 fee, payable by credit card, for each official transcript ordered online. In all other cases, requests for official transcripts must be made in writing, either by letter or by completing a Transcript Request form available online at www.bu.edu/reg or at the University Registrar. Please include the following information: full name, including any former names; contact phone and e-mail; signature; Boston University ID number or Social Security number; schools attended and dates; degrees awarded; and complete addresses of transcript destinations. The fee is $6 for each transcript requested in writing, and payment must accompany the request. Processing time for transcript requests is about two business days. Transcripts can be sent Express Mail for an additional $15 per destination to locations within the continental United States. For other destinations, please contact the Transcript Department for the cost. Unofficial transcripts can be obtained in person at the Registrar’s Office during regular business hours. There is no charge for unofficial transcripts. A valid photo ID is required to obtain unofficial and official transcripts if the request is made in person at the Registrar’s Office. Please note that the Registrar’s Office does not mail unofficial transcripts.

Name Changes or Corrections

Misspelled names on official University documents can be corrected by presenting a current driver’s license or other form of identification to the University Registrar.

Currently enrolled students who wish to change their names must present sufficient reason and identification to the University Registrar. Upon approval, the student will be asked to complete a Name Change form.

For students who are no longer registered or who have graduated, legal documentation (e.g., a marriage license or court order) must be submitted to the University Registrar along with the request for the change.

Address Changes

Students must notify the University of any local or home address changes. To do this, eligible students may update this information on the Student Link or complete a Personal Data Change form, available from the student’s school or college, the University Information Center, or the University Registrar. Changes in residence hall addresses are the responsibility of the Housing office. If the student withdraws from University housing but remains enrolled at the University, the student must update his or her local address.

TOP OF PAGE

Sexual Harassment Policy

Boston University is committed to the principle that no employee, student, or applicant for employment or admission should be subject to sexual harassment. The University strives to provide workplaces and learning environments that promote equal opportunity and are free from illegal discriminatory practices, including sexual harassment.

Sexual harassment is a violation of federal and state laws and University policy, as is retaliation against any individual who in good faith files a complaint of sexual harassment or cooperates in the investigation of such a complaint. Upon receipt of a complaint of sexual harassment or retaliation, Boston University will undertake a fair and thorough investigation with due regard for the rights of all parties. Every reasonable effort will be made to protect the confidentiality of the parties during the investigation. After an investigation, any person who is found to have sexually harassed or retaliated against another will be subject to discipline up to and including termination of employment and, if the person is a student, expulsion from Boston University.

Sexual harassment is defined as sexual advances, requests for sexual favors, and any other verbal or physical contact of a sexual nature, whether intentional or unintentional, where:

• an individual’s submission to or rejection of the conduct is made, either explicitly or implicitly, a term or condition of employment or of status in a course, program or activity is used as a basis for an employment or academic decision; or,

  • the conduct has the purpose or effect of unreasonably interfering with an individual’s work performance, academic performance, or educational experience, or of creating an intimidating, hostile, humiliating or offensive working, educational, or living environment.

It is not possible to list all circumstances that might constitute sexual harassment. In general, sexual harassment encompasses any sexually related conduct which causes others discomfort, embarrassment, or humiliation, and any harassing conduct, sexually related or otherwise, directed toward an individual because of that individual’s sex. Such conduct is subject to this policy whenever it occurs in a context related to the employment or academic environments, or if it is imposed upon an individual by virtue of an employment or academic relationship.

A determination of whether conduct constitutes sexual harassment is dependent upon the totality of the circumstances including the pervasiveness or severity of the conduct.

The Massachusetts Commission Against Discrimination lists the following as examples of conduct which may constitute sexual harassment:

• Unwelcome sexual advances—whether they involve physical touching or not;
• Sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sex life; comment on an individual’s body; comment about an individual’s sexual activity, deficiencies, or prowess;
  
• Displaying sexually suggestive objects, pictures or cartoons;
  
• Unwelcome leering, whistling, brushing against the body, sexual gestures, or suggestive or insulting comments;
  
• Inquiries into one’s sexual experiences; and
  
• Discussion of one’s sexual activities.

In order to constitute sexual harassment, conduct must be unwelcome. Conduct is unwelcome when the person being harassed does not solicit or invite it and regards it as undesirable or offensive. The fact that a person may accept the conduct does not mean that he or she welcomes it.

As a university, Boston University, its employees, and students also must be aware of the need for freedom of inquiry and openness of discussion in its educational and research programs, and must strive to create and maintain an atmosphere of intellectual seriousness and mutual tolerance in which these essential features of academic life can thrive. No university can or should guarantee that every idea expressed in its classrooms or laboratories will be inoffensive to all; pursued seriously, education and scholarship necessarily entail raising questions about received opinions and conventional interpretations. Boston University does guarantee, however, that credible accusations of inappropriate sexual remarks or actions will be investigated promptly, thoroughly, and fairly.

TOP OF PAGE

Complaints

If you have questions or concerns about sexual harassment, or if you wish to file a complaint of sexual harassment, you are strongly encouraged to contact immediately the appropriate office listed below:

Faculty, staff or applicants for employment: Contact the Equal Opportunity office, 25 Buick Street, 617-353-9286. Medical campus employees and applicants may also contact the Medical Campus Human Resources office, 801 Massachusetts Avenue, Suite 400, 617-638-4610.

Students: Contact the Dean of Students, 775 Commonwealth Avenue, 617-353-4126, or the Equal Opportunity office, 25 Buick Street, 617-353-9286. Students living in campus residences may also contact their local hall or area office.

Applicants for admission: Contact the Equal Opportunity office, 25 Buick Street, 617-353-9286.

Employees covered by a collective bargaining agreement: Specific provisions of the agreement may provide additional options for addressing a sexual harassment complaint.

Some of the schools and colleges at Boston University have also established their own procedures for handling issues of sexual harassment. Faculty, students, and staff who are members of academic units may contact the office of their dean to determine whether to use these complaint procedures.

Nothing in this policy is intended to limit the authority of Boston University to take appropriate disciplinary action against any individual who violates University rules or policies, whether or not the conduct constitutes sexual harassment under law or University policy.

State and Federal Agencies

In addition to the above, you may file a formal complaint with the government agencies listed below:

Massachusetts Commission Against Discrimination
One Ashburton Place, Room 601
Boston, Massachusetts 02108
617-994-6000

United States Equal Employment Opportunity Commission
John F. Kennedy Building
475 Government Center
Boston, Massachusetts 02203
800-669-4000

Office for Civil Rights
U.S. Department of Education
33 Arch Street, Suite 900
Boston, Massachusetts 02110
617-289-0111

TOP OF PAGE

Administrative Policies Relating to Federal Guidelines

Veterans Information In cooperation with the Veterans Administration (VA), the University participates in numerous veterans benefits programs including educational assistance, rehabilitation, deferred payment, and tutorial programs.

Any student who is eligible for veterans benefits or would like more information about VA rules and veterans programs should contact the Boston University University Registrar, 881 Commonwealth Avenue, Boston, MA 02215; 617-353-3678.

Information about students’ rights under FERPA and Boston University’s implementation of FERPA is set forth below.

Student Rights Under FERPA

In general, a student has the right to:

• inspect his or her education records;
  
• require that the University obtain his or her prior written consent before releasing personally identifiable information from education records;
  
• request that corrections be made to education records if the student believes the records are inaccurate or misleading or otherwise in violation of the student’s privacy rights under FERPA
  

Definitions

A student is defined as one who is, or has been, officially registered, and who attends, or has attended, classes at Boston University.

With certain exceptions, education records are records relating to a student that are maintained by the University.

Personally identifiable information includes a student’s name, the name of the student’s parent or other family members, the address of the student or student’s family, or other information that would allow a student to be identified.

A dependent student is a student who meets the criteria of dependency as defined by Section 152 of the Internal Revenue Code of 1986.

A parent means a parent of a student and includes a natural parent, a guardian, or an individual acting as a parent in the absence of a parent or guardian.

Directory information consists of the following items of information:

• Academic program (degree, major, minor)
  
• Dates of attendance, full-time/part-time status
  
• Degrees, honors, and awards received
  
• E-mail directory lookup
  
• Local address (If the University has only a home address in New England or New York, it is considered the local address) and BU directory phone number
  
• School or College
  

Privacy preferences

Unless restricted, Boston University may disclose any of the items of Directory Information without a student’s consent. Students may restrict the disclosure of any item of Directory Information by indicating this restriction on the Personal Page on the Student Link, (Personal tab, Data Restriction option). Students who have restricted their data will not be included in the yearbook unless arrangements are made with the Bostonia Office.

The right to restrict disclosure of Directory Information does not include the right to remain anonymous in class and may not be used to impede classroom communication.

Please Note: Even after graduation, privacy preferences remain in effect. As an example: If a student has restricted the disclosure of his or her degrees, honors, and awards, the Office of the University Registrar will not confirm degrees earned to prospective employers or any other party without the student’s permission.

Inspection of Educational Records

To inspect education records, a student should submit a written request identifying the records to be inspected to the appropriate University official using the Access Form. Students may obtain this form in the Office of the Dean of each school or college or in the Office of the University Registrar.

Written requests to access records will receive a response within a reasonable time, but not more than forty-five days after submission. A University official will arrange for access and will notify the student of the time and place where the records may be inspected. The University may charge a fee for a copy of the education records requested.

If a student does not know the specific location of the record, the request may be filed with the Access Officer, Office of the University Registrar, Boston University, 881 Commonwealth Avenue, Boston, Massachusetts 02215.

Information which a Student Does Not Have the Right to Inspect

A student does not have a right under FERPA to inspect information that is not an education record, such as:

• Medical Treatment records;
  
• Law enforcement records;
  
• Employment records (provided that employment is unrelated to student status);
  
• Records containing information about the individual that were created or received after he or she is no longer a student and that are not directly related to the student’s attendance at the University;
  
• Records of instructional, supervisory, and administrative personnel and educational personnel that are kept in the sole possession of the maker of the record and are not accessible or revealed to any other person except a temporary substitute for the maker of the record; and
  
• Peer-graded papers before they are collected and recorded by an instructor.
  

Note: A student may have rights to inspect such records under other laws.

In addition, a student does not have the right to access certain education records, such as:

• Confidential letters of recommendation, if the student has waived his or her right of access in writing;
  
• Financial records of the student’s parents;
  
• Admissions records for a student who does not officially attend the program of admission. If the student completed a course at the University but never officially attended as a degree candidate in the program of admission, then the student has FERPA rights with respect to that course but does not have rights with respect to the admissions records for that program;
  
• Records of a student that contain information on other students. The student may inspect, review, or be informed of only the specific information about that student.
  

Authorizing Another Person to Inspect or Receive Copies of Your Records

A current or former student who wishes to permit another person to inspect or receive copies of the student’s education records must provide a signed and dated written consent which must:

• Specify the records that may be disclosed;
  
• State the purpose of the disclosure;
  
• Identify the person or class of parties to whom the disclosure can be made.
  

When Disclosure is Permitted Without Prior Consent of the Student

In general, the University may not disclose personal information from a student’s education records without the student’s prior consent. However, the University, in compliance with the law, may disclose personal information without the student’s prior consent under these conditions:

A. To University officials, staff, and others engaged in activities on behalf of the University with a legitimate educational interest

The University discloses information to University officials, staff, and others whom the University has determined to have a legitimate educational interest. An individual has a legitimate educational interest if the individual needs to review an education record in order to fulfill his or her professional responsibilities to the University. Such individuals include officers of the University, faculty, administrative staff, law enforcement and medical and legal personnel, and may include contractors, consultants and professionals engaged by the University where disclosure of the information is necessary for such individuals to fulfill their duties and responsibilities to the University. In addition, these individuals may include Boston University students, persons from outside the University, and volunteers, who are requested to serve on an authorized committee or board of the University (such as a disciplinary committee or the Board of Trustees) or to otherwise perform authorized tasks for the University.

B. The information has been designated as Directory information including:

• Academic program (degree, major, minor)
  
• Dates of attendance, full-time/part-time status
  
• Degrees, honors, and awards received
  
• E-mail directory lookup
  
• Local address (If the University has only a home address in New England or New York, it is considered the local address) and BU directory phone number
  
• School or College
  

C. In health or safety emergency situations

In the case of an emergency, the University discloses information from education records to the appropriate parties, including parents, if the University deems that knowledge of the information is necessary to protect the health, safety, or well-being of the student or other individuals. Such disclosure may include any disciplinary action previously taken against the student for conduct that posed a significant risk to the safety and well-being of that student, other students, or members of the University community.

D. In compliance with a subpoena

The University will make a reasonable effort to notify the student of the subpoena before complying. However, in the case of a subpoena issued for law enforcement purposes or an ex parte order under the USA Patriot Act, the University is not required to notify the student of the existence or the contents of the subpoena, or of the information furnished in response to the subpoena, if the Court or other issuing agency has ordered that such information not be disclosed.

E. The information is a record of a campus disciplinary proceeding

Federal law requires the University to disclose to both the accuser and the accused student the outcome of all student disciplinary proceedings that involve a charge of sexual assault. In addition, the University may disclose the final results of student disciplinary proceedings regarding a crime of violence or a nonforcible sex offense in which a student has been found to have committed a violation of the University’s policies. Final results include name of the offender, violation, and any sanction imposed. The University can also inform parents about violations of the University’s drug and alcohol policy by a student under the age of 21.

F. To officials of other institutions or organizations

• To which the student seeks or intends to transfer or in which the student is already enrolled, provided the disclosure is for purposes related to the student’s enrollment or transfer. The University has a policy of forwarding records to requesting institutions in these circumstances;
  
• In connection with the student’s placement or participation in internships, practica, affiliations or other programs related to the student’s courses or programs at the University;
  
• To which a student has applied for or from which he/she has received financial aid to support the student’s education, in cases where the information is related to (1) determining the eligibility for, amount of, or conditions of the aid, or (2) enforcing the terms and conditions of the aid.
  

In cases where the University has previously transmitted such information to another institution or organization in which the student has enrolled, has been placed, or has sought financial aid, the University may send corrected records if there are changes to the information previously sent.

G. To the parents of dependent students

In rare circumstances, the University may disclose information from a student’s records to the student’s parents without the student’s prior consent if the student meets the criteria of dependency as defined by the Internal Revenue Code. In cases of divorce or separation, when relying on dependency as the basis for communication, the University reserves the right to communicate with both parents unless provided with evidence that one parent’s rights have been legally revoked or otherwise limited.

H. To authorized representatives of certain government offices

The University will release information to authorized representatives of the U.S. Comptroller General’s Office, the U.S. Attorney General, the U.S. Department of Education, and state and local educational authorities in connection with an audit or an evaluation of federal or state supported programs and to assure the enforcement of or compliance with federal or state legal requirements related to these programs.

I. In compliance with the Solomon Amendment

The University will release student information for the purposes of military recruiting to the Department of Defense.

The information released is limited to student name, address, telephone listing, date and place of birth, levels of education and degrees received, prior military experience, and the most recent educational institution attended unless restricted.

J. In response to complaints and legal actions involving the student and the University

If a student or parent initiates legal action or brings complaints against the University, the University may disclose education records relevant to the response to the complaint without a court order or subpoena. In addition, in the event that the University initiates legal action against a parent or student, the University may disclose education records relevant to the action without a court order or subpoena.

K. To authorized representatives of the state and local government

The University may disclose information to these authorized representatives if disclosure is allowed pursuant to a state statute concerning the juvenile justice system.

L. To accredited organizations

The University may release information to organizations that accredit colleges and universities for the purpose of assisting their accrediting functions.

M. To organizations conducting studies for or on behalf of the University

The University may disclose information to organizations seeking to improve education for or on behalf of the University (e.g., developing predictive tests or administering student aid programs).

N. In connection with notifications received under a state community notification program

The University will disclose information in connection with notifications received under a state community notification program about a student who is required to register as a sex offender.

O. To parties who provided or created a record

The University may send education records back to the creator or sender of such records for confirmation of the authenticity of the record (e.g., of a transcript or letter).

P. After removal of all personally identifiable information

If all personally identifiable information has been removed from a record and the University has made a reasonable determination that a student’s identity is not personally identifiable, the University may release information concerning a student.

Limitations of Redisclosures

Under FERPA, information disclosed by the University may be subject to restrictions against redisclosure.

Amending Educational Records

Students have the right to have their education records maintained accurately and may request amendment of records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. If the normal channels for amending education records within the University do not result in the desired corrections, students should submit a Request to Amend Education Records form to the designated records keeper. Such forms are available from the University Registrar’s Office. The University Access Officer will inform the student of the University’s decision concerning the requested amendment within forty-five (45) days from the date of receipt of the Amendment Form.

If the University decides not to amend the record as requested, it will (1) inform the student of the decision, (2) advise the student of his or her right to a hearing to challenge the content of the records on the grounds that the information contained in the record is (a) inaccurate or misleading (i.e., that the information in the records has been recorded incorrectly) or (b) violates the student’s rights under FERPA and (3) explain the procedures to request such a hearing. If, after the hearing, the University decides that the information contained in the record is not inaccurate or misleading, it will inform the student of the right to place a statement in the record commenting on the contested information or stating why the student disagrees with the University’s decision.

Note: The process of amending records or requesting hearings regards only information that has been recorded inaccurately or incorrectly or that violates the student’s rights under FERPA. It is not a process to appeal grades, disciplinary decisions, or other University decisions with which the student disagrees but which have been recorded accurately. Normal review and appeal channels must be utilized where the dispute is with the decision itself and not with the accuracy with which the decision or information has been recorded.

Complaint Procedure

A student has the right to file a complaint with the Family Policy Compliance Office at the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA. A complaint must be submitted to the Office within 180 days of the date of the alleged violation or of the date that the student knew or reasonably should have known of the alleged violation. The complaint must contain specific factual allegations giving reasonable cause to believe that a violation of the Act has occurred, and it should be forwarded to: Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, S. W., Washington, DC 20202-4605.

Questions

Questions about the University’s policies and practices or about specific educational records should be addressed to the Access Officer, Office of the University Registrar, Boston University, 881 Commonwealth Avenue, Boston, Massachusetts 02215.

Equal Opportunity Policy Boston University prohibits discrimination against any individual on the basis of race, color, religion, sex, age, national origin, physical or mental disability, sexual orientation, or marital, parental, or veteran status. This policy extends to all rights, privileges, programs, and activities, including admissions, financial assistance, employment, housing, athletics, and educational programs. Boston University recognizes that nondiscrimination does not ensure that equal opportunity is a reality. The University therefore will continue to take affirmative action to promote equal opportunity for all students, applicants, and employees. Inquiries regarding the application of this policy should be addressed to the Associate Vice President for Human Resources, 25 Buick Street, Boston, MA 02215; 617-353-4477.

Disability Accommodation Boston University provides reasonable accommodations to eligible individuals with disabilities in conformance with Section 504 of the Rehabilitation Act of 1973 and with the Americans with Disabilities Act of 1990. Requests for disability accommodations must be made in a timely fashion to Disability Services, 19 Deerfield Street, Boston, MA 02215; 617-353-3658 (Voice/TTY). Students seeking accommodations must submit appropriate medical documentation and comply with the policies and procedures of Disability Services.

TOP OF PAGE

Complaint Procedures in Cases of Alleged Unlawful Discrimination or Harassment

Boston University prohibits discrimination on the basis of race, color, creed, religion, ethnic origin, age, sex, disability, sexual orientation, or other unlawful basis. The goal of the procedures outlined below is to ensure that non-discrimination is a reality at Boston University and that no person in the University community is subjected to such unlawful conduct. All members of the University community can assist in the furtherance of this goal by ensuring that complaints of discrimination are promptly directed to the departments or individuals who have been designated to receive them, in accordance with these procedures.

Any employee, student, or applicant for employment or admission who believes that he or she has been subjected to any form of unlawful discrimination may make a complaint. Unlawful discrimination includes sexual harassment as well as harassment based on an individual’s membership in any other legally protected category. Boston University will conduct a fair and impartial investigation of all such complaints with due regard for the rights of all parties. Retaliation against any individual who has made a complaint of discrimination, or who has cooperated in the investigation of such a complaint, is unlawful and in violation of Boston University policy. The purpose of these procedures is to ensure that all complaints of discrimination are thoroughly and fairly investigated by authorized University officials who have the necessary expertise.

Any complaint of discrimination should be referred to one of the schools, departments, or individuals who are responsible for receiving or investigating such complaints. Any employee who receives a complaint but who is not specifically designated to formally handle such a complaint is responsible for directing the complainant or otherwise referring the complaint to the appropriate individual. All complaints, either verbal or written, must be referred to the appropriate office as set forth below.

The process outlined in this section applies to all complaints of discrimination, except those brought by students on the basis of disability. Students who wish to file a complaint alleging discrimination based on disability should file with Disability Services, in accordance with the procedures set forth in the last section of this document.

An employee, student, or applicant for employment or admission who believes that unlawful discrimination has occurred may initiate a complaint either by meeting with the appropriate individual in one of the offices listed below or by submitting a written complaint to that individual or office. The information provided in the complaint should be as specific as possible regarding the circumstances that precipitated the complaint. The complaint should include the dates and places of the incidents at issue, the individuals involved, the names of any witnesses, any efforts to resolve the matter informally and their results, and any other pertinent information.

Offices in Which a Complaint of Discrimination may be Initiated

There are a variety of offices available to receive complaints from students, faculty, and staff who believe they have been subjected to unlawful discrimination.

Complaints by Students Students may initiate a complaint by speaking to the designated individual in the Dean’s office of the student’s school or college, by speaking to a representative in the Dean of Students’ office, or by contacting the Equal Opportunity office.

Complaints by Members of the Faculty or Staff Faculty or staff may initiate a complaint by contacting the Equal Opportunity office or by contacting Human Resources. Employees in academic units may also initiate a complaint with the designated individual in the Dean’s office. Employees covered by a collective bargaining agreement may have additional options under that agreement for addressing complaints.

Complaints from Applicants for Employment or Admission, Visitors, or Other Non-Affiliated Individuals Complaints may be initiated in the Equal Opportunity office.

Complaints from Students, Faculty, or Staff at Off-Site Locations Any individual at an off-site location, such as Chelmsford, Washington, D.C., overseas programs, etc., may bring a complaint to any of the above offices as appropriate or to the on-site Director of the program.

The address and phone number for each of these offices is listed at the end of this document. Names of the designated individuals in the Dean’s offices of the schools and colleges may be obtained from the Dean’s office or the Equal Opportunity office.

Investigation and Resolution of Complaints The individuals and offices available to receive complaints, noted above, were selected to give all members of the University community the opportunity to initiate a complaint in a place in which they will feel comfortable doing so. These individuals and offices have the responsibility, after speaking with the complainant and/or reviewing a written complaint, to ensure that the complaint is directed to the proper office or individual for investigation.

Depending upon whether the individual accused of engaging in discrimination is a student, a member of the faculty, or a member of the staff, the investigation will be conducted by the designated office or individual with the appropriate expertise and jurisdiction to do so. The offices and individuals responsible for investigating complaints of discrimination are set forth below. In any particular case, the Provost or the Executive Vice President may designate which office or individual will investigate a complaint. The University will ensure that no person who is the subject of a complaint will be assigned to investigate that complaint. The Equal Opportunity office, if it is not conducting the investigation, and/or the General Counsel will provide advice or assistance to the investigation process.

The investigation may involve meeting with the parties, interviewing witnesses, requesting written statements from the parties, informing the person whose actions are the subject of the complaint of the allegations and/or providing to that person a copy of the complainant’s statement, and/or making any other appropriate inquiries. Before any adverse determination is made, the individual whose actions are the subject of the complaint will be informed as to the nature of the complaint, and will have the opportunity to respond.

The investigation should be completed promptly so that a decision can be rendered within 45 days of receipt of the complaint. If this is not possible, the complainant will be informed of the status of the investigation within 45 days.

A confidential record of all complaints, including their disposition, will be maintained by the investigating unit. The Equal Opportunity office will be informed of, and maintain a confidential record of, the nature of all complaints of discrimination investigated by other units, the names of complaining parties and respondents, and the final disposition of all complaints.

TOP OF PAGE

Complaints Against Faculty Members The person who receives a complaint against a member of the faculty will refer the matter to the Director of Equal Opportunity, who will inform the Dean of the faculty member’s school or college. If the school or college has an established internal process for investigation of complaints against faculty, the Dean of that school or college will decide if the complaint will be investigated in accordance with that process or by the Director of Equal Opportunity in consultation with the Dean or the Dean’s designee. If the complaint also involves academic matters such as grades, curriculum, etc., the investigator will ensure that those matters are addressed by the appropriate officials within the school or college. The Dean of the school or college will be informed of the findings of the investigation and will determine whether further action is appropriate. Any action involving faculty will be consistent with the procedures outlined in the Faculty Handbook.

Complaints Against Staff Members The person who receives a complaint against a member of the staff will refer the matter for investigation to the Director of Equal Opportunity, who will inform the appropriate Dean or administrative head and Human Resources. The complaint will generally be investigated by the Director of Equal Opportunity. The Director of Equal Opportunity (or other designated investigator) will provide findings, in writing, to the Dean or administrative head, who will determine what action, if any, is appropriate. Action involving staff will be consistent with any applicable collective bargaining agreement and University policies.

Confidentiality Every reasonable effort will be made to protect the privacy and confidentiality of all parties during the investigation, consistent with and subject to the University’s need to investigate the complaint and/or implement decisions made in order to resolve the complaint. It must be understood that in order to permit the University to carry out its obligation to investigate all complaints fairly, and to ensure that non-discrimination is a reality within the University community, no representative of the University is authorized to promise complete confidentiality to any person who possesses information relevant to the investigation of a complaint, including the complainant.

Any individual who requests confidentiality before disclosing a complaint must be informed that because any apparent violation of Boston University Policy must be addressed, complete confidentiality may not be possible. An individual who insists on confidentiality as a condition of disclosing a complaint may be advised of the opportunity to consult with one of the University’s medical or mental health professionals, with whom such matters may be discussed in confidence. However, consulting with these professionals does not constitute the initiation of a complaint. Medical and mental health professionals are not representatives of the University for this purpose and are not authorized to investigate or respond to complaints of discrimination.

Appeals In the event that the complainant believes that the resolution of the complaint has not rectified the situation, an appeal may be made. The appeal should be filed with the Director of Equal Opportunity. In the case of complaints against students and staff members, the Director of Equal Opportunity will direct the appeal to the appropriate officer of the University for review and disposition. In the case of complaints against faculty, the Director of Equal Opportunity will consult with either the Dean of the school or college in which the faculty member is appointed (if the Dean did not make the decision being appealed) or the Provost to determine the appropriate officer of the University to whom the appeal should be directed.

An individual whose action(s) are the subject of a complaint may appeal adverse action taken as a result of the complaint. Students disciplined under the Code of Student Responsibilities should follow the appeal procedures outlined in that document. Faculty members should follow the procedures in the Faculty Handbook. Other employees should follow the grievance procedures outlined in the Personnel Policy Manual, or their collective bargaining agreement, whichever is appropriate.

These procedures shall constitute the grievance procedure mandated by the regulations implementing Title IX of the Education Amendments of 1972, and, for employees, the grievance procedure mandated by the regulations implementing Section 504 of the Rehabilitation Act of 1973. The procedure for student grievances under Section 504 is set forth in the Student Grievance Procedure In Cases of Alleged Disability Discrimination. The University’s Director of Equal Opportunity, 25 Buick Street, 2nd Floor, tel. 617-353-9286, is the designated coordinator for complaints arising under Title IX of the Education Amendments of 1972 and Title VI of the Civil Rights Act. The Director of Disability Services, tel. 617-353-3658, is the designated compliance officer for complaints arising under Section 504 of the Rehabilitation Act of 1973.

Questions about the University’s Complaint Procedures in Cases of Alleged Unlawful Discrimination or Harassment may be addressed to the Equal Opportunity office.

Exceptions to these procedures may be granted by the President, Provost, Executive Vice President, Medical Campus Provost, or the General Counsel.

Offices where complaints may be initiated:

Equal Opportunity
25 Buick St.
Boston, MA 02215
617-353-9286

Dean's office in the individual's school or college

Dean of Students
775 Commonwealth Ave.
Boston, MA 02215
617-353-4126

Human Resources, Charles River Campus
Employee Relations Representatives
25 Buick St.
Boston, MA 02215
617-353-4044

Human Resources, Medical Campus
Director of Human Resources
Location: 801 Massachusetts Ave. Suite 400,
Boston, MA
Mailing Address:
715 Albany St., 560
Boston, MA 02118
617-638-4610

TOP OF PAGE

Student Grievance Procedure in Cases of Alleged Disability Discrimination

Boston University prohibits discrimination against any individual on the basis of physical or mental disability. This policy extends to all rights, privileges, programs and activities, including housing, employment, admissions, financial assistance, and educational and athletic programs. It is also the policy of Boston University to provide reasonable accommodations to persons with disabilities unless such accommodations would impose an undue burden or fundamental alteration to the program in question. The purpose of these procedures is to ensure that all complaints of discrimination based on disability are thoroughly and fairly investigated by the authorized units of the University. Boston University will conduct a fair and impartial investigation of all allegations of discrimination, with due regard for the rights of all parties. Retaliation against any individual who has filed a complaint of discrimination, or who has cooperated in the investigation of such a complaint, is unlawful and in violation of Boston University policy.

When a student believes that he or she has been discriminated against on the basis of disability, he or she may file, in writing, a formal grievance with the Director of Disability Services, who is the University’s compliance officer for Section 504 of the Rehabilitation Act of 1973. The statement should be as specific as possible regarding the actions(s) or inaction(s) that precipitated the grievance: date, place, persons involved, efforts made to settle the matter informally, and the remedy sought.

If a student with a grievance alleging disability discrimination is also employed by the University, and the grievance arises out of the student’s employment, the grievance may be filed under the University’s Complaint Procedures in Cases of Alleged Unlawful Discrimination or Harassment. If the Director of Disability Services receives a grievance which appears to allege disability discrimination arising out of a student’s employment, the grievance may be referred to the appropriate office to be handled under the policy applicable to employees.

Where the grievance arises out of a decision made by Disability Services regarding a student’s eligibility for academic or other accommodations, the grievance will be forwarded for investigation to the Provost. Grievances otherwise involving academic matters, for example, cases in which grades are disputed, will also be forwarded to the Provost, who will determine which office(s) should conduct the investigation. Otherwise, the Director of Disability Services shall investigate the matters set forth in the written grievance. In conducting this investigation, the investigator may forward a copy of the grievance statement to the persons whose actions (or inactions) are the subject of the grievance, and may request a written response from appropriate individuals in the University. The investigator may also choose to interview witnesses, to meet with concerned parties, to receive oral or written statements, and to make other appropriate inquiries.

After completing the investigation, the investigator will forward a copy of a report and recommendation to the appropriate University official. If the complaint arises out of an academic unit, the report will be forwarded to the dean of the appropriate school or college, unless he is the subject of the grievance. In such cases, the report will be sent to the Provost. If the complaint arises from a nonacademic unit, the report will be forwarded to the administrative head of the unit, unless the Provost is the subject of the grievance. In such cases, the report will be forwarded to the Dean of Students, who will forward it to the appropriate officer of the University.

Within forty-five (45) days of the filing of the grievance, the Provost, dean, or administrative head will render a decision on the merits of the student’s complaint. If resolution is not possible within forty-five (45) days, the Provost, dean, or administrative head shall inform the student of the status of the investigation.

Copies of the decision by the Provost, dean, or administrative head will be sent to the student, the Provost (when not issued by the Provost), and the Director of Disability Services. A copy may also be sent to the department and/or the persons whose actions (or inactions) are the subject of the grievance, as appropriate.

In the event that the student is not satisfied with the resolution of the grievance, an appeal may be made. The appeal should be filed with Disability Services, who will direct the appeal and all appropriate records to the appropriate office of the University for review and disposition.

Copies of the decision will be maintained in the Office of the Provost and Disability Services.

These procedures shall constitute the grievance procedure mandated by regulations implementing Section 504 of the Rehabilitation Act.

Questions about the University’s Student Grievance Procedures in Cases of Alleged Disability Discrimination should be addressed to Disability Services.

Exceptions to these procedures may be granted by the President, University Provost, Executive Vice President, Medical Campus Provost, or the General Counsel.

Student Retention Information Statistics for the student retention rate at Boston University are available on request from Institutional Research, 25 Buick Street, in accordance with the Education Amendments of 1976, Section 493A.

TOP OF PAGE

Published by Trustees of Boston University
One Silber Way
Boston, MA 02215

20 October 2009
Boston University
Questions
Credits