XI. Other Policies

Policies and procedures for certain items, including, but not limited to, academic advisement, academic review, appeals, attendance in academic courses, auditing courses, clinical attire, grades, promotions/dismissal, grievance procedures and student employment may be referenced in the various Schools’ student handbooks and/or catalogs.

A. Absences, Attendance and Religious Holy Days

1. Absences
   Please refer to the individual School’s catalogs and/or handbooks for more specific details relating to your program or HSCEP OP 77.12, Religious Holy Day Observances and Need for Student Absence.
2. Attendance
   The faculty member responsible for the course determines attendance requirements for each course. A student who fails to attend any class for any reason is responsible for the material presented in class, assignments, examinations, announcements, etc. to the same extent as though the student had attended the class. Please refer to the individual School’s catalogs and/or handbooks for more specific details relating to your program.
3. Religious Holy Days
   See HSCEP OP 77.12, Religious Holy Day Observances and Need for Student Absence.

B. Academic Requirements

Academic requirements vary with each TTUHSC El Paso School and particular degree program in which the student is enrolled. Students should consult with their respective School’s academic/program advisor and/or School’s catalog and/or handbook for specific details. Information related to individual student progress toward degree is also available via the MyTech portal at DegreeWorks link under Registration heading.

Inter-professional Education: Depending upon the school affiliation, TTUHSC El Paso students may be required to complete a non-credit courses in inter-professional education. Implementation of this requirement will vary across schools and degree programs and may not be detailed in DegreeWorks. Students should consult their academic/program advisor and/or school catalog and/or handbook for additional information.

C. Personal Counseling Services

Personal counseling services are available to all TTUHSC El Paso students; providers are listed at Office of Student Services and Student Engagement website. For 24-hour crisis line, call Emergence Health Network at (915) 779-1800, for emergencies dial 911.

D. Admissions and Applicants

The educational policies of the TTUHSC El Paso are founded upon the regulations of the Board of Regents of the Texas Tech University System. TTUHSC El Paso is a health related institution that offers upper-level undergraduate, graduate professional academic programs. The application and admissions policies for TTUHSC El Paso are outlined in the individual Schools’ catalogs and/or handbooks.

Most programs at TTUHSC El Paso have a deadline for the receipt of applications and supporting documents. These deadlines vary by program and application year. Applicants are advised to contact the program to which they are seeking admission for specific deadline dates.

E. Adding and Dropping Courses

See the Office of the Registrar web-page for all related academic policies and also consult the academic catalog and/or handbook for school-level policies.

Students should make an appointment with his/her advisor to complete appropriate documentation. Students dropping a course to the point of zero hours of enrollment are considered to be withdrawing from the institution and those receiving federal financial aid should consult the Office of Financial Aid for information related to return of Title IV funds requirements.

F. Affiliation

The Student Government Association is the official organization representing students. Students may identify with off-campus programs and activities as individuals, but not as representatives of the student body.

G. Alcohol/Illegal Drugs and Student Drug Screening Requirements

See HSCEP OP 10.03, Alcohol and Illegal Drugs

See HECEP OP 77.15, Working with Affiliated Entities - Student Drug Screenings

H. Credit by Exam

See HSCEP OP 77.07, Credit by Examination

I. Death of Student

The Office of Student Services and Engagement (SSSA) is the Office of the President’s liaison regarding the notification of any student deaths. Schools must notify the Assistant Vice President for SSSE immediately in the event of any student death.

J. Students with Disabilities

HSCEP OP 77.14, Establishing Reasonable Accommodations for Students with Disabilities, provides policy related to the American with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, and state and local requirements regarding students with disabilities. Under these laws, no otherwise qualified individual with a disability shall be denied access to or participation in services, programs, and activities of TTUHSC El Paso solely based on the disability. Students with questions about disability services, documentation, and accommodations should review the Student Disability Resource Manual on the SSSE Academic Success and Accessibility Office (ASAO).

Any student seeking accommodations on the basis of disability must register with the ASAO in Office of Student Services and Student Engagement (SSSE) suite located in the MSBII 2C201. The process to request accommodations includes an application for services, appropriate documentation of the disability, and an intake interview.

Students with grievances related to discrimination on the basis of a disability should review this Institutional Student Handbook, Appendix A on Anti-Discrimination policies and procedures.

K. Discrimination/Equal Opportunity

No person shall be excluded from participation in, denied the benefits of, or be subject to discrimination under any program or activity sponsored by TTUHSC El Paso on any basis prohibited by applicable law, including but not limited to, race, color, national origin, religion, sex, veteran status or disability. For more information view HSCEP OP 51.01, Equal Employment Opportunity Policy and Affirmative Action Program and Texas Tech University System Regulation 7.09.

L. Student Emergency Contact Information

Students must keep their Emergency Contact Information current with the Office of the Registrar (MSBII 2C201) or via the MyTech portal under “Personal Information” box and select “Update Emergency Contacts” to complete required information.

M. Employment Grievance

A student wishing to pursue a grievance concerning employment with the University and who has not found satisfaction or resolution with his or her immediate supervisor or the person in charge of that department may contact the Office of Equal Employment Opportunity in accordance with the grievance procedures outlined in the HSCEP OP 70.10, Non-faculty Employee Complaint Procedures. The procedures manual may be reviewed in the Office of Equal Employment Opportunity.

N. Exams - Bring you Own Device Policy

The general expectation is that students and residents will possess, maintain, and use their own electronic device(s) (i.e., laptops, smartphones, and tablets) for all administrative, curricular, and assessment purposes related to their academic or residency program(s) with authorized participation in the TTUHSC El Paso learning environment, except when otherwise specified by the academic or residency program or by TTUHSC El Paso administration; see HSCEP OP 56.06 Bring Your Own Device (BYOD)

In addition, refer to the individual School’s catalogs, handbooks, and web-pages for more specific exam details relating to your program. Any student seeking exam accommodations on the basis of disability must register with the Student Success and Accessibility Office in the Office of Student Services and Student Engagement and must provide all required documentation to support accommodation request. Appropriate and reasonable accommodations, if any, will be determined by the Student Success and Accessibility Office.

O. Financial Policies

Students must meet all financial responsibilities due to the University. The writing of checks on accounts with insufficient funds, issuance of stop pays, disputed credit card chargebacks, or the non-payment or delinquent payment of outstanding loans, and failure to meet any other financial obligations to the University, (including failure to return Title IV funds), are considered a lack of financial responsibility. Financial irresponsibility may subject the student to additional fees, fines, suspension of check writing privileges, denial of registration, withholding of grades and transcripts and possible adjudication under the Code of Professional and Academic Conduct. A student who fails to make full payment of tuition and mandatory fees, including any incidental fees, by the due date, may be prohibited from registering for classes until full payment is made. Generally, failure to meet financial obligations to the University may result in:

• Cancellations of the student’s registration if tuition and registration fees are not paid by the 20th class day (15th class day in summer), or if a returned check given in payment of tuition and fees is not redeemed by that time;
• Loss of University check writing privileges and possible criminal prosecution for writing insufficient fund checks and for failure to pick up a returned check;
• A hold placed on a student’s academic records preventing future registration (before registering or requesting a transcript, students may check on the presence of holds by accessing their records at https://portal.texastech.edu under the MyTech - El Paso tab).
• Reporting of financial problems to a credit agency or a collection agent. For more information, please visit the Student Business Services website.

P. Grades/Grading

• See HSCEP OP 59.05, Grading Procedures and Academic Regulations.
• The instructor assigned to a course has the responsibility for determining a grade and for judging the quality of academic performance.
• The processing of formal appeal procedures is the responsibility of the School which administers the course. A copy of the grade appeal procedures may be found in the individual Schools’ catalogs and/or handbooks. A grade can be formally appealed only when there is demonstrable evidence that prejudice, arbitrary or capricious action on the part of the instructor has influenced the grade. The burden of proof that such an unfair influence has affected a grade rests with the student who appeals the grade. Only final course grades may be formally appealed to the responsible academic dean. Earlier grades and other academic grievances may be discussed with the instructor involved and with the chair of the department or division involved.

Q. Graduation Procedures

Degree requirements are published in the individual School’s catalogs.

Prior to graduation, all candidates for TTUHSC El Paso degrees are required to:

• Complete all graduation requirements set forth by the applicable School;
• Complete the Intent to Graduate Application (link provided by school level office of student affairs in the semester before anticipated graduation). Please note that the student’s “diploma name” as requested in the Intent to Graduate Application is printed on the student’s diploma, and information provided by the student is used in commencement programs. In the event that the student has requested that directory information is confidential - specific request to release information for commencement bulletin is confirmed via the Graduation application process;
• Requires student active registration in the semester the certificate or degree is to be conferred unless the student is granted an exception by the dean of their school;
• Pay the graduation application fee applied to you bill by Student Business Services - $75;
• Attend an online Exit Interview session scheduled by the Student Financial Aid Office for students who have received financial assistance, which must be repaid after graduation.

R. Student Health Services

The Texas Tech Physicians at Hague provides health services to TTUHSC El Paso students who are currently enrolled and have paid the Medical Services Fee as part of tuition and fees. To receive health services students must present Student ID card and provide co-payment at the time of the appointment. Students may contact their insurance provider to determine if they qualify for co-payment reimbursement.

The Medical Services Fee covers only those services provided by the Texas Tech Physicians at Hague Clinic and specific laboratory and radiology service performed at cooperating locations. All other charges incurred are the student’s responsibility.

The Student Service and Student Engagement website is updated monthly on Hague clinic schedule availability.

1. Appointments
   1. Call (915) 215-5810 for appointments
   2. Sudden Illness: call (915) 215-5810 as early as possible on day requiring care
   3. After hour visits: Call (915) 215-5810 and ask to leave a message for the on-call physician.
   4. Those without an appointment may have to wait for a physician.

NOTE: Immunizations, paperwork, and routine procedures are not ordinarily considered urgent care, and may not be taken care of on the same day as requested.

If you have a health emergency that requires you to be seen at a hospital emergency room, go to the hospital listed as a provider on your insurance. Visits to an emergency room that generate a charge from either TTUHSC El Paso or the hospital are your responsibility

2. Clinic Procedure
   1. Check-in
      At check-in inform the receptionist that you are a TTUHSC El Paso student.
   2. ID Requirement
      Present valid TTUHSC El Paso Student Identification Card; failure to do so may result in no service
   3. Co-Pay
      Provide $10 co-pay at time of appointment, note additional fees may result from labs or procedures not covered (provided at a reduced rate)
3. Billing
   If the student receives a bill from the Texas Tech Physicians at Hague for services covered by the medical service fees, please contact the Office of Student Services and Student Engagement at 915-215-4370.

S. Student Health Insurance

Students are required to have hospitalization insurance coverage for each semester enrolled throughout the duration of their academic program as per school-level catalogs and handbooks. Students are required to provide proof of coverage at the time of registration, orientation, and/or clinical rotations. Information on how to submit proof of coverage is provided to each enrolled student from the Office of Student Services and Student Engagement and is managed via the Academic Health Plans (AHP) Portal.

The Texas Tech University System (TTUS) works with Academic Health Plans (AHP) to offer and administer health insurance coverage options for purchase to all students. Students have the option to investigate alternative insurance plans. Insurance information can be found on the Office of Student Services and Student Engagement web-page

T. Immunization Requirements

In order to protect the health of our students and the health of the patients with whom they come in contact, TTUHSC El Paso requires all entering students to provide documentation of all immunizations as required by their respective schools. Immunization requirements are stipulated by each School and students should consult their School catalogs and handbooks.

See also Ambulatory Clinic Policy and Procedure EP 7.01

Exclusions for Immunization Requirements in Texas Institutions of Higher Education. See https://www.dshs.texas.gov/immunize/school/rules.aspx

U. State Residency Classification

Residency is established at the time of application to TTUHSC El Paso. Some students may be eligible for Border County waivers; see HSCEP OP 77.18, Border County Waiver.

Students are responsible for registering under the proper residence classification and for providing documentation as required by the institution. If there is any question about the right to classification as a resident of Texas, it is the student’s obligation, prior to the time of enrollment, to ask for an official determination by the Office of the Registrar. Non-residents who live in Texas taking only online courses are charged non-resident tuition and fees. An applicant whose classification as a resident of the State of Texas is not clearly established should request a Residency Questionnaire from the Office of the Registrar. The Oath of Residency information can be found at: https://elpaso.ttuhsc.edu/studentservices/registrar/forms.aspx

V. Student Government Association (SGA)

The Student Government Association (SGA) promotes, directs and coordinates student activities at Texas Tech University Health Sciences Center El Paso (TTUHSC El Paso). The executive council and senators are elected from each of the three schools and act to voice student concerns to the TTUHSC El Paso Faculty and Staff and encourage interdisciplinary communication and participation among the individual schools that compose TTUHSC El Paso. The Office of Student Services and Student Engagement (SSSE) provides administrative support for SGA. See the SGA web-page on the SSSE site or view SGA on TechEngage.

W. Student Publications

See HSCEP OP 77.03, Official Student Publications.

X. Tuition and Fees

See the Student Business Services web-page for details related to tuition, fees, billing and payment options.

1. Approval of Student Fees

Approval of Student Fees: The Board of Regents shall approve the assessment and collection of fees from TTUHSC El Paso. The amounts to be collected are presented in a Global Fee Document to the Board of Regents for approval.

2. Payment Deadlines

TTUHSC El Paso is authorized to establish payment due dates in advance of the beginning of a semester and prior to the sixth and eleventh class weeks respectively so that required payments have been received and student records have been appropriately updated on the dates required by law.

3. Payment of Tuition and Fees

Texas Education Code, Section 54.007, provides that state-supported institutions of higher education shall provide students with the election to pay tuition and fees during the fall, spring, or long (10 weeks or longer) summer semesters in installments. TTUHSC El Paso offers the payment alternatives.

1. Payment alternative information
   1. Full payment of tuition and fees in advance of the beginning of the semester; or
   2. One-half payment of tuition and fees in advance of the beginning of the semester and separate one-fourth payments prior to the sixth and eleventh class weeks, respectively.
   3. If a student elects to pay tuition and fees using the payment alternative, he or she shall be assessed an installment option fee in addition to the required payment of tuition and fees. The fee developed and recommended for approval shall reflect all costs incurred in operating and handling payments under the installment alternative. The Board of Regents has delegated to the President of Texas Tech University Health Sciences Center El Paso, the authority to approve all discretionary, incidental fees.
   4. If a student who has elected to pay tuition by installment fails to pay in full all amounts of tuition, other registration fees, installment option fee, late payment fees, and other authorized fees by the end of the business day of the last day of the semester, then he or she will be dropped from School for failure to pay.
   5. TTUHSC El Paso shall develop procedures so that students are notified of the requirements, provisions, and penalties of the installment payment options.

4. Tuition and Fees Refund Polices

See the Student Business Services web-page under Student Resources/Financial Information for detailed information about the impact of decreasing course load on:

• All students who withdraw from TTUHSC El Paso or drop all courses during a term
• Additional considerations for students who received financial aid and withdraw from TTUHSC El Paso or drop all courses during a term
  1. Institutional Refund Policy

Texas Education Code, Section 54.006, provides the amount of tuition and fees to be refunded to students who drop courses or withdraw from the institution.

Class day count is based on the official institution academic calendar for the school, not the specific course dates.

Students who drop a course, but remain enrolled at the institution will be refunded at the following rate:

Students who withdraw from the institution (zero semester credit hours) are required to pay tuition and fees according to the following schedule based on their official withdrawal date:

Students who withdraw from TTUHSC El Paso or drop all courses during a term that receive(d) financial aid, be aware of the refund policies and to understand the impact they will have on the aid released and the continued financial aid eligibility. Current refund policies for students who withdraw or drop all courses during a term are determined by the Higher Education Title IV refund regulations.

Any refund due to a student will be after calculation of the amount of tuition and fees due at the time of withdrawal. If the student has paid less than the amount due at the time of withdrawal, the student will be required to pay the percentage

Federal Refund and Repayment calculations must be performed for students who receive Title IV (Pell, FSEOG, Perkins and/or Stafford Loans) funds and officially withdraw from all courses, drop out of all courses, are expelled, take an unapproved leave of absence, or fail to return from an approved leave of absence prior to the 60% date of the term. All “unearned aid” must be returned to the federal aid programs as determined by the Federal Refund and Repayment calculations. Failure to return Title IV funds constitutes a failure to meet a financial responsibility due to the University which is subject to any of the actions stated in the Tuition and Fees Payment section above.

• The requirements for Title IV program funds are separate from the university refund policy. As such, you are responsible for unpaid institutional charges remaining after the refund calculation. You are also responsible for charges/balances created by the returning of Title IV program funds that the school was required to return.
• If you have questions about your Title IV program funds, you can call the Federal Student Aid Information Center at 1-800-4-FEDAID (1-800-433- 3243). TTY users may call 1-800-730-8913. Information is also available on Student Aid on the Web at https://studentaid.ed.gov/sa/

In order to keep all the financial aid issued in each term, students must be enrollment for at least 60% of the term. After this point in the term students have earned 100% of the Title IV funds released for the term. Therefore, it is in your best interest to maintain attendance and complete at least one class each term that you receive federal aid to avoid repayment of funds.

How the calculation works:

1. Number of days attended ÷ Days in semester = % of semester completed
2. Total $ disbursed X % completed = Earned $
3. Total $ disbursed - Earned $ = $ to be returned

An example calculation is available on the Student Business Services web page: https://elpaso.ttuhsc.edu/fiscal/businessaffairs/studentbusserv/resources/financial-information/default.aspx

Once it is determined that you owe money back to any of the federal aid programs, you will be ineligible to receive further federal aid at TTUHSC El Paso or any other institution, until this debt is cleared.

Please note, your failure to complete a semester or term could impact your Satisfactory Academic Progress (SAP) and your future eligibility for financial aid. To remain eligible for financial aid, a student must maintain satisfactory

academic progress. This consists of three categories: (1) grade point average on hours attempted (qualitative), 2 hours successfully completed (quantitative) based on hours enrolled and (3) time to degree. You must complete your program of study within 150% of the normal time required for the program.

The complete policy is available on the Financial Aid website under Satisfactory Academic Progress.