For the purpose of these polices, “student” means any person who has been enrolled in and is attending, or has attended, any course offering of Troy University. It does not include prospective students.
Given financial implications of students’ residency classification, it is important to define in state and out of state residency. Students are designated as having in-state or out-of-state status based on a series of factors established, maintained and updated by the Troy University office of admissions. These include place of legal residence, whether a graduate of a state accredited high school or equivalency. The Troy University Office of Admissions, through its campus locations, is the final determiner of student residency status.
Academic honor, trust, and integrity are fundamental to Troy University.
These qualities contribute directly to a student's education and reach far beyond the campus to an overall standing within the community. The following Honor Code was proposed by the SGA (Troy Campus), approved by the Student Body and was implemented by the Troy University Board of Trustees. The Honor Code reads:
“I, (Troy University Student), will be honest in all of my academic work and strive to maintain academic integrity.”
The payment of charges for tuition, fees, room, and board is part of the registration process. Troy University encourages full payment of all tuition and related fees by the last day of the regular registration period for the current semester or term. Payment of fees may be made on-line using Trojan Web Express or at the office of Student Financial Services. Troy University accepts Visa, Master Card, Discover, American Express, e-checks, money orders, checks, and cash.
All financial or other obligations to the University must be cleared prior to the end of each semester or term. An outstanding balance for a prior semester or term must be paid before the student will be allowed to register for subsequent semesters or terms. Transcripts will not be issued if financial obligations have not been satisfied. Failure to meet financial obligations to the University could subject the student to additional late payment charges, as well as collection costs.
In addition to basic regular registration expenses, other expenses such as Health Center charges may be incurred by the student and charged to the student’s account. These charges are payable when incurred and are billed to the student’s permanent address by Student Financial Services.
If there is an outstanding account balance, and the University has in its possession any funds payable to the student, the University reserves the right to withhold funds necessary to pay the outstanding balance and cover any collection costs incurred. Once accounts are paid, any remaining balance will be refunded to the student.
All financial regulations, fees or charges are subject to change as conditions warrant.
Student bank loans are disbursed each semester or term. Most bank loans are disbursed electronically. Students may reference their promissory note for loan disbursement dates to determine when to expect loan proceeds. All loan applicants are required to participate in an entrance interview on the web at www.KHEAA.com concerning their financial obligation as recipients of loan funds.
Troy University acts as an agent holding miscellaneous scholarship funds from donors to be applied to the accounts of students. All transactions relating to a funds-held account must take place at the office of Student Financial Services.
Students may add/drop courses during the first week of the semester without penalty. After this week students are responsible for all charges. A student may withdraw during the first week of the semester by following withdrawal procedures and paying a $50 withdrawal fee. Registration charges will be removed from the account and room/board charges may be prorated. Withdrawals may occur after the first week of the semester however, the registration charges will not be reduced and a $50 withdrawal fee will be assessed.
A student who is withdrawn from the University for disciplinary reasons, or for other similar reasons, is not eligible for any refund or reduction in semester charges.
For the convenience of students, the Business Office at Troy campus will cash personal checks, not to exceed $100.00 per day. Checks should be made payable to Troy University and must have the student’s ID number on them. Students who cash checks must present a current ID. No two-party checks can be cashed. Checks should be negotiable, properly signed and drawn on the bank in which one has funds.
If a check is returned to the University, the amount of the check and a returned check fee will be assessed to the student. Returned checks should be redeemed immediately. Students who continually write bad checks will forfeit their check-writing privileges. If more than two checks are returned, privileges are suspended permanently.
All students residing on the Troy campus are required to pay a $100.00 room application fee. This fee is a one-time, non-refundable fee.
Room rent expense is not refundable after completion of registration (see Housing Contract). Board is refunded on a prorated weekly basis. No meal plan changes will be allowed after the second week of classes. All room and board adjustments are made in the Housing Department located on the Troy Campus.
The administration of Troy University supports student participation in institutional decision-making. The Student Government Association (SGA) is an active and vital organization which serves as a link between the student body and the administration. The SGA (of which all students are members) serves as the governing body for student issues and performs many other valuable functions for students. Students are actively integrated into the university decision-making process through representation on University standing committees, membership on the Student Services Judicial Committee and the University Activities Council, representation on the University Board of Trustees, generally on University ad hoc committees, and on various advisory committees in some academic schools and departments. Student representatives to committees are recommended by the SGA and names are submitted through the Senior Vice Chancellor for Student Services and Administration to the University Chancellor for appointment. The SGA President represents the student body by serving as a non-voting member of the University Board of Trustees. The Senior Vice Chancellor for Student Services and Administration serves as co-advisor to the SGA, thereby providing an open channel of communication to the administration on a daily basis. The student voice is an active component of the university’s decision-making process.
Troy University compiles and maintains information about students which facilitates educational development of the student and effective administration of the university. To better guarantee the rights of privacy and access as provided by the Family Educational Rights and Privacy Act of 1974 (Buckley Amendment, 20 U.S.C. 1230, 1232), Troy University has adopted the following policies and procedures:
Troy University shall not permit access to or the release of education records or personally identifiable information contained therein, other than directory information, without the written consent of the student, to any party other than the following:
The student is accorded the right to inspect and review, in the presence of a university staff member, any records, files and data directly related to the student. To inspect his/her personal folder or file, a student shall submit a written request to the appropriate records official which request shall be signed by the student and, if not personally submitted by the student, then the student’s signature shall be acknowledged by the affidavit of a Notary Public. The request for inspection shall be acted upon within 45 days from the date such request is received. If, in the opinion of the appropriate records official, inspection can reasonably be accomplished by providing copies of documents, such copies shall be made and provided to the student.
If, after inspecting his/her record, a student wishes an explanation or to challenge any part of the contents of such record, then the student shall submit a written request for a hearing. The request for hearing should identify the item or items in the file to be challenged and state the grounds for the challenge, e.g., inaccuracy, misleading nature, inappropriateness, etc. The records official shall examine the contested item, shall hear the person responsible for placing the item in the file if appropriate and possible, and shall examine any documents or hear any testimony the student wishes to present. The records official may decide that the contested item should be retained or that it should be deleted or revised or he/she may refer the matter to the hearing officer who shall set a hearing within 10 days thereafter for final decision. In the event any part of the challenged item is retained, the student shall be allowed to place a written examination thereof in the file. A written decision shall be delivered or mailed to the student within 10 days from the date such hearing is concluded, either by the records official or the hearing officer.
A student or a person applying for admission may waive his/her right of access to confidential statements concerning that student’s application for admission, financial aid, employment, honorary recognition or any other benefit made available by Troy University. The student may sign and return the waiver or may request a list of the names of persons who will be asked for recommendations as to such application prior to signing and returning such waiver or the student may decline to waive the right of access. No such application shall be conditioned upon or prejudiced by the student’s failure or refusal to sign such waiver.
The policy of Troy University is to refuse access to student records to third parties without the written consent of the student except as provided herein. Any records pertaining to a student, which are not excluded, shall be released upon receipt of that student’s written request, directed to the proper records official, specifying the records to be released, the reason for such release, the person to whom the records are to be released, and whether a copy thereof is also to be furnished the student.
Any information released shall be expressly conditioned upon the understanding that the party to which the information is being transferred will not permit any other party to have access to such information without the consent of the student. Such conditional understanding shall be in writing, and included in or attached to each release of information.
Troy University shall maintain a record, kept with the education records of each student, which will indicate all parties which have requested or obtained access to a student’s education records. This record will indicate specifically the legitimate interest that each such party has in obtaining this information. Such record of access shall be available only to the student, to the school official and his/her assistants who are responsible for the custody of such records, and to persons or organizations authorized.
Troy University retains the right, if not otherwise precluded by law, to destroy records as a mater of policy. However, upon written request, a student shall be granted access to and copies of his/her records, which are not excluded by the provisions of paragraph 2, prior to the destruction of such records. Absent such a request on file prior to destruction, no copy of records to be destroyed need be furnished the student.
Any copies of records furnished at the request of a student shall be subject to the payment of a reasonable fee, to be established by the university from time to time, for such service.
In accordance with (FERPA) Family Educational Rights and Privacy Act, the university must have parental and student consent to allow the university to release student information to the parents and/or legal guardians. This information includes grades, billing information, schedules and judicial files. Questions concerning the Family Education Rights and Privacy Act may be referred to the Student Services Office on each campus.
Disclosure of a student’s Social Security number is voluntary and not mandatory. A student’s Social Security number is solicited pursuant to the authority delegated to the officers of Troy University by the Board of Trustees thereof under Alabama Code, Title 52,SS 509 (116) - 509 (128c) and will be necessary if the student is employed by the university, including employment through a student financial aid program. When provided, the Social Security number will be used as the most efficient means of identifying the student and eliminating confusion over similar names and names changed by marriage. No right, benefit or privilege provided by law will be denied to a student if they refuse to disclose their Social Security number. In addition, Troy University assigns an identification number to each student through the University's computer system. These numbers are used to identify individual students on class rolls or other verification documents.
Troy University shall not release address labels, in either print or electronic format, of students, prospective students, or employees, to off-campus organizations. When Troy University has entered into a business agreement with an organization, the addresses may be made available as part of that agreement, at a cost set by the university. On-campus organizations and departments may obtain address labels, at a cost set by the university, for purposes related to their routine operation and which are consistent with the university’s educational mission. Written requests for address labels, including a copy of the material to be sent, must be approved by the Senior Vice Chancellor for Student Services and Administration or his designee.
Hazing is defined by Section 16-1-23, Code of Alabama (1975), and by such section as may be amended from time to time. Additionally, for the purpose of these standards, hazing is any action taken or situation created, whether on or off organizational premises, to produce mental or physical discomfort, embarrassment, harassment or ridicule to any person, whether or not such person has consented to participation in the activity. Such activities and situations include but are not limited to paddling in any form, scavenger hunts, road trips, excessive fatigue, deprivation of normal sleep, engaging in public stunts, morally degrading or humiliating activities, blind-folding, branding, calisthenics, running, forced consumption of food, alcohol, drugs, or any other substances and any other activities which are not consistent with fraternal law, ritual or policy or the regulations and policies of Troy University. No organization shall allow any of its pledges/associates, members, or other persons to participate in any hazing ceremony, activity or practice. Hazing in any form is absolutely prohibited at Troy University. For enforcement purposes, this policy applies to both individuals and organizations.
Student grievances are handled through one of two procedures depending on the nature of the grievance. If the matter is academic in nature, the student should address the concern with the appropriate faculty member, department chair and/or dean. If the matter is not resolved through these channels, the student should then address the concern with the Provost’s Office. If the matter is not academic, the student should address the concern with the appropriate department head. After that all student grievances that are non-academic related should be brought to the Senior Vice Chancellor for Student Services and Administration Office or his designee. Should a student not know where to file a grievance, the student should come to the Student Services Office on their respective campus.
Academic work submitted by students in partial completion of course requirements (tests, reports, photography, electronic discs, etc.) remain the property of the student. Student permission must be granted if faculty members decide that student work maybe used in other venues. Further, in all cases, when students request return of their previously submitted coursework, faculty members will comply with requests in a timely manner. (Board of Trustees____, see Student Handbook, Bulletins, review every five years).
Validity, Possession and Usage: Identification cards are mandatory and valid only to the person issued. This card must be carried at all times while the student is on campus and presented to any university official or duly constituted authority upon request. Refusal to identify oneself to an official of the university or any misuse of the ID card constitutes grounds for serious disciplinary action.
Return: This card remains the property of the university and must be returned upon withdrawal.
Replacement: ID card has been issued to you as a four year ID card. Loss or theft of ID card should be reported immediately to the ID Center on your campus. The replacement cost is $15.00. To help insure that ID cards are not duplicated, a new student must have made an ID card or picked up their ID card by the fourth week of the student's first semester or term. If a student fails to follow this procedure, a fee of $15.00 will be assessed at the time an ID card is requested.
Summons, or requests for students to report to an administrative office, should be promptly carried out. When the request to report at a specific time conflicts with a student’s class schedule, notification of class absence for such purpose will be issued by the Office of Student Services on the specific campus. Refusal to respond to a summons or request to report to an office is contrary to university policy and subjects the student to disciplinary action.
Any and all students and/or persons participating in an unauthorized group meeting on the campus which creates a disturbance or results in destruction of university or personal property, or brings discredit to the university, shall be subject to disciplinary action and possible civil action. Participants are defined as those persons actively engaged in the action and those drawn to the scene, out of curiosity, as spectators and who refuse to disperse after warning. Any student that can be identified personally by university officials and/or through photographs taken at the scene of the disturbance are also defined as participants.
University recognizes and supports the rights of students and employees to speak in public and to demonstrate in a lawful manner in designated areas of the campus and at designated times. In order to maintain safety, security and order, and to ensure the orderly scheduling of campus facilities, and to preclude conflicts with academic and curricular activities, Troy University reserves the right to limit such activities regarding time, place, and manner of such activities. The specific location for these activities shall be determined by the Student Services Office on each campus. Please consult the specific section for the campus in question. In general, the amphitheater adjacent to the Trojan Center maybe used for such events (Troy).
The regulations/policies shall be administered and enforced by the office of the Senior Vice Chancellor for Student Services and Administration and such other university officials as shall be designated. Visitors to the campus and all others violating these regulations regarding registration time, place, and manner of speech and demonstration will be subject to immediate eviction or removal from the campus, without further warning, by appropriate university officials, and may be subject to appropriate legal action. Additionally, students and student organizations violating these regulations will be charged with violating the Standards of Conduct and may be disciplined, up to and including suspension and expulsion from the university.
Troy University has established policy and procedures regarding invitations to and the appearance of outside speakers on the university campus. In the interest of orderly administration and to insure effective public relations, adequate preparation and reservation of facilities as well as proper maintenance of the campus, the following procedures have been established by the university. An outside speaker (one who is not a registered member of the student body, faculty or staff of this university) may be invited to speak on campus only by university recognized student, faculty or staff organizations.
The faculty member or officers of an organization sponsoring an outside speaker shall assume full responsibility for making the necessary arrangements, paying all expenses, including any damages to university property during the course of the event, and preserving the peace and dignity of participants of the scheduled event. Any responsible officer who willfully violates this policy may become subject to appropriate disciplinary action. Individuals who are not associated with the university as a student, staff or faculty member and who wish to speak without organization sponsorship must provide notice to the Senior Vice Chancellor for Student Services and Administration or designee. An area for campus expression and demonstrations is designated on each individual campus. On the Troy campus, the area designated is the concrete area in the amphitheater, on the west side of the Trojan Center.Prior to extending an invitation to an outside speaker for a campus event, the organization shall submit a written request to the Office of Student Services. Such requests shall be completed to furnish all information required thereon. Upon receipt of the request form, properly completed and executed by the authorized officer and the faculty advisor of the organization, the Student Services Office shall determine the availability of adequate facilities for such event. The proposal shall be reviewed to determine whether university regulations have been fulfilled. A copy of the request shall be returned to the sponsoring group, showing the findings and action taken thereon. Said request will be acted upon by the Student Services Office within a maximum of one week of the time of the receipt of the request.
Bear the name of the sponsoring organization and shall not contain any implication that the speaker or event is being sponsored by the university.
Be posted only on bulletin boards situated inside the buildings on campus. Any locations for posting such material other than on bulletin boards must be approved by the Student Services Office, who shall be primarily concerned with the prevention of any temporary or permanent damage to university property or the appearance thereof.
Be distributed on campus only at tables or booths provided for such purpose inside the buildings on campus. Any locations for distributing such material other than the customary places must be approved by the Student Services Office, who shall be primarily concerned with the prevention of excessive litter spoiling the appearance of the campus.
Be removed by the sponsoring organization within 24 hours following the scheduled event.
The university will not tolerate any speech on campus, which presents a clear and present danger to the persons and property within the campus community. The privilege of any speaker to speak on campus will be denied if it reasonably appears that such speaker would advocate:
If a recognized organization fails to obtain the approval of an invitation, which it wishes to extend to a speaker, it may appeal, through the Senior Vice Chancellor for Student Services and Administration, to the Chancellorís Cabinet of the University.
The sponsoring organization shall make it clear, at the time the speaker is introduced at the scheduled event, that the views expressed by the speaker are not necessarily those of the university.
Notices or any other correspondence will be addressed to students at the last address posted on the records of the university. Such correspondence deposited in the United States mail, postage prepaid, shall be presumed to have been received and read by the students. Troy University is not responsible for mail, which is undeliverable per the address on the student's record.
A student’s university e-mail address is the official point of communication for all university business conducted with the student.
When groups of students wish to have a continuous association, intended to last beyond the term of those immediately involved, causing them to congregate for activities on the campus, requiring from time to time the use of university facilities, and advertising them to the general public as a group centered on the campus, it is proper that they be required to register with the university. All registered associations should be accorded the same privileges and bound by the same obligations. No student organization may carry on any activity on university-controlled property unless it has been registered under the procedures herein outlined.
A group of students wishing to register an organization at Troy University must file documents with the Office of Student Involvement and Leadership (Troy) or the Student Services Office on other campuses.
Each organization wishing to maintain registration with the university must have on file by the fifth week of fall semester a “Student Organization Application for Registration.” Registration will be suspended until such time a completed form is received. Notification of subsequent changes in officers by the organization shall be filed in the Office of Student Involvement and Leadership (Troy) or the Student Services Office (other campuses) when such changes occur. Any change or amendment affecting the nature or purpose of the organization as originally approved, must also be approved by the Office of Student Involvement and Leadership (Troy) or the Student Services Office (other campuses).
Registered student organizations are expected to conduct their activities in accordance with their constitutions, and with the procedures and limits set forth in University “Standards of Conduct” and other policies referred to in this handbook. Any organization which ignores the procedure or exceeds the limits stated herein shall be officially warned by the Director of Student Involvement and Leadership (Troy) or the Student Services Office (other campuses). If repeated or flagrant violations occur following such warning, registration of the organization may be suspended by the Director of Student Involvement and Leadership or the Student Services Office (other campuses). A suspended organization may not hold meetings on the campus, or otherwise request the privileges of a registered organization. Recognition may be restored to a suspended organization by action of the Director of Student Involvement (Troy) or the Student Services Office (other campuses). After suspension for a period of four years, a group may petition for re-establishment in order to register the organization.
Approved student organizations proposing fund raising activities must have these plans approved by the Director of Student Involvement and Leadership on the Troy campus or through the Office of Student Services on other campuses.
It is expected that all social activities support standards of good taste and refinement. Any group sponsoring an event or function will be responsible for any misconduct by its members or guests. Only Troy University students and invited guests will be admitted to events. Each organization shall do whatever is necessary to check student ID cards for admission to events. Those people who are not guests of students of Troy University should politely be refused admission. Sponsoring organizations will make necessary arrangements through the Director of Student Involvement and Leadership (Troy) or the Student Services Office (other campuses) for security for off-campus social activities. For on-campus activities the campus police or security must be notified.
Any university organizations planning a social event must register that event with the Director of Student Involvement and Leadership (Troy) or the Student Services Office (other campuses) on the form available in that office. This must be done before the date of the activity (on or off campus). This form should be filled out completely, including advisor’s signature. This is a registration process and does not mean university approval or disapproval. All fraternity or sorority events, on or off campus, will be registered by the Director of Student Involvement and Leadership ONLY AFTER the faculty advisor has approved them. Organizations other than fraternities and sororities will secure approval from their faculty advisor before submitting forms to the Director of Student Involvement and Leadership. Violation of any of the above will result in disciplinary action to include a possible $25.00 fine and restriction of future events.
At least one advisor will be present from the beginning to the close of the event. Events will normally be approved provided the faculty advisor has given prior approval on the standard form. The responsibility of the social event rests entirely with the organization and its advisor.
All serenading or other group type activities must have approval from the Office of Student Involvement and Leadership (Troy) or the Student Services Office (other campuses if needed) and must comply with stated regulations. So as not to interfere with the rights of other students, serenading is limited to the hours between 6:00 p.m. and 8:00 p.m.
Troy University shall established and maintain guidelines for students displaying emotional problems or abnormal behavior. In some instances, a student’s behavior may be beyond campuses’ resources and capabilities and require consideration of involuntary withdrawal from the university, or from university housing, for a specific period to ensure the safety, security, and wellbeing of the student and/or other members of the university, and to assure the orderly operation of normal university functions. These standards and procedures are maintained in the office of the Senior Vice Chancellor for Student Services and Administration and available in the student handbook.
Admission, discipline, promotion, graduation, and formulation of all rules and regulations pertaining to students of the University are matters to be handled by the institution. Students violating rules and regulations may be punished, suspended, excluded, or expelled as may be determined by the institution.
An applicant may be declared eligible for admission, registration, enrollment or re-enrollment at the University only after satisfying all requirements established by the. The institution shall have the right to examine and appraise the character, personality and qualifications of the applicant. In order that this examination and appraisal may be made, the applicant shall furnish to the institution such biographical and other information, including references, as may be required.
The University reserves the right to refuse admission to a non-resident of Alabama, to an applicant whose admission would cause the institution to exceed its maximum capacity, to an applicant whose request for admission is only to a program that is already filled, to an applicant whose transcript(s) are from an unaccredited institution or who is otherwise ineligible for admission.
A student at Troy University, who is charged with or indicted for a felony or crime involving moral turpitude, may be suspended pending the disposition of the criminal charges against him/her.
Troy University recognizes that the use of illicit drugs and the abuse of alcohol interfere with the rights of everyone to a safe and productive educational environment or workplace. Troy University has a legal obligation to maintain a drug-free school and drug-free workplace. Accordingly, TROY complies with and upholds all federal, state, and local laws that regulate or prohibit the possession, use, or distribution of alcohol, prescription drugs not prescribed by medical personnel, and/or illicit drugs. Unless otherwise stated by law, each individual retains responsibility for his or her mental or physical state, even if altered by alcoholic beverages or other drugs. Students, faculty, staff, and employees of TROY are hereby notified of the University’s alcohol policy and are expected to adhere to the guidelines set forth in this policy.
Summary of State and Local Laws Regarding Alcohol
Enforcement of the alcohol policy for students shall reside in the Office of the Senior Vice Chancellor for Student Services and Administration, with the university’s judicial officer acting as the initial contact for such violators. Enforcement of the alcohol policy for faculty resides with the Executive Vice Chancellor/Provost and for staff with the Senior Vice Chancellor for Student Services and Administration respectively. Violations in these areas will be handled by the University Personnel Advisory Committee. Enforcement on other campuses will be with the respective officials in the reporting chain of the officials previously cited.
Violations of the Troy University Alcohol Policy will be handled as follows:University Organizations
* Money collected from fines for alcohol policy violations will be used specifically for TROY alcohol education programs. If it is determined that the student does not have the ability to pay the monetary fine, the student will be required to work the fine off through school services, to be determined by the Judicial Officer.
TROY provides free, confidential counseling for students having drug or alcohol abuse problems within the SAVE Project/University Counseling office or through similar programs on other campuses. Referrals for extended treatment may be made to community counseling and local treatment programs.
“Smart Choices” is a campus sponsored alcohol awareness program designed to alert students to the problems associated with alcohol abuse. Staff members are available to provide a variety of programs and presentations for campus organizations and classes. “Smart Choices” is housed in the Student Development/Counseling office.
Individuals not covered in the above areas should check with their respective campus counseling services to acquire necessary help or contact the Troy Student Development/Counseling office for further information.
The university’s standing committee, The Substance Abuse and Prevention Committee, will annually review the university’s alcohol policy across the campuses to assess its effectiveness. Recommended revisions will be presented to the Senior Vice Chancellor for Student Services and Administration.
Approved: Chancellor's Cabinet, Feb 22, 2012
OPR: Senior Vice Chancellor for Student Services and Administration
Review: Every Five Years