Policy and Procedures Manual SPH Office of Admissions and Student Resources

156 Pages·2015·0.87 MB·English

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Policy and Procedures Manual
SPH Office of Admissions and Student Resources (OSAR)

TABLE OF CONTENTS Page Number

Purpose and Scope 3
Mission Statement 4
Location/Hours/Phone/Fax 4
Direct Contact Information 5
Program Coordinator Contact Information 6
Advancement Team Contact Information 6
Key Contacts for OASR 7
Primary Manuals and Secondary Manuals 10

ADMISSIONS, RECRUITMENT, DIVERSITY AND LEADERSHIP DEVELOPMENT

Overview 12
Admission to the School of Public Health 13
Change of Status 17

ENROLLMENT/REGISTRAR INFORMATION

Overview 18
Registration Requirements 19
MPH Core Requirements - Equivalency Exam Information 21
MHA Core Requirements 22
Non-Degree Seeking Students 24
Auditing Courses 25
Interdisciplinary Concentration Areas 27
Graduate Level Minors 29
Undergraduate Students and Minors 31
Public Health Institute 32
Late Registration for Online Courses 33
Community Engagement Contracts 34
Coursework and Transfer of Credit Requirements 35
Grading Policies 38
Incomplete Policy for Active Military Duty 41
Repeating and Bracketing Courses 42
Probationary Status and Dismissal 44
Leave of Absence and Readmission 47
Course Withdrawal 49
Tuition Refunds 51
Accessing Student Records 52
Criminal Background Checks 55
Students with Disabilities 57
SPH Email Policy 59
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Family Education Rights and Privacy Act (FERPA) 61
Health Insurance Portability and Accountability Act (HIPAA) 64
Immunization Requirements 65
Course Evaluations 68
Student Surveys 70
Field Experience/Clerkship 72
Study Plan/Graduate Degree Program 75
MPH and MHA Culminating Experience 77
Semester/Term Exams 81
Time Frame for Degree Completion 83
Letter of Extension Process 84
Posthumous Degrees 85
Death of an SPH Student 86
Verification of Degrees Granted 87
Disposing of Student Records 88

INSTRUCTIONAL POLICIES AND INFORMATION

Overview 89
Roles of Advising Team 90
Grade Accountability 93
Submitting Course Grades 95
Submitting Incomplete Grades 97
Grading Options/Auditing Courses 99
Posting Grades 101
Submitting Course Approval/Syllabi Requests 103
Topic Title (Graduate Level) 108
Topic Title (Undergraduate Level) 108
Cross-Listing Courses with other Departments 110
New Program/Major/Dual Degree Program Process 111
Standard U of M Criteria 117
Duplication of Courses and Teaching Efforts 123
Canceling Courses with Low Enrollment 124
Student Complaints and Grievances 125
Student Misconduct Code Procedures 129

ADDITIONAL SPH INFORMATION AND RESOURCES

Overview 138
Graduation Check List 139
Career Services 141
Alumni Relations 143
Mentor Program 145
Graduate School Transition 146
University of Minnesota Resources 147
SPH Website Update Link 149
Payments to Staff and Students 150
Faculty Participation in AHC Intercollegiate Programs 152
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University of Minnesota
School of Public Health
Office of Admissions and Student Resources
Policy, Procedures and Process Manual

Purpose and Scope

The purpose of this manual is to develop a tool that provides coordination and consistency of
procedures in the area of student services. The manual is a combination of information, policies,
procedures, process, and administrative guidelines. The goal is to assist faculty, program
coordinators and other relevant staff to do their jobs more effectively. The procedures provide a
consistent set of processes incorporated in to the manual through recommendations and subsequent
approval from the Educational Policy Committee, Graduate Student Services and Progress Office,
and the School of Public Health Dean. When items are approved, the Procedures Manual will be
updated by the Office of Admissions and Student Resources and made available to faculty and
program coordinators for reference.

The Manual provides the School of Public Health faculty and program coordinators with a written
record of approved and current administrative procedures. The Procedures Manual includes policies
and procedures that are applicable to more than one major or organizational unit of the University.

The manual will be published in electronic format and may be accessed through the School of Public
Health Intranet. The end result will enable the school to maintain high quality student services.

It is important to remember that with the changes in graduate education in 2012-2013 there are many
new University wide policies. The Office of Admissions and Student Resources staff and program
coordinators are good resources for information on these new policies. The following are some of
the new university wide policy governing MPH, MHA, MS, PhD, and Post-baccalaureate education.
In addition, individual programs within the School of Public Health may have policies that are
more stringent or prescriptive than the School policies.

This document is provided in alternative format (paper, website, and training sessions as requested). Requests may be
directed to the Office of Admission and Student Resources, School of Public Health, MMC 819 Mayo, 420 Delaware
Street SE, Minneapolis, MN 55455; 612/626-3500 or [email protected]. Click on the respective hyperlinks provided
in this manual for more information. If you see any errors in this manual, please notify Carol Francis, Registrar and
Director of Academic and Student Affairs at 612/624-6952 or [email protected].

Disclaimer: The policies and procedures language and terms in this manual have been taken from a myriad of sources
and departments within the University of Minnesota. Therefore, faculty and staff will find wording that is identical of
other school policies. The format of this document has been altered for easy and consistent flow of information.

The University of Minnesota is committed to the policy that all persons shall have equal access to its programs, facilities,
and employment without regard to race, color, creed, religion, national origin, sex, age, marital status, disability, public
assistance status, veteran status, or sexual orientation.

(last manual update 03/2014)
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School of Public Health
Office of Admissions and Student Resources

Office of Admissions and Student Resources Mission Statement

The Office of Admissions and Student Resources (OASR) is dedicated to serving a diverse
community of future and current SPH students by enhancing the student experience, supporting the
achievement of educational and career goals, and empowering future public health leaders.

Office of Admissions and Student Resources Hours, Location, Email Information

Office Hours (Fall and Spring Terms) - Monday – Friday, 7:45 AM - 4:30 PM
Office Hours (Summer) - Monday – Friday, 7:45 AM – 4:30 PM Closed every day from 12:00 PM
– 1:00 PM
Location - Mayo Memorial Building, Room A395
Telephone - 612.626.3500 or 800.774.8636
Fax - 612.624.4498
Email - [email protected]
Mailing Address - Office of Admissions and Student Resources
School of Public Health
Mayo Mail Code 819
420 Delaware Street SE
Minneapolis, MN 55455-0381
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School of Public Health
Office of Admissions and Student Resources
Direct Contact Information

The objective of this guide is to provide a contact/resource list for student-related subject matters
and procedural processes as required by the School of Public Health, Graduate Student and Services
Progress Office, and the University of Minnesota. Through this guide faculty will have the key
contact information and knowledge to differentiate, understand, assist, guide, and direct public
health students to appropriate resources as required.

Key Contacts

School of Public Health
www.sph.umn.edu
SPH Office of Admissions and Student Resources (OASR)
A395 Mayo Memorial Building, MMC 819
612/626-3500

School of Public Health OASR

Position/Contact Name Phone and email address

Associate Dean for Learning Systems and 6-8568 [email protected]
Student Affairs, Dr. Kristin Anderson

Career Services
Director, Vic Massaglia 6-5443 [email protected]
Assistant Director, Darren Kaltved 6-4448 [email protected]
Employer Relations & Field Experience,
Megan LaFontaine-Gallert

Recruitment/Diversity
Director, Maggie Aftahi 4-0601 [email protected]
Diversity Coordinator, Sherlonda Clarke 4-9970 [email protected]
Coordinator of Applications and Admissions
Guy Piotrowski 4-1991 [email protected]

Student Affairs and Resources
Registrar and Director, Carol Francis 4-6952 [email protected]
Student Services Specialist, Katie Keyser 6-3663 [email protected]
Student Data Coordinator, Richard Archer [email protected]
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Program Coordinators

Biostatistics, Sally Olander 5-9185 [email protected]
Clinical Research, Andrea Kish 6-8802 [email protected]
Community Hlth Promotion, Kathryn Schwartz 6-8802 [email protected]
Environmental Health, Khosi Nkosi 5-0622 [email protected]
Epidemiology, Shelley Cooksey (MPH) 6-8802 [email protected]
Epidemiology, Andrea Kish (PhD) 6-8802 [email protected]
Gerontology, Nancy Russell 4-5672 [email protected]
Aging Studies Certificate
Health Policy & Administration, Maureen Andrew 4-9432 [email protected]
Healthcare Administration, Diane McClellan 6-7349 [email protected]
Executive MHA, Janet Duff 5-0857 [email protected]
Exec MHA (Saudia Arabia), Drew Hatton 5-9480 [email protected]
Management Certificate, Janet Duff 5-0857 [email protected]
Licensure Program, Diane McClellan 6-7349 [email protected]
Maternal & Child Health, Kathryn Schwartz 6-8802 [email protected]
Public Hlth Admin & Policy, Andy Le 5-9480 [email protected]
Public Health Informatics, Daniel Chan 6-8871 [email protected]
Public Health Nutrition, Shelley Cooksey 6-8802 [email protected]
Public Health Practice
Executive Program, Kate Hanson 6-5665 [email protected]
Public Health Medicine, Katy Korchik 6-5665 [email protected]
Veterinary Medicine, Sarah Summerbell 6-1948 [email protected]
Certificate Programs, Katy Korchik 6-3740 [email protected]
Core Concepts
Food Protection
Preparedness, Response and Recovery
Performance Improvement
Clinical Research
Applied Biostatistics
Public Health Informatics
Global Health

Advancement Team Contacts

Tara Anderson, Director of Alumni Relations & Annual
Giving 6-5536 [email protected]
Tim Beaufoy, Web Developer/Designer 5-3218 [email protected]
, Assistant Director
, Communications Associate 4-1641 [email protected]
, Senior Director for Advancement and External
Affairs 6-2561 [email protected]
Charlie Plain, Writer/Editor 6-0787 [email protected]
, Web Editor
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Key Contacts for SPH Office of Admissions and Student Resources

Academic and Student Affairs
Academic Codes – Carol Francis
Academic Monitoring – Carol Francis and Program Coordinators
Academic Policies –Carol Francis
Access Request Forms – Carol Francis
Affiliation Agreements – Megan LaFontaine and Carol Francis
Annual Student Survey – Richard Archer
Billing and Fees – Carol Francis
Bracketing Coursework – Carol Francis
Change of Status (discontinued) – Carol Francis
CPH Exam Verification – Carol Francis
Commencement –Tara Anderson
Community Engagement, PubH 0020 – Megan LaFontaine and Carol Francis
Concentration Areas – Carol Francis
Core (SPH) Course Waivers – Carol Francis
Council on Education for Public Health (CEPH) Accreditation – Carol Francis
Course Evaluations – Richard Archer, Carol Francis and Barb Smith
Course Withdrawal – Carol Francis and Program Coordinators
Criminal Background Checks – Carol Francis and Megan LaFontaine
Database Project List (Tribunal) – Carol Francis, Joe Weisenburger, Bob Kessen,
Barb Smith, Sara Hurley
Degree and Non-Degree Seeking Questions – Carol Francis
Degree and Certificate Clearance – Carol Francis and Program Coordinators
Degree Extensions – Carol Francis and Program Coordinators
Degree Verification – Carol Francis
Disability Services – Carol Francis and Disability Services
Discontinuation Process – Carol Francis
E-learning Services – Sara Hurley
Education Operations Committee – Carol Francis
Educational Policy Committee –Ruby Nguyen (EPC Chair) and Carol Francis
Educational Policies – Carol Francis and Program Coordinators
Email Policy – Communications Team
End-of-Year Survey – Richard Archer
Equivalency Exams – Carol Francis and Program Coordinators
Enterprise Systems Upgrade Program (ESUP) – Carol Francis
FERPA – Carol Francis and Academic Support Resources Director Tina Falkner
Field Experience Waivers – Carol Francis and Kristin Anderson
Grade Options/Issues – Carol Francis and Program Coordinators
Graduate Education (MS and PhD) Academic Changes – Carol Francis and Program Coordinators
Graduate School Committee Workflow – Program Coordinators and Carol Francis
Grievance Committee – Kristin Anderson and Carol Francis
HIPAA – Stefannie Anderson and Carol Francis
Immunization Requirements and Holds – Carol Francis
Incomplete Contracts – Richard Archer, Carol Francis and Barb Smith
International Students and Public Health Institute – Carol Francis and Chris Carlstrom
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Leave of Absence – Carol Francis
Mentor Program – Tara Anderson
Memorandum of Agreement/Understanding – Carol Francis
Military Duty Cancellations – Carol Francis
Minor (Graduate level) in Public Health – Carol Francis and Kristin Anderson
Moodle – Sara Hurley, Jim Harpole, Bernadette Gloeb, and Joel Dickinson
Multi-Institutional Registration – Carol Francis
New Faculty Orientation – Carol Francis
New Programs Proposals/Subplans/AHC Requirements/Provost/Regent Requirements & Process –
Carol Francis, Karla Hemeseth, Emily Ronning, Karen Starry
Non-Degree Registration for Graduate Credit – Carol Francis
Notaries – Carol Francis and Stefannie Thompson
Nurse Practitioner Information (Public Health Nursing – pre 1990) – Carol Francis
Orientation – Maggie Aftahi
OTR Key Contact for SPH – Carol Francis
Petitions – Carol Francis and Program Coordinators
Probation/Dismissal Policies – Carol Francis and Program Coordinators
Procedure Manual Updates – Carol Francis
Public Health Certification Verification – Carol Francis
Public Health Institute – Christine Carlstrom and Meghan Taylor
Reactivation/Readmit/Discontinue Issues – Carol Francis
Registration Exceptions – Carol Francis and Program Coordinators
Reserving Classrooms – AHC Classroom Services
Reserving Conference Rms and the SPH Computer Lab (Mayo C381) – OASR Front Desk
Residency Issues – Carol Francis
Repeating Courses – Carol Francis
Special Projects Related to Student Issues – Carol Francis
Student Guidebook – OASR and Program Coordinators
Student Information Database Questions for Current Students/Alumni – Carol Francis
and Barb Smith
Student Records – Carol Francis and Program Coordinators
Undergraduate Advising – Carol Francis (Inter-College Program or
Bachelor of Individualized Studies)
Undergraduate Minor in Public Health – Ruby Nguyen or Carol Francis
Transferring credits/courses – Carol Francis and Program Coordinators

Application and Admissions
Admissions Process/Timeline – Program Coordinators
Application Processing – Guy Piotrowski and Katie Keyser
Application Requirements – Guy Piotrowski and Maggie Aftahi
Change of Status Request – Guy Piotrowski and Carol Francis
Decision Letters – Guy Piotrowski and Program Coordinators
Deferring Admission – Program Coordinators
Document Waiver Requests – Guy Piotrowski
International Evaluations – Guy Piotrowski
International Student VISAs (I-20 processing) –
Reports – Guy Piotrowski
SOPHAS Questions and Issues – Guy Piotrowski
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Student Information Database (SID) Questions/Issues for Applications/Admissions –
Guy Piotrowski and Barb Smith
Transcript Holds – Guy Piotrowski

Career Services
Business Cards – Vic Massaglia and Darren Kaltved
Career Survey – Vic Massaglia and Darren Kaltved
Career Workshops – Vic Massaglia and Darren Kaltved
Field Experience Website and Database– Darren Kaltved and Barb Smith
Field Experience Advising –
Domestic – Vic Massaglia and Darren Kaltved
International – Megan LaFontaine
Graduate Assistantship Positions – Vic Massaglia and Darren Kaltved
Individual Career Consultations – Vic Massaglia and Darren Kaltved
Job Postings – Vic Massaglia and Darren Kaltved
Employer and Faculty Relations – Vic Massaglia and Darren Kaltved
Professional Development – Vic Massaglia and Darren Kaltved
Social Media Development – Vic Massaglia and Darren Kaltved

Course Proposals and Scheduling
Classroom Scheduling and Issues – AHC Classroom Services
E-Learning Services – Sara Hurley
ECAS – (Electronic Course Evaluation Systems) - Carol Francis and Program Coordinators
ECS – (Electronic Course Scheduling) - Carol Francis and Program Coordinators
EPC Course Approval Process – Carol Francis
Final Exams – AHC Classroom Services
PCAS (Program & Curriculum Approval System) – Carol Francis and Program Coordinators
Syllabus Template – Carol Francis
Textbook Orders – SPH instructors

Recruitment and Diversity Activities
Admitted Student Reception – Maggie Aftahi and Sherlonda Clarke
Diversity Events – Sherlonda Clarke
Ambassador Training – Maggie Aftahi and Sherlonda Clarke
Information Sessions – Maggie Aftahi and Sherlonda Clarke
Inquiries – Maggie Aftahi and Program Coordinators
Marketing Materials – Maggie Aftahi
Multicultural Activities – Sherlonda Clarke
Preview Days – Maggie Aftahi and Program Coordinators
Prospective Students/Recruitment– Maggie Aftahi
SPH Scholarship – Maggie Aftahi
Student Information Database (SID) Questions/Issues for Scholarships/Recruitment –
Maggie Aftahi and Barb Smith
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Primary and Secondary Policy Manuals

The purpose of the policy and procedure manual is to identify other resources with regards to School
of Public Health Faculty and staff of Academic Affairs policies, procedures, and administrative
guidelines.

- The term “major” may be used interchangeable with the term “program” in view of the fact
that the School has majors and programs. Major is used to denote the appropriate academic
and division units.
- The manual is intended to provide policy, procedures, administrative guidelines, and
process.
- Each policy or guideline is organized under specific categories of purpose, definition, policy,
procedures, further information, and references.
- The policy statement provides an explanation of principles or guidelines formulated and
enforced by the SPH Educational Policy Committee and/or the University of Minnesota.
- The procedure describes how the policy or guidelines for the specific situations will be
implemented to ensure that the policy requirement is met through a defined and approved
process.

1. Primary Manuals

Primary manuals are considered the repository of officially approved University of Minnesota and
School of Public Health policies and procedures. The manuals are primarily used as a resource of
information in the decision making process and operational guidelines. Primary manuals state the
policies and procedures, approval dates for individual policies, and the committees or individuals
responsible for reviewing, revising, implementing, and monitoring. The Office of Admissions and
Student Resources is responsible for maintaining, disseminating and communicating the contents of
the manual. A list of primary manuals follows.

Educational Policy Committee Manual
http://www.isph.umn.edu/sph/edpolicy/

Appointment, Promotion and Tenure Manual
http://www.isph.umn.edu/sph/committees/

SPH Policy Committees (Intranet)
http://www.isph.umn.edu/sph/committees/

University Policies and Procedures Library Website
http://policy.umn.edu/