College Policies

Academic Renewal

The Academic Renewal process allows students to continue their academic careers without being penalized for past academic performance. The sole purpose is to allow a student to improve his/her grade point average. While courses and grades are never deleted from a student’s record, an Academic Renewal allows certain courses to be excluded from the GPA calculation. An Academic Renewal may be requested when a student has not attended HACC for at least five consecutive years (Complete Academic Renewal) or when a student changes major (Curriculum-Based Academic Renewal).

Complete Academic Renewal - Students who have not completed any credit classes at HACC for at least five consecutive years, and who upon their return complete 12 credits at HACC (100 or higher-level courses) with a grade of “C” or higher in each course, may request to begin anew the accumulation of their grade point average. When a Complete Academic Renewal is granted all courses with grades of “C” or higher taken prior to the student’s return to HACC will remain in the calculation of the GPA. All courses with grades of “D” or “F” taken prior to the student’s return will be removed from calculation in the GPA and may not be used to fulfill graduation requirements.

Curriculum-Based Academic Renewal - All courses taken in the original curriculum are deleted from computation in the GPA. Excluded from the renewal process are courses that satisfy English writing requirements of the new major; courses that meet current general education core requirements; and courses numbered below 100.

An Academic Renewal may be granted only once. Once an Academic Renewal has been processed, the courses excluded may not be re-entered into the GPA calculation and may not be used to fulfill requirements for any HACC program.

Students attempting to complete a second or subsequent degree may not have courses needed to fulfill graduation requirements in a previously completed curriculum deleted from inclusion in the GPA. Students who wish to find out more about the Academic Renewal process should contact the Records Office at 717-780-2373, or via email, record@hacc.edu.

Appeal of Academic Decisions

Students have a right to appeal decisions affecting their academic status, including final grades, if they believe they can show that the academic decision meets a ground(s) for an appeal as outlined in SGP 608. The first step for appeal is discussion with the person who made the decision. If resolution is not achieved, a formal appeal may be started following the procedures outlined in SG Handbook 608: Appeal of Academic Decisions. These steps must be taken within ten business days of the decision.

Final Exams

A final examination period is scheduled at the conclusion of each fall and spring semester. The schedule allows for examinations to be up to two hours in length.

Transcript Requests

Students may request a transcript of their permanent academic records through the secure student portal myHACC, Student tab --> Registration/Records --> Student Records or by utilizing our Electronic (eTranscript) service with the National Student Clearinghouse. All official transcript requests require a small fee. Students with a financial obligation to the College must satisfy the obligation prior to requesting a transcript. Students may also view and print their unofficial transcript through www.hacc.edu. 

Family Educational Rights & Privacy Act (FERPA)

What is FERPA?
The Family Educational Rights and Privacy Act of 1974 (FERPA) protects the privacy of student records. FERPA protects students and ensures their educational records are accurate and secure. FERPA applies to institutions that receive federal aid by the Secretary of Education.

What rights do I have?

FERPA maintains the privacy of student records. It gives students the right to:

1.  Inspect and review educational records
   To review records, please email The Registrar’s Office at record@hacc.edu or call 717-780-2373. Students will have the opportunity to review their records within 45 days of the College receiving the request.
   
   

2. Seek and amend educational records
   Students have the right to amend a record if it is inaccurate or misleading. To request a review of an educational record, please email The Registrar’s Office at record@hacc.edu.
   
   If HACC chooses not to amend the record, the student has the right to appeal via a hearing. If a student requests a hearing, the Registrar will appoint a committee. The committee includes one administrator, one faculty member and one student success and enrollment management staff member. The committee will hold a hearing with the student and discuss the requested amendment.

      The committee must:

•  schedule the hearing within 45 days of the request

• record the minutes from the hearing

• follow the "due process" guideline

• give the student the opportunity to submit more information if they cannot form an agreement
  
  

3. Limit disclosure of information
   HACC may not release personal information unless the student provides written consent. If a student would like to release educational records to a person or organization, a Release of Information Form is required. Students should submit the aforementioned form to onestopwc@hacc.edu. Please open the Release of Information form in any browser except Microsoft Edge.

Are there exceptions to non-disclosure of information?
There are exceptions to non-disclosure. The College can release information without a student's written consent in the following situations:

Directory information
HACC does not promote the release of directory information. However, FERPA allows the release of directory information, without written consent, and
does not consider it to be harmful or invasive to privacy.

Designated directory information at HACC includes: 

•  Student name, address and telephone listing 

• Email address 

• Date of birth 

• Major field of study at HACC 

• Participation in activities and sports 

• Dates of attendance at HACC 

• Degrees and awards 

•  Photograph 

•  Educational institution most recently attended 

• Enrollment status 

• Academic level

Non-directory information
HACC can provide non-directory information to school officials with a legitimate educational interest. A school official is: 

•  a person employed by HACC who serves in an administrative, supervisory, academic or support staff role. 

• a person or company serving as HACC's agent who provides a service such as attorneys, auditors or collection agents. 

• a person serving on the Board of Trustees

• a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing a task

HACC may release non-directory student information without consent in other situations:

• parents of dependent students, as defined by the Internal Revenue Code 

• accrediting organizations 

• federal, state and local authorities involving an audit or evaluation of compliance with educational programs

• organizations conducting studies for educational institutions 

• a subpoena or court order 

• in connection with financial aid 

• health or safety emergencies 

• an alleged victim of a crime of violence

How do I request a non-disclosure?
Students may refuse to permit the release of directory information by completing The Confidentiality Form and submitting it to record@hacc.edu.

However, please know requesting a non-disclosure may have negative consequences. For example, with a non-disclosure HACC cannot confirm the student’s degree to an employer and the student’s name will not be listed in the graduation program. A non-disclosure request will remain in effect unless the student revokes it via a written request to The Registrar’s Office.

How do I file a complaint?
Students have the right to file a complaint if HACC does not comply with FERPA. Please visit the U.S. Department of Education site to learn more and to file a complaint regarding a FERPA violation.

Whom can I contact at HACC for questions about FERPA?
Please direct your questions about FERPA and student records to The Registrar’s Office by emailing record@hacc.edu or by calling 717-780-2373.

Housing Policy

HACC has no dormitories and does not approve or supervise housing for students. Any agreements concerning rent or conditions of occupancy are made between the student and/or parents and the landlord. The College does not participate in any housing arrangements or assume responsibility for any housing contracts. However, HACC’s CARE Center maintains a database of shelters and housing assistance agencies in HACC’s service area. For more information, visit www.hacc.edu/carecenter.

Technology Use, Security and Internet Access Policy

The purpose of this policy is to accommodate reliable access to technology hardware, software, Internet, and network accounts in support of the educational mission, while remaining in accordance with state, federal, and industry compliance requirements. Refer to the Acceptable Use of Technology Resources Policy for full details.

Computer Security

Computer security is critically important to the College. Each person at HACC who gains access to the computer network, including students and student workers, should do so under that individual’s unique user ID and password. Use of another person’s user ID and password is prohibited by law and by College policy. User IDs and passwords should not be loaned to another person even on a temporary basis. Any compromise of security is a serious matter, and College employees and students are responsible for all actions performed under their user IDs and passwords.

The College may monitor access to and use of the equipment and networking structures and systems for the following purposes:

To ensure the security and operating performance of its systems and networks

To investigate possible violations of federal, state, or local laws as well as College policies.

System Maintenance

Authorized College staff may monitor equipment, systems, and network traffic at any time. The privacy of personal information stored on the College’s networked systems is not guaranteed. In addition, information stored on the College’s networked systems may be copied.

Family Education Rights and Privacy Act

Employees at HACC may have access to education records that contain personally identifiable information, the disclosure of which is prohibited by the Family Education Rights and Privacy Act of 1974. Disclosure of this information to any unauthorized person (including a parent or a spouse) is contrary to College policy.

Software License and Copyrights

It is the policy of the College to honor the copyrights of all software packages used by or licensed to the College and to recognize the intellectual property rights of the owner. All software run on computers owned or controlled by the College must be purchased and used in accordance with College policies and procedures. Participating in the unauthorized distribution of copyrighted material using College resources, including unauthorized peer-to-peer file sharing, may subject students to civil and criminal liabilities. HACC has implemented technology-based deterrents in accordance with the statutes in the Higher Education Opportunity Act (HEOA) of 2008. HACC researches, documents, and responds to each DMCA (Digital Millennium Copyright Act) notice received. Legal alternatives for legally downloading copyrighted materials can be found at the following web address: www.educause.edu/legalcontent.

Business Records

Any and all records generated by the College, including but not limited to personnel records, payroll records, business and other related records are considered to be confidential. Willful or intentional unauthorized disclosure of such information violates College policy.

System Tampering

It is a violation of College policy to intentionally disrupt the performance of the College’s computer system or the College network; introduce computer viruses; read, execute, modify or delete any file belonging to someone else without permission; or damage or remove without permission from the Office of Information Technology & Learning Experience (OITLE) any hardware that supports the College’s computer system or College network.

Internet

User Online Behavior

Resources available on the Internet are used to support the College’s educational mission. While interacting online, a user’s behavior is subject to the College Policies 071, Statement of Individual Rights, and 074, Statement of Practices Constituting Unacceptable Conduct. Users may make incidental personal use of Internet resources, provided that such use does not interfere with the fulfillment of that user’s job responsibilities or disrupt the College’s network environment. Users who make incidental personal use of the college’s Internet resources do so at their own risk and the college cannot guarantee the security or continued operation of any Internet resource.

1.  Illegal Activity

a. Use of the Internet, including email, to create, display, or transmit language and/or materials that violate local, state, or federal laws or regulations is strictly prohibited. Such use includes, but is not limited to, the violation of applicable laws regarding copyright and trademark infringement, fraud, forgery, harassment, discrimination, obscenity, libel, identity theft, or slander.

b. Access to the Internet is a privilege and not a right, and is made available to the entire College community of users. The College reserves the right to terminate any network session at any time.

c. Unless use is for scholarly or medical purposes or pursuant to a formal College investigation, users may not utilize the college network resources to store, display, or disseminate pornographic or other sexually explicit content. Child pornography is illegal and, in the event, it is discovered on the college’s premises, it will be immediately reported to the local authorities.

2.  User Responsibility/College Liability

a. Users, NOT the College or its staff, are responsible for the Internet information selected and/or accessed. The College does not generally monitor Internet use and is not responsible for its content, and consequently has no control over the information accessed, either on workstations on campus or remotely. The College assumes no responsibility and shall have no liability for any direct, indirect, or consequential damages arising from the use of information found on the Internet, and any communications sent through College Internet connections.

Email Privacy, Distribution, and Usage

Email Privacy

Users should have no expectation of privacy in anything they store, send or receive on the College’s email system. However, with the exception of automated scans which monitor email communications for sensitive content, the College does not monitor the content of electronic mail as a routine procedure. The College reserves the right to inspect, copy, store, or disclose the contents of electronic mail messages, but will do so only when it believes these actions are appropriate to:

• Prevent or correct improper use of the College email facilities;

• Ensure compliance with College policies, procedures, or regulations;

• Satisfy a legal obligation; or ensure the proper operations of College email facilities;

• Establish compliance with College policies, procedures, or regulations;

• Address a legal obligation; or ensure the proper operations of the College email facilities or data network. (See Administrative Procedure 651, “Disclosure of Information and Students.”)

Anti-Virus

All inbound email services must be directed through the College’s spam and antivirus scanners at the Internet gateway. Once email is scanned, the antivirus scanners will relay the email to the respective location for delivery.

Email Courtesy

When emailing, be respectful, professional, and courteous. Defamatory, abusive, discriminatory, harassing, intimidating, profane, and/or offensive language is prohibited and will be subject to disciplinary actions in association with personnel policies. Emails sent through the employee email distribution service shall not be shared with individuals other than employees unless there is prior written consent from the author of the email.

Disclaimer

The College makes no warranties of any kind, whether expressed or implied, with respect to the College email services it provides. The College will not be responsible for damages resulting from the use of College email, including, but not limited to, loss of data resulting from delays, non-deliveries, missed deliveries, service interruptions caused by the negligence of a College employee, or by User error or omission. The College specifically denies any responsibility for the accuracy or quality of information obtained through College email except material represented as an official document.

Student Conduct Policies

CP 071 Statement of Individual Rights of All Members of the College Community, Visitors, and Guests.

These rights of all members of the College community, students, faculty, administration, authorized visitors and guests, shall remain inviolable:

• To learn, teach, study and search for truth without interference or harassment.

• To move about the campus and in campus buildings freely and without interference or harassment of any kind.

• To express opinions freely and without interference, individually or in groups, as long as such expression does not interfere with any other individual rights hereby guaranteed, other College policies/procedures, or result in damage to property.

• To be treated at all times with the courtesy and respect due to all human beings, regardless of ethnic origin, cultural background, sex, gender identity, sexual orientation, religion, creed, or ideology, as long as one displays a decent regard for the rights of others as provided in this Statement of Individual Rights.

The right to express oneself is strongest in those campus places and activities that are organized for the purpose of speaking and listening. Examples include the classrooms and organized academic discussions. In such situations, it is expected that diverse views may be voiced, including those that may be distasteful. In other such places and situations where members of the College community do not gather primarily for the purpose of speaking and listening in an open forum, such as common dining areas, the right to express oneself is tempered by the right to be free of harassment. In situations involving External Entities, the rights articulated herein are subject to the College’s policy on Facilities and Grounds Use by External Entities (College Policy 372) and other policies of the Board pertaining to the same subject. Outside individuals and groups invited by recognized faculty, student, or staff organizations are not subject to CP 372 but may be subject to other policies of the Board.

CP 074 Statement of Practices Constituting Unacceptable Conduct

The following list constitutes practices and conduct, which are unacceptable for any member of the College community, students, faculty, administration, visitors and guests.

• Physical obstruction or interference with College classes or activities or approved activities of External Entities:

• Any person participating in such activities

• Any person going to or from such activities

• Permanently posting materials on any walls, windows, doors, sidewalks, trees, light poles, etc., or any other College equipment (except in designated posting areas) or writing graffiti.

• Violating College harassment policy (SGP 825, Harassment).

• Physical abuse of or detention of any person on College-owned property, or at any College-sponsored or supervised function, including the detention of any person by the actual threat of serious bodily harm or the destruction of property, or conduct which unreasonably endangers the health or safety of any person.

• Theft of or damage to College-owned or controlled property or that of any person lawfully on the campus.

• Threatening other individuals with physical harm.

• Committing any act likely to create an imminent safety or health hazard.

• Entry to or upon, or use of College grounds, buildings, or facilities, when such entry or use constitutes a violation of College policies and procedures.

• Engaging in speech that includes fighting words, which are those words that by their very utterance tend to incite an immediate breach of peace.

• Interfering with, impeding or causing blockage of the flow of vehicular or pedestrian traffic.

• Use, possession, distribution, or being under the influence of alcohol, narcotics, or prescription drugs (not as legally prescribed) on College-owned or controlled property, or at any off- campus College-sponsored or supervised activities.

• Use or possession of firearms, explosives, dangerous chemicals, or other items commonly used primarily for the purpose of inflicting harm on human beings or causing damage to property, on College owned or controlled property, except to the extent that permission to possess the same is granted by the person or persons duly authorized for this purpose.

• Failure to comply with the lawful directions of College personnel acting in performance of their duties.

• Willful and persistent conduct, by noise or other action, which unreasonably interferes with any lawful activity on College-owned or College-controlled property. In the enforcement of this policy, care shall be exercised to avoid inhibiting the right of free speech guaranteed in the Statement of Individual Rights.

• Hunting, fishing, or trapping animals or engaging in other conduct designed to harm or remove animals from the premises of the College unless authorized to do so by the Vice President, Finance and College Resources.

• Willful misuse of College-owned or controlled technology infrastructure including, but not limited to software, computers, telephones, Internet access, classroom instructional technology, network systems, etc.

• Violations of law on College owned or controlled property, or at any off-campus College sponsored or supervised activities.

• Violation of College policies or procedures not already noted above.

The regulations are located on the HACC website.

SGP 505 Student Disciplinary Action

Student: The term “student” for the sake of SGP 505 includes any individual taking courses at the College (in either full-time or part-time status), as well as those participating in non-credit courses and off-campus programs. The term “student” also includes individuals who withdraw during the student conduct process, individuals who have been notified of their acceptance for admission, and individuals who are not officially enrolled for a particular term but have a continuing relationship with the College. The College may sanction students for violations of the College policies that occur either at physical College locations or virtually, or engaging in a college-sponsored activity.

Continuing Relationship: Any individual who was enrolled during the previous academic term or who has the intention to register for the current or next academic term.

Policy:

The College will respond to and resolve instances of alleged student violations of approved College rules and procedures within the context of the “Statement of Individual Rights” (CP 71) and the “Statement of Practices Constituting Unacceptable Conduct.” (CP 74). Provisions of this procedure apply to student behavior while on College property, or at College-sponsored and College-approved activities. The College reserves the right to discipline students for off-campus conduct unrelated to the College. Off-campus conduct will be considered only in cases where

there is an articulable and specific threat to a member or members of the College community. Further, students must understand that HACC offers some programs in which students cannot participate if they have been convicted of certain crimes.

To fully understand incident response, the investigation process, the hearing process, the appeals process, and due process rights, please see SGP 505.

Suspension/Expulsion

The College reserves the right to remove a student whose conduct proves unsatisfactory. Students found to have violated behavior regulations established by the College may be suspended or expelled. The HACC website contains detailed information about College regulations governing student behavior and about Student Disciplinary Action (SGP 505).

The College may require that any student submit evidence of satisfactory physical or mental health, certified by a licensed medical practitioner. To qualify for honorable dismissal, students must settle all outstanding obligations to the College and account for all College property that may have been issued to them. Students satisfying these requirements are then eligible to receive a copy of their College transcripts. Students who do not qualify for honorable dismissal will not be recommended by HACC to another institution.

Student Grievances - Shared Governance Procedure 504

Purpose:

To establish procedures related to the response to and resolution of student grievances.

Definitions:

Student Grievance Committee (SGC) – A committee, made up of representatives from multiple college constituency groups, responsible for adjudicating and resolving formal complaints from students.

Handbook Detail:

STUDENT GRIEVANCES (SGP 504)

1. In order to ensure speedy resolution of a grievance, the time limits prescribed herein shall be strictly adhered to unless a waiver is granted by the Chief Student Affairs Officer (CSAO) or designee. The College will maintain the confidentiality of grievances among those persons who have a need to know. The Student Grievance Committee (SGC) will also observe confidentiality throughout its processes.

2. Informal Phase

a. Within ten* (10) business days of the date the student knew of the occurrence of the circumstance(s) causing the grievance, the student shall, if possible, contact the source of the grievance first. If that is not possible, or if the grievance alleges intentional misconduct by the source of the grievance, the student may contact that person’s Administrative Level Supervisor (ALS) to attempt resolution of the problem. If neither of these two persons are available, a College Ombudsperson (Administrative Procedure 121, Ombudspersons) must be contacted in an effort to obtain an informal resolution to the problem. The ALS or College Ombudsperson may require the student to submit the concern in writing. The ALS or College Ombudsperson will maintain notes on any action taken on student complaints according to HACC documentation retention guidelines. Shared Governance Policy (SGP 504), Student Grievances.

3. Formal Phase

a. If a student is unsuccessful in resolving the grievance in the informal phase, or if a student chooses to grieve a decision or action by the College, the student must compose a grievance letter. This letter must be sent to the CSAO or designee within ten*(10) business days of the occurrence of the circumstance(s) causing the grievance or after exhausting attempts at resolving the matter during the informal phase. The letter shall state the circumstance(s) of the grievance and the remedy requested, and include any documents supporting the request.

b. The CSAO or designee shall schedule a meeting with the student and the SGC no later than ten*(10)     business days after the receipt of the written grievance.

c. The CSAO or designee in consultation with the participants will determine the meeting site.

  d. The CSAO or designee will forward any documents detailing previous action to date to the SGC members

  at least three (3) business days prior to the meeting date.

e. At least five (5) SGC members including at least one representative from each constituency group must    be present for the meeting to proceed. These members can be any representative from the established constituency group pool.

f. Any party involved in the formal phase may bring witnesses and/or counsel to the meeting. If the SGC or any party intends to have another person in attendance at the meeting, they must notify the CSAO or designee at least three (3) business days before the meeting and the CSAO or designee must notify all parties within two (2) business days before the meeting, if possible. The role of the student's legal counsel is limited to advising the student. Any person who becomes disruptive shall be removed from the meeting at the discretion of the CSAO or designee.

g. Recordings or verbatim records may be maintained only upon agreement of all parties concerned. The records are to be maintained per SGP 139.

h. After hearing all available evidence, the SGC shall render a decision within five (5) business days using the standard of preponderance of evidence (more likely than not).

i. The CSAO will notify all parties of the decision and include a written summary of the decision rendered. The notification of the student will be sent via certified letter (return receipt requested) or emailed with read receipt response.

j. The CSAO will retain a summary of notes of the meeting with other pertinent material of the grievance, for a   minimum of five (5) years.

k. The decision of the SGC ends the formal grievance process.

4. Student Grievance Committee (SGC) Composition

a. SGC shall consist of the Chief Student Affairs Officer (CSAO) or designee, two (2) administrators appointed by the Administrative and Professional Organization (APO), two (2) full-time tenured faculty appointed by Faculty Organization, and two (2) students appointed by the SGAEC (Student Government Association Executive Council). Administrators and faculty members shall be appointed for three-year terms; students will be appointed for one-year terms. Pools of representatives from each constituency group will be recruited at least one time per year and must be trained. Anyone trained can be the representative for the constituency group during a hearing.

b. The Grievance Committee membership pool shall be appointed for three-year terms with staggered term dates. The pool will be designated effective July 1 of each year:

1. Twelve (12) full-time faculty members from each academic department of the college including the library and counseling.

      2. Twelve (12) students designated by the president of SGAEC.

      3. Twelve (12) administrative/professional employees designated by APO.

c. The Grievance Committee will be comprised of six (6) members from the pool as defined above and   contingent on the constituency group’s membership of the parties involved in the grievance as follows:

1. The committee for grievances involving parties from the same constituency group will be selected from that constituency group pool.

2. The committee for grievances involving parties from different constituency groups will contain two members from the respective constituency groups, with a fifth member selected by mutual agreement of the respective constituency heads.

3. Members of the grievance committee will be randomly selected from the committee pool to ensure members are not over utilized and/or continued objectivity of the grievance process.

d. The CSAO or designee will serve as the Ex-Officio Chair of the SGC and will be responsible for communicating the rules of order to all parties and documenting proceedings. The CSAO is a voting member of the committee.

e. Any member of this committee who has a potential conflict of interest shall be replaced only for the duration of the grievance. Any party involved in the grievance may request in writing that a member be removed and the CSAO or designee will make the determination if a conflict of interest does exist. The appropriate organizational body shall replace the member. In the event that there is a claim of a conflict of interest for the CSAO, the President of the College will make the determination. If a conflict of interest does exist, the President shall appoint a replacement to chair the committee.

* Time limits may be extended by the mutual consent of both parties at any step of the grievance. In cases where a grievance is filed after the time limit specified in this Administrative Procedure, the CSAO may authorize the grievance to continue under these procedures at his/her sole discretion.

Title IX

HACC, Central Pennsylvania’s Community College, is committed to cultivating and maintaining a safe and nondiscriminatory educational and employment environment for all members of the College community.

HACC will be vigilant in providing a College environment that is free of any form of discrimination on the basis of sex, which includes sexual harassment, sexual violence, sexual assault and dating or domestic violence. This commitment, which includes prohibition of all forms of gender-based harassment (sexual and non-sexual), is implemented regardless of gender, gender identity, gender expression or sexual orientation.

Under the U.S. Department of Education, the Office for Civil Rights (OCR) enforces the federal civil rights law known as Title IX. Title IX, or the Education Amendment of 1972, requires that “No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving federal financial assistance.” This policy extends to matters of admission, employment, athletics, and in access to, and participation in, its educational programs, services or activities. For more information visit www.hacc.edu/AboutHACC/InclusionandDiversity/Title-IX.cfm.