Administrative Policies and Requirements

 

HEALTH INSURANCE AND IMMUNIZATION REQUIREMENTS

Student Health Insurance Requirements

The University requires all registered students to carry adequate health insurance to cover, among other costs, hospitalization and outpatient diagnostic and surgical procedures. Additionally, if the student resides in Chicago during the academic year, the insurance must cover medical care provided in the Chicago area for both emergency and non-emergency medical situations.  In keeping with this requirement, each year all insurance eligible students are automatically enrolled in the Basic coverage of the University Student Health Insurance Plan (U-SHIP). Students may upgrade to the Prescription Advantage coverage as well as add dependents before the enrollment/waiver deadline. Students wishing to waive out of U-SHIP coverage must provide proof of alternate comparable coverage before the enrollment/waiver deadline. Students who do not waive the insurance by the deadline will remain enrolled in the U-SHIP Basic coverage and are responsible for the annual premium. Detailed information about the U-SHIP plan can be found at: http://studenthealth.uchicago.edu/studentinsurance/

Enrollment/Waiver Deadline

The deadline to upgrade coverage, add dependents, or waive U-SHIP is 5 pm on Friday of the 2nd week of the student's first quarter of registration during the academic year (typically autumn quarter).

Students approved to register as a student after the insurance deadline must submit an insurance enrollment/waiver application at registration time. Failure to do so will result in automatic enrollment into U-SHIP Basic coverage for the remaining plan year.  For more information about enrollment and waiver requirements visit: http://studenthealth.uchicago.edu/studentinsurance/health_USHIPwaiver.shtml

Automatic Enrollment

Each year, all eligible students are automatically enrolled in the U-SHIP Basic level of coverage. Students who do not waive U-SHIP by the enrollment/waiver deadline will remain enrolled in U-SHIP Basic coverage by default and will be billed for that enrollment. The enrollment is binding for the entire plan year. For students who are registered at the University during autumn quarter, the plan year runs from September 1 through August 31 of the following year.

Eligibility

The University Student Health Insurance Plan (U-SHIP) generally is available to all registered students, their spouse or domestic partner, and dependent child(ren). Exceptions: Students in the Booth School of Business Evening and Weekend, SSA Evening, and the MLA programs are not eligible to enroll in U-SHIP. Doctoral students in Extended Residence are also not eligible to enroll in U-SHIP.

Students on Leave of Absence

Students who take an approved leave of absence are ineligible for U-SHIP coverage once the leave of absence takes effect.  Students who were enrolled in U-SHIP in the term immediately preceding their leave of absence may elect to enroll in "continuation coverage" for up to twelve months. Application is required through the on-campus Insurance Coordinator located in the Administration Building, Room 231/232 and must be made within 30 days from the end of prior U-SHIP coverage. The continuation coverage premium is higher than the registered student premium.

Students on Medical Leave of Absence

Students participating in U-SHIP who take an approved leave of absence for medical reasons may continue coverage in U-SHIP at the registered student rate until the end of the plan year (August 31st). At the end of the plan year, they may elect coverage for up to twelve months under "continuation coverage" at a higher premium. Application for continuation coverage is required through the on-campus Insurance Coordinator located in the Administration Building, Room 231/232 and must be made within 30 days from the end of prior U-SHIP coverage.

Binding Coverage

The decision to enroll (including automatic enrollment by default) or waive U-SHIP coverage is binding for the remaining plan year. For students who are registered at the University during autumn quarter, the plan year runs from September 1 through August 31 of the following year.

In certain special cases it may be necessary to change health insurance coverage during the middle of the plan year. Petitions for "Midyear Changes" will be granted only for the following reasons:

 

 

Approved mid-year petitions to add coverage become effective on the day the previous insurance terminates, or the day after the post-mark date of the petition, whichever is later. Students will be responsible for the full premium for the quarter in which the changed coverage takes effect. The premium is not pro-rated. Midyear petitions to add a spouse, same-sex domestic partner or child may result in payment for their coverage during summer quarter (see section on "Premiums" below).

Premiums

Premiums are assessed in three installments during the academic year. These charges are added to autumn, winter, and spring tuition bills. Students and/or dependents who are eligible to begin enrollment in the winter or spring quarters, or who are eligible only in autumn and spring quarters but not in winter, will be charged a summer quarter premium.

Immunization Requirements

By State of Illinois law, generally all new students are required to present proof of immunity from German measles, measles (two shots required), mumps, and tetanus/diphtheria (three shots required for international students). The Student Care Center notifies all new students of the requirement and provides instructions for compliance. Forms will be mailed to all incoming students and are also available to be downloaded from the web (http://scc.uchicago.edu). They must be returned by mail or in person. They cannot be returned electronically.

After the third Friday of the first quarter of registration, students who are not yet compliant will have their subsequent registrations restricted and will not have the restriction lifted until they have become compliant with the immunization requirement. Students who receive this notification are urged to call the Immunization Office at 702-9975 to resolve their immunization compliance status. For more information about the State of Illinois immunization law, go to: http://studenthealth.uchicago.edu/immunization/

REGISTRATION, RECORDS AND ENROLLMENT

The most current policies, rules, and requirements related to such matters as registration, grades, and graduation are available online at http://registrar.uchicago.edu. The divisions, schools, and College may also establish specific policies for their respective areas.

Uniform Drop/Add Deadline and Census Day

University limits course drop/add activities to a period of no longer than three weeks from the first day of the quarter, permitting shorter periods as academic or professional units require, and establishes the third business day of the fourth week as the quarter's official census day. Accordingly, student registration statuses and course registrations for the quarter must be completed by the end of the drop/add period. Course drops performed after the drop/add period expires are noted on the student transcript with a grade of "W", and usually the "change fee" is applied for any late adds.

Restriction of Student Accounts and Privileges

The University applies restrictions to students' university accounts in two categories.

Category One Restriction
Penalties are applied locally to students' accounts by the restricting office.

The office placing the restriction will notify students of the penalty and its consequences. Category One restrictions will not interfere with the student's registration and enrollment in courses, but may affect the availability of services from that particular office.

Category Two Restriction

Office Placing Restriction Reason for Restriction
Bursar unpaid balances
International Affairs failure to check-in as required of new international students
Library unreturned materials, unpaid fines
Parking Office five or more parking tickets
Residential Client Services delinquent rent payments
International House delinquent rent payments
Primary Care Services failure to comply with immunization requirements
Student Loan no exit interviews, default on loan repayments
University Dean of Students  

disciplinary actions
University Registrar

failure to provide contact or other required personal information
Office of Sustainability unresolved penalty on your recycles bike share account

 

The restricting office will communicate the restriction to the student. The University Registrar will notify the student of the effect the restriction will have on registration and enrollment status.

If a Category Two restriction is unresolved by Friday of week five of the quarter, the student will be prohibited from requesting courses and/or pre-registering for courses for the upcoming quarter. In addition, a Category Two restriction will also prohibit several university privileges and services. (Depending on the nature of the offense, a Category One restriction may also affect these services.)

Prohibitions generally will include the ability to:

If a Category Two restriction is cleared in the quarter it was imposed or before the end of the subsequent quarter, the student's status will revert to an active student status; however, if it is not resolved in this time frame, the student will be administratively withdrawn from the University. If the restriction is not cleared by Friday of week three of the upcoming quarter, the student will not be permitted to enroll in courses until the subsequent quarter. For example, if a Category Two restriction is imposed in autumn quarter, and it is cleared after Friday of week three of winter quarter, the student may not enroll in courses until spring quarter.

STUDENT EDUCATION RECORDS AND DIRECTORY INFORMATION

Directory Information

The University makes available without the consent of a student only such information as would ordinarily be published in a student directory or other materials intended for public distribution: name, current address, electronic mailing address, telephone listing, photographs, major field of study (including degree program(s) fields, major(s), minor(s), year of study and/or class information), awards and honors, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees, the most recent educational agency or institution attended. Through cMore, students may request that all of their information be withheld.  The University may use information which the student has directed be withheld from public release for internal purposes or per exceptions provided by the Family Education Rights and Privacy Act (FERPA).

Directory Information Changes

Students are responsible for ensuring that their directory information is accurate and current, and must maintain accurate current and emergency contact information. Name changes must be notarized.

The University sends by regular mail certain official communications, including but not limited to grade reports and bills, to the address on file with the University Registrar. If the mailing is not received or is returned to the University, because the student no longer resides at that address, a returned mailing will not be resent and the student is responsible for any late fees and other administrative action resulting from failure to respond to the mailing.

Generally, students maintain their directory information via cMore, the student's online academic records and information portal. Students use their CNET-ID and password to access these services, which are provided in a secured network environment. Graduate School of Business students are directed to other websites to maintain their directory information.

Record Maintenance
A student's education records are defined under the Family Educational Rights and Privacy Act (FERPA) of 1974 as including, subject to the limitations described in the Act, "records, files, documents, and other materials which (1) contain information directly related to a student; and (2) are maintained by an institution or by a party acting for such institution." At the University, a student's education records are often maintained in a number of offices: the Office of the Dean of Students in the student's academic unit, the student's department (if he or she is a graduate divisional student), and in some cases by the Office of Campus and Student Life. In addition, a student's official academic record is maintained indefinitely in the Office of the University Registrar.

Policies governing the maintenance, review, and ultimate disposition of students' education records differ from one area of the University to another. The title of the person in each major academic area who is responsible for maintaining student records is listed below, as well as the major categories of University staff who have a legitimate educational interest in student records as part of their normal administrative responsibilities and who have access to those records. Also listed is each area's general policy for reviewing and disposing of student records.

College: Dean of Students

College faculty, College advisers, and members of the Dean of Students' staff have access to student records.

The College generally keeps student files for one year after the student has graduated from the College. The files of bachelor's degree recipients are then destroyed; the files of students who have withdrawn from the College before receiving degrees are maintained up to three years and then destroyed.

Disciplinary files are maintained by the Dean of Students separately from a student's academic files. They are reviewed periodically by the Dean of Students, and incidental and minor reports are destroyed after graduation. Folders containing major reports, including reports of formal disciplinary action, are generally maintained for ten years from the time of graduation by the office of the Dean of Students.

Division of the Biological Sciences: Office of Graduate Affairs

Divisional faculty and appropriate members of the Dean of Students' staff; graduate program administrators.

The records of students who transfer to another division or school within the University are sent to the receiving unit.

The education records of non-medical students in the Division of the Biological Sciences are generally maintained in the BSD Office of Graduate Affairs indefinitely.

Pritzker School of Medicine: Medical School Education

Pritzker Deans and appropriate members of Pritzker's staff.

The education records of students in the Medical School are reviewed at the time a student graduates or leaves the School. Incidental materials are destroyed, but the PSOM generally maintains indefinitely certain basic information such as the original application for admission, the transcript from the student's undergraduate college, the academic record from the University of Chicago, and USMLE scores, the Medical Student Performance Evaluation, all documentation regarding grade changes or dismissals, the student's photo and a copy of the student's diploma.

Division of the Humanities: Dean of Students

Divisional faculty members and appropriate members of the Dean of Students' staff; department and committee secretaries.

Student records are maintained until such time as the student (1) withdraws from the University, (2) fails to register for three consecutive quarters, (3) completes a terminal degree, or, (4) transfers to another academic unit of the University. Files removed from the Office of the Dean of Students for reasons (1) through (3) above are sent to Divisional storage.

Files removed for reason (4) above are sent to the receiving academic unit.

If students in categories (1) through (3) above do not resume study at the University within two years, their files are reviewed by the Office of the Dean of Students. If the Dean of Students or the student's former department has no current information about the student (or if the degree awarded the student was terminal), the file generally is destroyed. Records of students who have received a Ph.D. generally are retained by the Office of the Dean of Students for five years from the date of degree.

Division of the Physical Sciences: Dean of Students

Divisional faculty and appropriate members of the Dean of Students' staff; department secretaries.

The records of students who transfer to another division or school within the University are sent to the receiving academic unit. The records of students who withdraw from the University before completing their degrees and the records of students who are awarded terminal degrees are retained by the departments for two years and then are destroyed. The files of students who received terminal master's degrees and the files of students who received Ph.D.s are generally maintained in the department files for two years after the date of degree. The files of students who withdrew before completing the degree are generally maintained by departments for five years from the date of their last registration.

Division of the Social Sciences: Dean of Students

Divisional faculty and appropriate members of the Dean of Students' staff; department and committee secretaries.

The records of students who transfer to another division or school within the University are sent to the receiving academic unit. The records of students who receive a terminal master's degree, and the records of students who withdraw from the University are retained in the Office of the Dean of Students. If the student does not resume studies within two years, the records are reviewed. If the Dean of Students or the student's department has no current information about the student, the file generally is destroyed. The records of students who have received a Ph.D. are generally retained for five years from date of degree. These files are then reviewed and destroyed, unless the student's department chooses to retain them.

Departments: Department Chair

Departmental student records are maintained in conformity with the policies for the appropriate division described above. Departments usually continue to maintain indefinitely a file containing such basic information as a final transcript which shows the awarding of the degree, a copy of the abstract of the doctoral dissertation, correspondence subsequent to the date of the degree, grades for any departmental examinations that do not appear on the transcript, the title of the master's thesis, and the grade.

Chicago Booth School of Business: Dean of Students

Faculty members of the Chicago Booth School of Business and appropriate members of the Chicago Booth School of Business staff.

Student admissions records are generally destroyed five years after the student's last registration.

Divinity School: Dean of Students

Faculty members of the Divinity School and appropriate members of the Dean of Students' staff.

The education records of Divinity School students are generally maintained indefinitely.

Law School: Dean of Students

Faculty members of the Law School and appropriate members of the Dean of Students' staff.

The education records of Law School students are generally maintained indefinitely.

The Harris Graduate School of Public Policy Studies: Dean of Students

Faculty members of the Harris Graduate School of Public Policy Studies and appropriate members of the Dean of Students' staff.

The education records of Public Policy Studies students are generally maintained indefinitely.

School of Social Service Administration: Dean of Students

Faculty members of the School of Social Service Administration and appropriate members of the Dean of Students' staff. Prospective field instructors may review a student's application for course and internship assignments.

The education records of SSA students are generally maintained indefinitely.

The Graham School of General Studies: Dean of Students

The Dean of Students, staff and specific program administrators.

The Summer Session and High School Student programs generally maintain student files for three years from the date of acceptance after which time the files are destroyed. The Urban Teacher Education program, Master of Science in Threat and Response Management, and Master of Liberal Arts program generally maintain student records indefinitely. The Graduate Student-at-Large and Returning Scholar programs generally maintain student records for up to three years after which time the files are destroyed. Other Graham School programs, those that are non-university credit based programs, generally maintain student records for a period of up to three years after which time the files are destroyed. If, however, Continuing Education Units (CEU) are awarded, the files are maintained indefinitely. Records connected with the award of CPDUs (Continuing Professional Development Units) to teachers for recertification are maintained indefinitely.

Major disciplinary incidents are maintained by the Office of the Dean of Students separately from a student's academic files. These files generally are maintained for at least ten years from the date of the incident.

Office of Campus and Student Life: Vice President and Dean of Students in the University

Appropriate members of the Vice President and Dean of Students in the University staff.

The education records of all students are generally maintained indefinitely.

Office of Undergraduate Student Housing: Director of the University House System

The Director and Assistant Directors of the University House System, and the Vice President and Dean of Students in the University have access to disciplinary files maintained by the Director of the University House System.

Disciplinary files are reviewed periodically by the Director and reports of minor disciplinary action generally are destroyed five years after the action occurred. Reports of major disciplinary action generally are maintained indefinitely.

Office of Career Advising and Planning Services: Director of Career Advising and Planning Services

Appropriate members of the Director's staff; department and school officials, with the approval of the Director.

Students desiring a reference letter file are referred to open one with Interfolio, Inc., a third-party provider on contract with the University to provide this service to all University of Chicago students and alumni. Students and alumni who wish to open a reference file should contact Interfolio, Inc. directly at www.interfolio.com and must pay the fees established by Interfolio, Inc. and approved by the University for this service. Information on adding new letters and maintaining files is available from Interfolio directly and is not managed by CAPS.

Inspection and Review of Education Records
In compliance with FERPA, the University will comply with the following procedures regarding the inspection and review of education records:

 

  1. All students who are or have been in attendance at the University shall have the right to inspect and review their education records, subject to the limitations provided under FERPA and its applicable regulations.
  2. Students should file written requests to see their education records with the Office of Campus and Student Life (Administration 219, 702-7770). A representative from the Office of Campus and Student Life will discuss such requests with the student to assure that the appropriate records are compiled for the student's review. The representative from the Office of Campus and Student Life will make arrangements for access and will notify the student of the time and place where the records may be inspected.
  3. Information, such as recommendations, received by the University from sources both inside and outside the University before January 1, 1975, and written under assumptions of confidentiality, will remain confidential.
  4. Information, such as recommendations, collected by the University after January 1, 1975, in connection with a student's admission to the University will be considered to have served its purpose upon a student's acceptance, and will not be part of an official record. Recommendations for admission in the College will also be used for the purposes of initial academic advising. Should the applicant matriculate in the College the recommendations will remain part of the student's education record until the end of his or her first quarter in residence when the recommendations ordinarily will be removed from the record and destroyed. In any and all cases, should the student have waived his or her access to the letters of recommendation, they will not be provided for inspection.
  5. For letters of recommendation from University of Chicago faculty or others, written after January 1, 1975, in connection with the student's admission to some part of the University other than the one in which the student is currently registered, the area of the University to which the student is applying will consider him or her an applicant and, as such, the student will not have access to such information.
  6. A student's medical records, maintained separately by the Primary Care Servcices, are unavailable for non-medical use within the University and are also unavailable to non-medical sources outside the University. Student medical records are not considered to be part of a student's education records. A student may of course continue to consult his or her physician about his or her medical records.
  7. Parental statements of financial resources will remain confidential. Where parents indicate a willingness for the information in such statements to be shared with the student, the statements will be made available to the student upon request.
  8. Notes written by a member of the faculty, an adviser, or others concerning students, for the exclusive use of the writer, may be retained by the writer and will not be considered part of the student's education record.
  9. Access to a student's education records will be provided within a reasonable period of time, but in no case more than forty-five days after the request has been made.

 

Amendment of Education Records: Right to a Hearing
The University will provide students an opportunity for a review if they believe their education records to be inaccurate or misleading. If a student believes a record is inaccurate or misleading, he or she may write the University official responsible for the record or the area Dean of Students, clearly identifying the part of the record he or she wishes changed and specifying why the record is inaccurate and misleading. A conciliation conference between the student, the area Dean of Students, and the author of the challenged material will first try to reach a reasonable solution. Such a solution might be the correction or deletion of the challenged material, or the insertion by the student of a written explanation of the material.

Should the results of this conference prove unsatisfactory to the student, and if he or she so requests, a hearing will be conducted. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing. Note: such a challenge to a record does not include a student's disagreement with the grade received in a course, except if it involves a typographical error in the recording of the grade.

Complaints regarding alleged violations of FERPA may be submitted to: The Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue SW, Washington, DC 20202-5920.

Cost of Copies
Where required by FERPA, students may obtain copies of their education records at a cost of 10 cents per page, with the following exceptions:

Official transcripts are available only from the Office of the University Registrar. The transcript can be requested online at http://registrar.uchicago.edu/transcripts or by mailing orders to the Office of the University Registrar. For most students who are currently or recently enrolled (since 2005), there is no cost for transcripts except for optional expedited mailing fees, as students are assessed a lifetime transcript fee upon matriculation. Students and alumni who were never assessed the lifetime transcript fee can order transcripts for $15/copy or choose to purchase the lifetime transcript service for $45.Credentials and reference letter files with the Office of Career Advising and Planning Services are handled by Interfolio and current prices can be found at www.interfolio.com

Release of Students' Educaiton Records
Under FERPA, except for "directory information" about a student, a student's records may be released without his or her prior written consent only to other school officials, including teachers, who have "legitimate educational interests." A "school official" is a person employed by the University in an administrative, supervisory, academic, research, or support staff position (including law enforcement, counseling and health staff); a person or company with whom the University has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees, the Visiting Committee, or another University committee; a student serving on an official University committee (such as a disciplinary committee) or who is assisting another school official in performing his or her tasks; and any other person determined by the Office of Campus and Student Life to have a need to know the information in order to perform their administrative tasks, provide a service or benefit for a student, or to fulfill a legitimate educational interest of the University. A school official has a "legitimate educational interest" if the official needs to review an education record or have access to the information in the education record in order to fulfill his or her responsibilities for or on behalf of the University.

A student's education records may also be disclosed without his or her prior written consent:

Release of Information to Parents and Guardians of College Students
FERPA requires the College to have a student's written consent to release information from the student's education record. Exceptions to this requirement include the release of information to other school officials who have a legitimate educational interest in the information, and "to parents of an eligible student who claim the student as dependent for tax purposes." The College may also notify parents if the College is aware of a health or safety concern that poses a significant danger to the student or to others.

With these restrictions in mind, the College will release the following information to parents or guardians who claim their students as dependents for tax purposes. The College may notify these parents or guardians when there is a change in a student's status (e.g., being placed on academic probation or removed from probation) or if there is a change in enrollment as a consequence of a student being barred for failure to meet the terms of academic probation or for disciplinary reasons. In order to be notified of the changes of status and enrollment listed above, parents must complete and return to the Office of the Dean of Student for the College a statement of their student's dependent status for tax purposes.  If a student is not a dependent but wishes that parents be notified of their status, the student may fill out a consent form.  Both forms are sent to parents in the summer prior to the student's matriculation.  Students may notify the University of changes in their tax dependency status at any point by filling out a form in the Office of the Dean of Students for the College.

STUDENT ENROLLMENT STATUS

Students are certified during each quarter of study as enrolled full-time, half-time, or less than half-time. Students are certified as enrolled effective the first day of the respective quarter until the first day of the following quarter. Students who completely withdraw with an effective withdrawal date after the end of the first week of the quarter are certified as enrolled through that effective withdrawal date.

Full-Time: A status that is accorded to all students enrolled who undertake an academic workload consisting of any combination of courses, work experience, research, or special studies that is considered a full-time workload, as follows:

Half Time or More, But Less Than Full Time: A status that is accorded to all students who undertake an academic workload consisting of any combination of courses, work experience, research, or special studies that is considered at least one-half the academic workload of a full-time student.

Less Than Half Time: A status that is accorded to all students who undertake an academic workload consisting of any combination of courses, work experience, research, or special studies that is considered less than the academic workload of a half-time student, usually 025 to 199 total units of registered course credit; also,

Students in Extended-College status: The Dean of Students Office in the College may approve a substatus of Extended-College for those students who have completed required course registration and are choosing to graduate the end of that quarter or a subsequent quarter. Students approved for such status will be assessed a quarterly fee to maintain Extended-College status. Such students may hold Extended-College status for the remainder of the academic year in which they were approved for such status. While registered in Extended-College status, students may remain enrolled in the University Student Health Insurance Plan (unless they had waived the insurance for that policy year), and will be assessed the quarterly student life fee (unless they are residing more than 100 miles from campus). Students in Extended-College status also retain their Ratner and library privileges for the duration this status.

If the student does not graduate before or by the end of summer quarter, they will be registered for a Leave of Absence (LOA) for the next academic year, beginning autumn quarter. Students on LOA do not have any of the above-mentioned privileges. Students on LOA may enroll for U-SHIP Continuation Coverage through the on-campus UnitedHealthcare StudentResources Office (provided they were enrolled in U-SHIP immediately prior to the LOA).

Visiting Students
Students from other institutions or other visitors with no current institutional affiliation may enroll at the University of Chicago in one of the four following statuses depending on either the academic reason for attending the University of Chicago or existing arrangements between the University of Chicago and another institution.

Undergraduate Non-Degree Visitors are advanced undergraduate students pursuing a degree at another institution who would benefit from undertaking research at the University of Chicago during the summer quarter. Undergraduate non-degree visiting students are:


• considered to be in full-time student status;
• registered as status 9
• registered through the Graham School of General Studies;
• charged the Non-Degree Visitor fee as well as other mandatory fees;
• health insurance is required;
• eligible to participate in laboratory-based research;
• not eligible to enroll in courses at the University (thus exempt from the immunization requirements), and;
• given student privileges such as access to the libraries, student housing, athletic facilities, and electronic networks.

Undergraduate non-degree visiting students must comply with all University rules and regulations and are subject to student disciplinary systems.  This status is available for the summer term only and will not be extended. Summer term is understood to extend from the first day after the end of the spring quarter to the last day before the beginning of the autumn quarter; this is meant to accommodate differences in the academic calendars of institutions world-wide.

Graduate Non-Degree Visitors are advanced graduate students pursuing a graduate level degree at another academic institution, who are at the research or writing stage, and who temporarily work on their research project with a faculty member at the University of Chicago. Non-degree visiting students are:

Non-degree visiting students must comply with all University rules and regulations and are subject to student disciplinary systems. This status is available for no more than 4 consecutive quarters, including the summer quarter. This status may be extended by up to 4 consecutive quarters upon recommendation of the faculty sponsor and the area Dean of Students and with the approval of the Deputy Provost for Graduate Education.

A student who has been offered and has accepted admission to a graduate program at the University of Chicago may join the University as a non-degree visiting student for the summer immediately preceding the beginning of graduate studies with the University.  Summer term is understood to extend from the first day after the end of the spring quarter to the last day before the beginning of the autumn quarter.

Exchange Students are students at another institution who come to the University under an exchange agreement between the University and their home institution. The exchange agreement will stipulate the specific arrangements. However, generally, exchange students are:

Exchange students must comply with all University rules and regulations and are subject to student disciplinary systems.

Graduate Students-at-Large are students interested in taking courses for a grade at the University of Chicago even though they are not admitted into a degree granting program at the University. Graduate Students-at-Large will be registered through the Graham School for General Studies and are:

Graduate Students-at-Large must comply with all University rules and regulations and are subject to student disciplinary systems.

Full-Time Enrollment Status for F-1 or J-1 Visa Holders
Foreign students holding F-1 or J-1 status in the United States on the basis of an immigration document (Form I-20 or DS-2019) issued by the University of Chicago may not register part-time as defined by the University Registrar, nor may such students elect to reduce their registration status to part-time anytime during a quarter. Exceptions must conform to those outlined in federal regulations governing foreign students, and require approval in advance from the Office of International Affairs. For details on regulatory requirements and processes in place at the Office of International Affairs (OIA), students should consult OIA's website at http://internationalaffairs.uchicago.edu or contact their international student adviser at OIA.

Other Provisions
Any student who, during a quarter of non-registration, takes a language examination for which a fee is assessed, has a registration status of No Credit.

* Degree-seeking College students are considered full-time through the end of the third week of any quarter. Thereafter their enrollment status is determined by registered course credit.

QUARTERLY MANDATORY FEES

Student Life Fee

Generally, all registered students must pay the quarterly Student Life Fee, a percentage of which covers services provided at the Primary Care Services (PCS) and the Student Counseling Services (SCS). Students' spouses, same-sex domestic partners and dependent children age 14 and older who are insured through the University Student Health Insurance Plan (U-SHIP), are assessed the Dependent Life Fee and are entitled to receive services at PCS and SCS. For a detailed description of the Student Life fee visit: http://bursar.uchicago.edu/tuition1011.html#fees

Summer Access: Students registered at the University during the summer will automatically be assessed the summer quarter Student Life Fee on their student account. Students registered during the spring quarter but not registered during the summer, and June graduates who remain in the Chicago area during the summer, may elect to purchase the summer Student Life Fee for continued access to the services of PCS and SCS through August 31st. This election is made through the on-line enrollment site: https://studentinsurance.uchicago.edu

Waiving the Student Life Fee
The Student Life Fee will be waived only for those students who live and study over 100 miles from campus and who will not be on campus during the academic year. Students need to petition their area Dean of Students (http://csl.uchicago.edu/area_dean.shtml) to receive this waiver. There are no other grounds for waiving this mandatory fee.

Additional Administrative Regulations

 ChicagoCard Policy

The campuses of the University of Chicago are places of learning, research, and residence; employment; recreation or sightseeing; and more. The University is pleased to welcome all who use its spaces and resources appropriately and responsibly. Students, faculty, staff, other academic personnel, postdocs, employees of affiliates operating in University buildings, alumni, guests, neighbors, visitors, tourists, and others use the campuses throughout the year.

In an effort to sustain a welcoming and productive environment for those who live, work and study at the University, the University limits access to some spaces and resources to those who have been issued a ChicagoCard, an official identification card. The University issues a ChicagoCard to students, faculty, staff, and some academic visitors so that they may gain access to spaces and resources not available to the general public either in general or at certain times.

Individuals occupying University spaces or using University resources should understand that on occasion they may be asked to show identification or their ChicagoCard to a University employee whose role includes insuring that only authorized individuals are present on University property or in facilities operated by the University, or that only authorized individuals are using certain University resources.

If asked by such a University employee to show identification, UChicago ID carriers are required  to show their card.  If a student, employee, or academic visitor who is asked for identification has any concern about the request or believes that he or she was not treated appropriately during the interaction, that person must nonetheless comply with the request for identification and present his or her ChicagoCard. Subsequently, such an individual is encouraged to report his or her concern to his or her supervisor (if he or she is a University staff person or postdoc), the area Dean of Students (if he or she is a University student), or to the Associate Provost for Faculty and Student Affairs (if he or she is a University faculty member, academic appointee, or academic visitor).  Appropriate follow-up will then occur in accordance with University protocol.

All interactions are expected to  comport with the University’s commitment to civility (http://civility.uchicago.edu), and the specific protocols of the schools, divisions, and other University offices and departments.

The ChicagoCard is not transferable, must never be lent to any other person, and must be presented upon request as described above. The ChicagoCard should be treated with care, just like a driver’s license, passport, or credit card. Misuse of the identification card will result in its forfeiture and may lead to disciplinary action.

For more information about the functionality of the ChicagoCard and replacement of cards, please visit http://itservices.uchicago.edu/services/uchicagocard/. 

Petitions
Any student who wishes to request special consideration under a University regulation or an interpretation thereof must file a petition with the University through the Dean of Students in the unit in which the student is enrolled.

Audio and Video Recording on Campus
Public lectures and less formal or pedagogical presentations
"Public" lectures or talks are to be distinguished from lectures that are either part of or closely associated with courses, workshops, or other organized instructional activities. Typically, "public" lectures will be those where the speaker presents in her professional role as a scholar or expert, rather than as a teacher. Public lectures also should be distinguished from settings in which it is customary to present work-in-progress: the kind of thing that might be marked, "Please do not quote." Thus, just because a lecture is advertised within a department does not make it public.

Lectures and presentations by guests
Units of the University that sponsor public lectures by invited outside speakers often record the lectures. Unless written permission has been obtained from the speakers, however, the sponsoring unit, and the University, will not have the right to distribute or disseminate these recordings. Without this right, these recordings have limited usefulness.

Therefore, permission to record and to make use of the recording should be obtained using a permission form prepared by the Office of Legal Counsel which is available online at http://www.lib.uchicago.edu/copyrightinfo/recording.pdf.

Lectures and presentations by University faculty members and academic staff

The circulation or publication of the text of "public" lectures by University faculty or academic staff has long been considered normal and unproblematic; at the same time any reservation or refusal expressed by the presenter has always been respected. Consistent with this practice, public lectures by University faculty and staff may be recorded and used by the University, subject to University policy. The University may use for non-commercial purposes recordings of public lectures or presentations delivered by its employees within the scope of employment, even if copyright ownership is ceded to the author(s). Concomitantly, ONLY the University, acting through the appropriate University officials, has the right to make and use recordings of the faculty's public lectures on campus unless special arrangements are made with the University. In keeping with past practice, any reservation or refusal expressed by the faculty member should be respected.

Classroom activity and Non-"public" lectures

Recording classroom activities or informal talks may be useful for some purposes. Units should be thoughtful about setting their own policies within the broad framework of University guidelines and expectations, to ensure that the act of recording does not impede expression or class participation and that the recording is not misused.

Members of the faculty may record, or have recorded, their own classes for their personal use or for the purpose of exchange with colleagues, e.g., for the purpose of developing or demonstrating pedagogical skills.

Instructors may permit a student to record a class session for the convenience of the student, for the benefit of another student who is unavoidably absent, or as part of an accommodation for a student with a disability. Students must understand that under University policy, permission given by a member of the faculty to record a class is limited to permission to record for personal use only. It is, for example, never permissible to copy, file-share, sell, distribute, or Web-serve such recordings. Members of the faculty who believe that their classes are being inappropriately recorded, or that recordings are being misused, should contact their Dean of Students.

The University may from time to time wish to record, preserve, or disseminate the exemplary work of distinguished colleagues in the classroom or lecture room. When the University undertakes to make recordings of this sort, it will secure appropriate permissions.

University policies do not permit members of the faculty to "publish" recordings of their classroom or lecture room efforts, or to grant to others the right to distribute recordings, in any medium, of teaching or lecturing undertaken in fulfillment of teaching assignments, without prior approval by the Provost. The University has a sufficient interest in the intellectual property (Statute 18 and New Technology policy) and in the University's reputation to justify its setting this limitation on what a member of the faculty may do. Moreover, there is a potential conflict of commitment: a teacher may feel some pressure to modify what or how he teaches to make it more marketable.

Recordings by student groups (RSO or other recognized groups)

Recordings by student groups of University events, academic or non- academic, may be made only with the consent of a cognizant official of the University. RSO's should seek consent to record from the Office of the Reynolds Club and Student Activities and other student groups (whether recognized or not) should seek permission from their dean of students. After permission has been given, the students are then responsible for securing appropriate permissions from performers, speakers, and participants. Such recordings and any derivatives made from them are the property of the University. Students may not copy, make derivatives from, distribute, or disseminate such recordings in any medium without the permission of the University. By longstanding policy, the University asserts no copyright in creative work such as film or video that is authored by students or student groups using resources normally available to them.

Copyright of recordings

Recordings made at the University should be marked, "Copyright [date], The University of Chicago." While the copyright of the recording is in the name of the University, the author of the underlying recorded work retains all applicable rights to that work. As is the case with University publications, Web sites, and other similar properties, recordings should carry the copyright of the University and not the individual unit.